Use forms to enter activity events

Forms enable employees to enter activity data from the user interface, a data collection device (for example, InTouch devices), or a mobile device. Employees have access to forms only if they are assigned to a form profile through their activity profile.

Note: In Device Manager, forms are a type of Smart View. If you use data collection devices, forms may be accessible at the devices, depending on the system configuration.

About form types

Activities provides the following form types:

  • Activity Duration- For use by duration employees. Duration employees (either hourly timecard or project view timecard) use this form type to report working on an activity for a specific period of time in the time card.
  • Activity Start Only- For use by start only employees. Start only employees use this form type to report starting work on an activity. When a start only employee moves onto another activity, they submit this form again to report starting the new activity, and the previous activity they were working closes automatically upon submission of the new activity start.
  • Activity Stop Only- For use by stop only employees. Stop only employees use this form type to report stopping work on an activity once they are finished. When a stop only form is submitted, the time card automatically back fills to whenever the employee clocked in (if this is the first stop being reported for the day) or to when the last activity stop form for the day was submitted.
  • Activity Start (Start-Stop)- For use by start-stop employees. Start-stop employees use this form type to report when they start working on an activity.
  • Activity Stop (Start-Stop)- For use by start-stop employees. Start-stop employees use this form type to report when they stop working on an activity.
  • Report Results- For use by employees who are working on a single activity and report different results for that single activity throughout their work day. Employees use the Report Results form to enter results for an activity while it is in progress or after it has been stopped. Results cannot be reported against an activity that is completed, canceled, or on hold.
    • Report Results forms must be attached to an activities segment. If an employee is not clocked in when they submit the Report Results form, the system will return a validation error.

    • Quantity results are cumulative and added to the existing total.

    • If configured in the Report Results Form Builder, negative entries and partial units (for example, 1.5) are allowed.
    • When someone submits a Supervisor Report Results form with an effective date, the system looks back from the effective date to find the last relevant event and applies the results to that event.
    • If the activity being reported on has not been stopped already, submitting a Report Results form for that activity won't cause the activity to stop.
  • Delete Duration- For use by duration employees. Duration employees (either hourly timecard or project view timecard) use this form type to delete an activity for a specific period of time in the timecard.
  • Move Quantity- After stopping an activity, the Move Quantity form allows employees or supervisors to manually move the quantity that completed in the stopped activity to a new activity.
  • Join Activity Team- For use by Start-Only and Start-Stop Employees, the Join Activity Team form allows employees to join activity teams configured for their locations.
  • Leave Activity Team- For use by Start-Only and Start-Stop Employees, the Leave Activity Team form allows employees to leave their current activity team.
  • Start Team Activity (Start-Only)- For use by Start-Only employees with lead role permissions, the Start Team Activity (Start-Only) form allows for starting a team transaction.
  • Start Team Activity (Start-Stop)- For use by Start-Stop employees with lead role permissions, the Start Team Activity (Start-Stop) form allows for starting a team transaction.
  • Stop Team Activity (Start-Stop)- For use by Start-Stop employees with lead role permissions, the Stop Team Activity (Start-Stop) form allows for stopping a team transaction.

Submit activity forms

Forms can be configured so that they can be accessed using the Activity Forms tile, the Timekeeper user interface (in "timekeeping mode," the employee accesses forms from within Timekeeper), an InTouch device, or a mobile device.

Submit forms using the Activity Forms tile

Activities includes an employee tile called Activity Forms. When assigned to your employee profile, the Activity Forms tile can be used to view and submit forms for all of the activities a user has access to.

  • The Activity Forms tile lists up to five forms directly on the tile in the employee homepage. Click on a form in the tile to open it in a right panel. Enter details for the required fields and click Submit.

  • The full list of available forms can be accessed by clicking All Forms in the Activity Forms tile. An additional Activity Forms panel appears and lists all available forms with the ability to search for a specific form using the Search field at the top of the panel. Click the desired form to open it in a right panel. Enter details for the required fields and click Submit.

Note: Forms in the Activity Forms tile are listed in alphabetical order.

Submit forms from the Employee Timecard

Managers and Employees with proper permissions can manipulate activity events through hourly or project view timecards. For more information, see Managing activity events in the timecard.

To submit a form in the timecard:

  1. On the My Timecard page, click on the Activity column for the desired day and choose Select Activity. The Select Activity right panel opens.
  2. Use the Activity Query drop down to select a standard query or list query, or use the Search field to find another activity to select.
    Note: The Search field will be disabled if a list query has been selected in the Activity Query field.
  3. Select an activity from the Activities window and click Apply.
    1. Enter the time spent working on the activity in the Duration column if submitting the activity form as a duration employee.
    2. Enter the Actual Start and Actual Stop times for the activity if submitting the activity form as a Start Stop employee.
    3. Enter the Actual Start or Actual Stop time for the activity if submitting the activity form as a Start Only or Stop Only employee.
  4. Enter Results(if applicable).
  5. Once finished, click Save.

Matching form duration to scheduled shifts

The application matches durations entered using forms to scheduled shifts based on which shift has the most hours on the day of the duration entry. The analysis includes shifts that are entirely on that day and parts of shifts that start or end on the adjacent days.

When an eight hour shift is filled with one or more activity durations:

  • Additional durations that are entered within that shift will cause the shift duration to increase.

  • Additional durations that are entered outside of that shift will create an orphan. These durations will not be matched to the next available eligible shift.