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Horizon360™ User Guide

Timesheets

Horizon360 makes it easy to track, review & approve your employees timesheets. Whether each of your employees clock themselves in or a crew lead manages their team's timeclocks, Horizon360 Timesheets will help automate your payroll.
Note: Timesheets is available as an add-on to the Essential & Premium tiers, or included with the Unlimited tier. To upgrade or add Timesheets to your plan, please click the Gear icon in the top-right to upgrade your subscription under "Billing & Payments".
This article will show you how to set up & manage your Timesheets. If you do not yet have any employees and crews added, please see the Employees & Crews article for more help.
Let's start with the basic Timesheet Settings for billable & non-billable work.

Billable vs Non-Billable Work

The first thing you will want to set up is whether your Employees' & Contractors' Lunches & Breaks are paid (billable) or not (non-billable).
1.
Click the Gear icon at the top-right of any page
2.
Select Timesheet
3.
Toggle the sliders to the right to make Lunches & Breaks Paid/Billable
4.
Toggle the sliders to the left to make Lunches & Breaks Not Paid/Non-Billable
If Lunches and/or Breaks are set to Paid, their time spent clocked into lunch & break will be included in the total billable hours.

If Lunches and/or Breaks are set to Not Paid, their time spent clocked into lunch & break will be subtracted from the total billable hours.
Next you'll want to decide how your employees will clock in. There are a few options you can setup:
  • Timesheet Website Access: Employee only has the option to clock themselves in/out via h360.toro.com/timeclock. Employee cannot view the daily schedule or notifications.
  • Mobile App Access: Employee has the option to clock themselves in/out via the Horizon360 iOS or Android Mobile App. Employee can also view the daily schedule and notifications, but cannot edit/approve any timesheets nor manually start/end jobs (when not using equipment devices).
  • Crew Lead Access: Employee has the option to clock themselves and their entire crew in/out via the Horizon360 iOS or Android Mobile App. Employee can also manually start/end jobs, reassign employees & equipment to their crew as needed and edit any timesheet errors before submitting for Admin approval.
5.
Ensure your employees have the correct permissions enabled depending on what access you need them to have.
Now we'll go through the Timesheet Website Access & the Mobile/Crew Lead Access features. Let's start with the Timesheet Website.

Website Access

Timesheet Website Access: An Employee only has the option to clock themselves in/out via h360.toro.com/timeclock. Employee cannot view the daily schedule or notifications. This is helpful if you have one centralized place where all employees clock in & out (i.e. a tablet in the office/shop).
1.
Add/Edit an Employee
2.
Ensure Mobile App Access, Admin Access & Crew Lead are set to "No"
3.
Navigate to h360.toro.com/timeclock
4.
Sign in to your Horizon360 account
5.
Clock In Date & Time will be automatically filled with the exact current date & time (Note: Employees with Website Access only cannot edit the date/time for Timesheets)
6.
Click confirm to save the Timesheet record
5.
Clock In Date & Time will be automatically filled with the exact current date & time (Note: Employees with Website Access only cannot edit the date/time for Timesheets)
6.
Add a Memo to include any notes pertaining to this time record (i.e. inform of correct clock in time)
7.
Click confirm to complete the Timesheet record
Note: The user will be logged out of the Timesheet URL after each Timeclock entry (clock in, clock out, break, lunch). Log back in when you need to make another Timesheet entry.
8.
Select Take Break when you need to clock out for Lunch or a Break
9.
Click Confirm to populate the Break Type selections
10.
Choose the Break Type for this entry
11.
Click Save
12.
Add a Memo to include any notes pertaining to this time record (i.e. reason for break)
13.
Click Save to complete the Timesheet record
12.
Add a Memo to include any notes pertaining to this time record (i.e. reason for break)
13.
Click Confirm to complete the Timesheet record
Continue these steps for each Break & Lunch entry you need to make for the day.

Mobile Access

Timesheet Mobile Access: Employee has the option to clock themselves in/out via the Horizon360 iOS or Android Mobile App. Employee can also view the daily schedule and notifications, but cannot edit/approve any timesheets nor manually start/end jobs (when not using equipment devices).
1.
Add/Edit an Employee
2.
Ensure Mobile App Access is set to "Yes" and Admin Access & Crew Lead are set to "No"
3.
Navigate to the Horizon360 iOS or Android Mobile App
4.
Sign in to your Horizon360 account
5.
Click Timesheet at the bottom
6.
Click New Timesheet
7.
Date & Time will be automatically filled with the exact current date & time (Note: Employees with Mobile Access only cannot edit the date/time for Timesheets)
8.
Add a Memo to include any notes pertaining to this time record (i.e. inform of correct clock in time)
9.
Click Clock In
10.
Select Take Break when you need to clock out for Lunch or a Break
11.
Choose the Break Type, either Lunch or Break
12.
Date & Time will be automatically filled with the exact current date & time (Note: Employees with Mobile Access only cannot edit the date/time for Timesheets)
13.
Add a Memo to include any notes pertaining to this time record (i.e. reason for break)
14.
Click Save to complete the Timesheet record
15.
Click End Lunch/Break to end the break
•
Note: You cannot Clock Out while under Break or Lunch. Be sure to end the current break/lunch before clocking out.
16.
Date & Time will be automatically filled with the exact current date & time (Note: Employees with Mobile Access only cannot edit the date/time for Timesheets)
17.
Add a Memo to include any notes pertaining to this time record
18.
Click Save to complete the Timesheet record
19.
When you end a Lunch or Break, you will be automatically clocked back into Work
20.
Click Clock Out when you have finished the work day
21.
Once you clock out, you will see a summary of the day's Timesheet events (Note: Billable Hours are dictated by the Timesheet Settings [see above] whether Lunches and/or Breaks are paid or not)
22.
Click Submit Timesheet to send this Timesheet record for Review & Approval (Note: Admin Access is required to Review & Approve Timesheets for Payroll)

Crew Lead Access

Timesheet Mobile Access: Employee has the option to clock themselves and their entire crew in/out via the Horizon360 Mobile App. Employee can also manually start/end jobs, reassign employees & equipment to their crew as needed and edit any timesheet errors before submitting for Admin approval.
1.
Add/Edit an Employee
2.
Ensure Mobile App Access and Crew Lead Access are set to "Yes" and Admin Access is set to "No"
3.
In the Horizon360 App, select Timesheet
4.
Click Bulk Action to create a new Timesheet record
5.
Date & Time will be automatically filled with the exact current date & time, tap this field to edit the date and/or time of the Timeclock event
6.
Click Action to populate the Timeclock event type options
7.
Choose the Event Type (for this example we will use Clock In)
8.
Select which employee(s) you are clocking in
•
Note: The Event Type selection (Step 7 above) determines what employees will be listed. For example, if an employee is not Clocked In, they will not be listed when Lunch, Break or Clock Out event types are selected.
9.
Click Clock In
Repeat Steps 4 - 8 for any Breaks, Lunches and/or Clock Outs needed.
10.
The Timesheet tab will show a summary of the day's Timesheet events
11.
Click the Filter icon to filter for a specific employee or Timeclock status
12.
Select any Timesheet record to see a full breakdown of that employee's Timeclock events ‍
13.
Click any of the Edit Pencils to adjust the date/time for any event
14.
Click Submit Timesheet to send this Timesheet record for Review & Approval (Note: Admin Access is required to Review & Approve Timesheets for Payroll)
To Submit multiple Timesheet records at the same time, go back to the Timesheet tab.
15.
Click Bulk Action
16.
Click Action to populate the Timeclock event type options
17.
Select Submit
18.
Select which employees' Timesheets you are Submitting
19.
Click Submit to send this Timesheet record for Review & Approval (Note: Admin Access is required to Review & Approve Timesheets for Payroll)
Now we'll go through reviewing & approving Employee Timesheets.

Pending Timesheets

Horizon360 makes it easy to review and approve Pending Timesheets for your employees. If an employee needs access to review & approve Timesheets, ensure they have Admin Access set to "Yes".
1.
Select Pending from Employee Timesheet under the Timesheet section
2.
Adjust any Filters for Date, Crew, Employee and/or Timesheet Status to narrow down your list
3.
The list of Timesheet records will display:
a.
The Employee that the Timesheet record is for
b.
The Date of the Timesheet record
c.
The current Status of the Timesheet (In Progress, Not-Submitted or Submitted)
d.
The Employee that Submitted the Timesheet for approval
e.
The total Time Logged for this Timesheet record including all Billable & Non-Billable Hours
f.
The red triangle icon indicates the employee left a memo note on one of their Timesheet events
4.
Click the Pencil icon to see a detailed view of the Timesheet record
5.
The Timesheet will pop open to display:‍
a.
An itemized list of all events associated to this Timesheet record
b.
Start & End times for each event
c.
Total Time accrued for each event
d.
Any Memos left by the Employee
6.
Click the Edit Pencil next to any Start or End Time to adjust
a.
Click on the hour or minutes and drag the line to the appropriate time, or click the hour/minute again to select from the drop-down
7.
Click View Location to see the physical location of where each Timeclock event occurred
8.
A summary of the Timesheet record will display at the bottom (Note: Paid & Unpaid is determined by the Timesheet Settings for Billable vs Non-Billable hours (see beginning of this article)).
9.
To add another Event to this Timesheet record, select the Event Type
10.
Click Add
11.
Adjust the Date & Times accordingly (see step 6 above)
12.
Add a memo to include any notes pertaining to this time record
13.
Click Submit to Submit this Timesheet for Admin Approval
14.
Click Save to Save this Timesheet record (click the "X" to go back to all Pending Timesheets)
Now that you have reviewed and edited some Pending Timesheets, let's Approve them for Payroll.

Approved Timesheets

Approve Timesheets to upload to your Payroll system.
1.
From the Pending Timesheets, select which Timesheets you are ready to approve
2.
Click Approve
3.
Select the Approved tab to see all Approved Timesheets
4.
Apply any Filters as needed
5.
Click the Clock icon to see Edit History for this Timesheet record
6.
Click Click the Pencil icon to Edit this Timesheet record (see Pending Timesheets steps 6-12 above)
7.
Click the Clipboard icon to see this Employee's Timesheet Report Analytics (see Timesheet Report Analytics below)
8.
Select which Timesheets you wish to Export
9.
Click Download Report to download the list of Timesheets to an Excel file
Note: At this time, Horizon360 cannot automatically push Timesheets to Quickbooks Online Payroll. Until this feature is available, the Downloaded Report will match Quickbooks Online Payroll formatting to easily import.

Timesheet Report Analytics

The Timesheets Report Analytics will give you a visual breakdown of an individual Employee's Timeclock records.
1.
Select Timesheet Report under the Timesheet section
2.
Choose the Dates you want to view
3.
Select the Employee you want to view
The Timesheets Report Analytics will give you a visual breakdown of an individual Employee's Timeclock records.
1.
Select Timesheet Report under the Timesheet section
2.
Choose the Dates you want to view
3.
Select the Employee you want to view
4.
The Pie Graph shows a summary of all Timesheet events within the date range selected
5.
The Bar Graph shows a daily breakdown of each day's Timesheet events within the date range selected
6.
Click Export CSV to download this report to an Excel file
You can also view the Timesheet Report Analytics from Pending and Approved Timesheets as well. This allows the Timesheet Report Analytics to pre-load with the single Timesheet record you select.
7.
From Pending or Approved Timesheets, click the Clipboard icon to see this Employee's Timesheet Report Analytics
You are now ready to manage your Employees' Timesheets! Be sure to review & approve Timesheets on a regular basis to ensure you keep your Payroll updated.

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