Overview
Timers record the time employees spend on jobs, work orders, and tasks. On the web app, employees clock in and out from the header, start task timers from work boards, and review or add their own time on the My Timers page. Supervisors use the Approvals page to review each employee's timers, add missed time, approve or reject entries, and open the service ticket behind a job timer.
Accessing Timers and Approvals
From the navigation, click Time Tracking, then click My Timers to see your own timers.
From the navigation, click Time Tracking, then click Approvals to review timers for your team.
Note: My Timers and My Time Card are also listed under Quick Links. The Approvals page and the Approval tab only appear for users whose role has access to Time Approvals. Time Tracking is not part of the Lube Management layout navigation.
How to Clock In and Out
You can clock in and out from the clock icon in the header on any page. The icon appears only for users who are set up as an employee.
Click the clock icon in the header.
Click Clock In. A message confirms the time you clocked in.
When you finish, click the clock icon again and click Clock Out.
Note: For employees who track time against job assignments, the clock icon opens the Assignment Timers window instead of the Clock In / Clock Out menu. See How to Review and Edit Your Own Timers below.
How to Start and Stop a Task Timer
Task timers track time against a specific task on a work board.
Open a work board and find the task.
Click the stopwatch icon (Start Task Timer) on the task card, or open the task and click Start Task Timer.
To stop the timer, use the Active Timers panel on the board and click Stop.
When asked "Do you want to log this time entry?", optionally choose a Work Type (Optional), then click Log Entry to save the time or Delete Entry to discard it.
Note: Start Task Timer is only available to users set up as an employee, and only for saved tasks that are not in a completed column. If you already have a running timer, Redlist shows "Employee is already clocked in."
How to Add Time to a Task
Use this when time was worked on a task but no timer was running.
Open the task and click the Timers tab.
Click Add Timer.
In the Create Timer window, select the Employee and, optionally, a Work Type.
Enter the Start Date, Start Time, End Date, and End Time.
Click Save.
Note: To change an existing entry, click the pencil icon next to it in the Timers tab. A work order's Timers tab lists the timers logged on that work order, where you can edit an entry or stop a running timer. Time is added from the task, not from the work order.
How to Review and Edit Your Own Timers
The My Timers page lists your timers for the selected dates with their hours and status.
From the navigation, click Time Tracking, then click My Timers.
Use the date range (the current week by default), Search, region, status, and Type filters to find the entries you need.
Click a row to open the Assignment Timers window for that day.
Click a timer to change its Start or end time, or click Close Timer or Remove Timer.
Click + Add New Time under a job assignment to add another entry for that assignment.
Click Save to keep your changes, or click Finalize Day to submit the day for approval.
Note: Approved timers can't be edited. If you edit a timer after finalizing the day, it goes back to Pending until it's approved. If your time falls outside the confirmed hours for an assignment, Redlist asks you to confirm with Get Approval or Revert.
How to Create a Timer From My Timers
On the My Timers page, open the Assignment Timers window by clicking a row.
Click New Timer.
Select the job in Select Job (if Billable), then select the Assignments or a Select Bill As Type option.
Enter a Reason for the timer.
Enter the Start Time and End Time. Click Add Another Timer to add more than one entry.
Click Create Timer.
How to Review and Approve Timers
The Approvals page lists employees on the left. Selecting an employee shows their timers for the selected dates.
From the navigation, click Time Tracking, then click Approvals.
If you see the older approvals list, click Go to New Approvals.
Set the Date Range and any other filters (Employee, Employee Region, Job Owner, Status, Type, Time Zone), then click Apply.
Select an employee on the left to see their timers.
For a single timer, use the Status dropdown on its row to choose Approve, Reject, or Needs Review.
To update several timers at once, select their rows and click Approve Selected or Reject Selected, then confirm.
Note: Timers with overlapping times show their clock times in red with the tooltip Overlapping Time Entries. Review these before approving. You can also select rows and click Flag to mark timers for follow-up.
How to Review a Timer's Details and Service Ticket
Click any timer row on the Approvals page to open its details in the side panel. The Service Ticket ID comes from the job line item the timer was logged against. Timers added from the Approvals page aren't linked to a service ticket.
Select an employee, then click a timer row.
Review the Timer Details, Timer Comparison, Timer Locations, and Timer Activities tabs.
For a timer logged against a job, find the Job Info card. It shows the job number, name, client, region, job owner, and Service Ticket ID.
Click the Service Ticket ID to open the service ticket PDF in a preview window on the same page.
Click Download to save the PDF, or Close to return to the timer.
Use Review, Approve, or Reject at the top of the panel, then click Next Timer to move on.
Note: The Service Ticket ID is only clickable for users whose role can view service tickets; other users see it as plain text. If the job has no service ticket, the field shows -.
How to Add a Missed Timer for an Employee
Use this when an employee forgot to clock in or out.
On the Approvals page, select the employee and click Add Timer.
In the Create Timer window, confirm the Employee.
Enter the Start Date, Clock In, and Clock Out. Check Overnight and enter an End Date if the shift ran past midnight.
Under Associated Work, select the Work Order, Task, Job, Assignment, or Asset the time belongs to.
Under Additional Information, add a Cost Code, Tags, or Comment as needed, and fill in any Custom Fields.
Click Add Timer to add another entry in the same window, if needed.
Click Create.
Note: Timers created from the Approvals page are saved as Approved. Which fields appear in this window, and which are required, is set by an administrator under Settings > Time Keeping > Configure Timers.
How to Customize the Approvals Table
Each user can choose which columns appear in the timers table and in what order.
On the Approvals page, click the cog icon above the timers table.
In Column Settings, click Add Column to show a column, or click the red X next to a column to hide it.
Drag a column by its handle, or use the arrows, to change its position. The column at the top of the list appears first in the table.
Click Save Changes. Click Restore Defaults to go back to the standard layout.
To change a column's width, drag the edge of its header in the table.
Note: Column choices and order are saved to your account. Column widths are saved in your current browser, so they don't carry over to another computer or browser.
Understanding Timer Statuses
Pending / Needs Review: The timer is waiting for a supervisor to review it. The My Timers page shows Pending; the Approvals page shows Needs Review.
Finalized: The employee finalized the day and submitted it for approval.
Approved: A supervisor approved the timer. Approved timers can't be edited from My Timers.
Rejected: A supervisor rejected the timer.
Understanding the Approvals Views
The Approvals page has three views, and Redlist reopens the one you used last.
Card view (the default after clicking Go to New Approvals): employees on the left, their timers on the right.
Table view: all employees' timers in one table. Open it from the ⋮ menu with View in Table Mode.
Legacy view: the older approvals list. Open it from the ⋮ menu with Legacy Approvals View.
The ⋮ menu in the card view also has Export Filtered, which downloads the filtered timers as a CSV file, and Manage Custom Fields.
Use Cases
A field technician clocks in from the header at the start of the shift, runs task timers from the work board during the day, and finalizes the day from My Timers before leaving.
A maintenance supervisor reviews the week's timers on the Approvals page each Monday, checks entries flagged as overlapping, and approves the rest in one step with Approve Selected.
A payroll coordinator notices a technician forgot to clock out, adds the missing time with Add Timer on the Approvals page, and links it to the right work order.
A project manager reviewing billable job time opens the Service Ticket ID from a timer's Job Info card to compare the hours against the finalized service ticket without leaving the approvals page.
Best Practices
Finalize Each Day: Finalizing your day in My Timers submits it for approval, so supervisors aren't waiting on open entries.
Link Time to the Work: Associate timers with a work order, task, or job so hours roll up to the right place.
Check Overlaps Before Approving: Red clock times mark overlapping entries that usually need a correction.
Use the Service Ticket to Verify Job Time: Open the service ticket PDF from the timer before approving billable hours.
Set Up Your Columns Once: Save a column layout that shows what you review most, such as Job Name and Work Order ID.
Troubleshooting
Issue: I don't see the clock icon in the header or the Start Task Timer button.
Solution:
Confirm your user account is linked to an employee record. Timer actions only appear for employees.
For task timers, confirm the task has been saved and is not in a completed column.
Issue: I don't see Approvals under Time Tracking.
Solution:
Ask your administrator to confirm your role has access to Time Approvals.
Issue: I can't edit one of my timers in My Timers.
Solution:
Check the timer's status. Approved timers can't be edited.
Ask your supervisor to change the status on the Approvals page if a correction is needed.
Issue: The Service Ticket ID on a timer isn't clickable.
Solution:
Confirm your role has permission to view service tickets.
If the field shows -, the job has no service ticket for that timer.
Issue: The service ticket PDF shows "Failed to load file" or "Request timed out".
Solution:
Click Close and click the Service Ticket ID again.
If it still fails, contact Redlist support with the job number.
Issue: A field I need isn't showing in the Create Timer window.
Solution:
Ask an administrator to check Settings > Time Keeping > Configure Timers, which controls which fields appear.
Summary
Employees record time by clocking in from the header, running task timers, and adding or finalizing entries on the My Timers page. Supervisors review, add, approve, and reject timers on the Approvals page, where each job timer's Job Info card opens the related service ticket PDF.