Clock That Time™ User Guide

Complete training manual for field contractors

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→ Contractor Guide (Field Staff)→ Troubleshooting

Contractor Guide

For field staff and cleaning contractors

1

First Time Setup & Onboarding

  1. Check your email for invitation from your company
  2. Click the registration link in the email
  3. Create your account with email and password
  4. Complete required onboarding information:
    • Contact Info: Phone number
    • Home Address: Complete street address, city, state, ZIP (required for mileage tracking)
    • Payment Method: Choose how you want to be paid (check, cash, ACH/direct deposit, PayPal, Zelle, or Cash App)
    • Payment Details: Enter account info for electronic payments (bank routing/account, email, or username)
    • W-9 Form: Download the IRS W-9 form, complete it, and upload it (required)
  5. Submit onboarding form
  6. You're ready to start clocking in!

Required Before You Can Work

You must complete all onboarding steps, including uploading your W-9, before you can access the app and clock in.

2

Enable Location Services

REQUIRED

Location services must be enabled for clock in/out to work

When you first visit Time Tracking page:

  1. Browser will ask for location permission
  2. Click Allow or Allow While Using
  3. System will show your current location
  4. Green checkmark confirms location is active

Troubleshooting:

  • iPhone/iPad: Settings → Privacy → Location Services → Safari → Allow
  • Android: Settings → Apps → Browser → Permissions → Location → Allow
  • Desktop: Browser settings → Site settings → Location → Allow
3

Clocking In to a Job

  1. Navigate to Time Tracking page
  2. Wait for location to load (you'll see your current address)
  3. Click Select Job dropdown
  4. Choose the job you're starting from the list
  5. Click the green Clock In button
  6. You'll see success message
  7. System automatically:
    • Records your GPS location
    • Starts tracking your time
    • Calculates mileage from your last location

Note: Clock in when you arrive at the job site, before you start working.

4

Clocking Out from a Job

  1. When job is complete, return to Time Tracking page
  2. You'll see "Currently Clocked In" status with:
    • Job name
    • Time you clocked in
  3. Click the red Clock Out button
  4. System automatically:
    • Records your exit location
    • Calculates total hours worked
    • Calculates your pay
    • Creates time entry record
  5. Entry appears below with hours and pay

Important: Clock out when you finish the job, before leaving the job site.

5

Working Multiple Jobs in One Day

  1. Clock out from first job
  2. Travel to next job site
  3. Clock in to second job (select different job from dropdown)
  4. System automatically calculates mileage between job sites
  5. Repeat for each additional job

Automatic Mileage: The system tracks travel between all your jobs automatically!

6

View Your Time & Mileage

Time Tracking Page:

  • See all your time entries
  • View hours worked per job
  • Check calculated pay amounts
  • See total mileage per entry

Mileage Page:

  • View detailed mileage records
  • See start and end locations
  • Check distance in miles
  • View total miles for the period

Schedule Page:

  • View your upcoming shifts
  • See job assignments and times
  • Check client locations

Documents Page:

  • Upload certifications and licenses
  • View your uploaded W-9 and other documents
  • Download copies of your documents
7

Communicate with Your Team

  1. Navigate to Messages page
  2. Click New Message button
  3. Select recipient from dropdown (admins or other contractors)
  4. Enter subject and message
  5. Click Send
  6. Recipient receives message in-app and via email
  7. View all your conversations in the Messages page

Tip: You can also message contractors directly from the Contractors page by clicking the Message button on their profile card.

Troubleshooting

Common issues and solutions

❌ Mileage Not Calculating

Problem: No mileage records created after clock in

Solution:

  • Verify contractor has home address set in their profile
  • Verify home GPS coordinates (latitude/longitude) are entered
  • Check that location services are enabled on contractor's device
  • Ensure contractor clocked in at job site (GPS needs to be different from home)

❌ Location Not Loading

Problem: "Getting your location..." never completes

Solution:

  • Check device location settings are turned ON
  • Check browser has permission to access location
  • Try refreshing the page and allowing location permission again
  • Ensure device GPS/location services are functioning properly

❌ Clock In Button Disabled

Problem: Can't click the Clock In button

Solution:

  • Ensure you've selected a job from the dropdown
  • Wait for location to finish loading (green checkmark appears)
  • Check if you're already clocked in to another job

❌ Wrong Pay Amount

Problem: Pay calculated incorrectly

Solution:

  • Check hourly rate is set on the job
  • If no job rate, check contractor profile has default hourly rate
  • Verify pay type is set correctly (Hourly vs Flat Rate)
  • Check for break time that might be deducted

❌ Payroll Shows $0 or No Data

Problem: Payroll run created but shows no amounts

Solution:

  • Verify time entries exist in selected date range
  • Check that contractors have clocked OUT (not just in)
  • Ensure time entries status is "Completed" not "Active"
  • Verify pay rates are set on jobs or contractor profiles

❌ Can't See Other Contractors' Data

Problem: Contractor can only see their own information

Solution:

  • This is by design - contractors only see their own data
  • Admin users see all contractors' data
  • If you need full access, have an admin promote your account to Admin role

Quick Reference Card

Contractor Quick Actions

  • ✓ Complete onboarding (address, W-9, payment method)
  • ✓ Enable location services
  • ✓ Select job before clocking in
  • ✓ Clock in at job site arrival
  • ✓ Clock out when job complete
  • ✓ Check time & mileage records
  • ✓ View your schedule
  • ✓ Message your manager