Pacific Time - Tutorial

Pacific Time App Tutorial

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Pacific Time is an App for individual employees who need to track their time, leave and expenses on the go. The App also can track your use of equipment, materials, other assets, and logs.

There are two ways to use Pacific Time and Expense:

• Download and install from the AppStore or Google Play, or
• Using your mobile device’s browser, just enter the application URL and press enter.

This tutorial will walk you through using the Pacific Time App.

To Get Started, first, make sure you have a working Pacific Timesheet User Account.

Using Your Mobile Device Browser

• Open your mobile device (IOS or Android mobile or tablet device).
• Open a standard browser (Safari, Chrome).
• Enter your system URL in the address bar and enter.
• You will be taken to the Pacific Time application for your system.
• Jump down to Back to Logging In below and proceed to login. 

Installing and using the App

Go to the App Store or Google Play by tapping the buttons below

Download and install the app on your IOS or Android mobile device or tablet.

The first time you tap on the Pacific Time app icon, you'll be taken to the Pacific Timesheet Server page.

Server Name
The first time you log into Pacific Time, you will need to connect to your Pacific Timesheet server in the cloud.

What's My Pacific Timesheet Server Name?

The Pacific Timesheet Server name is the assigned subdomain contained in your Pacific Timesheet system URL. For example, "mycompany" in red below is the subdomain of your Pacific Timesheet system URL. 

mycompany.pacifictimesheet.com

And your Pacific Timesheet Server Name is mycompany.

Special Instructions for Free Trial Evaluation Users
When evaluating Pacific Timesheet, you will be assigned a trial system. To request a free trial system, click:

After submitting your request, you’ll receive an email with your free trial system access information.

Your trial system URL should look like:

https://EVAL405.pacifictimesheet.com (not a real link)

In this case, your Pacific Timesheet Server Name would be: EVAL405

Back to Logging In

After entering the Pacific Timesheet Server name, you will be taken to the login page.
Enter your login name and password, and you're in.

For production systems, single sign-on users will take a couple of extra steps. To review these steps now go to Single Sign-On Users Login Instructions at the end of this tutorial.

Once logged in, on the main screen, you can do anything you need with one or two taps.

Your Pacific Time app is configured on the main Pacific Timesheet system using templates that will include the modules that you need.

Tap Timesheet to show your main timesheet page:

Timesheet

This tutorial will walk through how to use three major types of timesheets:

• A project-oriented timesheet where you track time by work items.
• An attendance-oriented timesheet where you punch in and out of your work time entries.
• A third type combines project and attendance features into a project attendance timesheet where you can punch in and out of projects. 

Project-oriented Timesheet

A project-oriented timesheet allows you to enter hours coded by project, phase, task or other WBS items. Note that your Timesheet opens with today's Day and Date in red.

Tap the plus button on the upper right and then tap Add Work or Add Leave to add a work or leave time entry.

Adding a Work Time Entry
When you add a Work Entry you will be taken to a work time entry details screen that looks like this:

You can edit the time entry's details by selecting work items such as projects and tasks, and add detailed notes.

Hours Entry
To enter hours, you have two options:

• Tap the Green and Red Stop Watch Buttons
  • Tap the green button to start a stop watch timer for your time entry.
  • With this option, your time entry will remain open and a red spinning clock icon will display on your timesheet.
  • When you've completed your work, tap the red stop watch button on the upper right of the timesheet, or the red button in the time entry edit page, to end the time entry.
  • The App will calculate and enter the duration of your work in the hours field when tap the red stop watch button.
    
    
• Enter Hours in the Hours Field
  • Ignore the stop watch button.
  • Enter the time entry hours in the hours field.
  • The App will calculate and enter the duration of your work hours field when tap the finish button.

Selecting Work Items
To select projects, tasks or other work items, tap on the item and then tap on search. Start typing the name of the item you need in the search box. A filtered list of items will be returned as you type. Just tap the name you want, and you’ll go back to the time entry details page.

Finish the details of your entry until you’re done. Then, tap "Okay" and you'll go back to the main Timesheet page.

Adding a Leave Time Entry
When you add a Leave Entry you will be taken to a leave time entry details screen.

• Select the leave pay code.
• Enter leave hours.
• Tap OK to save.

Changing Timesheet Views

• Tap the gear icon in the upper right.
• Toggle back and forth between the timesheet "Period View" and "Day View" of your timesheet.
• Remember, the App remembers your last timesheet view.
• Tap "Copy Previous Day" to copy yesterday’s entries to today. This will only be possible if today's view has no created entries. 
• Tap "Clear Day" to delete the current day's entries.

Submit Timesheet
And when your Timesheet is complete, tap Submit Timesheet, locking down your timesheet, and making it ready for approval by your managers.

Attendance-oriented Timesheet

An attendance-oriented timesheet tracks your start and finish times and calculates your work hours. The start and finish times, unlike the project timesheet described above, will display on the timesheet's time entry pages. When start and finish time fields are on a project-oriented timesheet, the stop watch works like a time clock, punching you in and out of time entries. 

Punching In and Punch Out

• Tap the Green button to punch in.
• You can edit the time entry's details such as detailed notes.
• Your time entry will remain open and a red spinning clock icon will display on your timesheet.
• Tap the Red button to punch out.
• The App will calculate and enter the duration of your work in the hours field.

• If your timesheet is setup like a time clock, your time entry's start, finish and hours values will be read-only and are not editable.

• If your timesheet setup to be editable, you will be able to edit start, finish and hours values.

•  

Adding a Leave Time Entry
Tap the plus button on the upper right to add a leave time entry.
You will be taken to a leave time entry details screen.

• Select the leave pay code.
• Enter leave hours.
• Tap OK to save.

Changing Timesheet Views

• Tap the gear icon in the upper right.
• Toggle back and forth between the timesheet "Period View" and "Day View" of your timesheet.
• Remember, the App remembers your last timesheet view.
• Tap "Copy Previous Day" to copy yesterday’s entries to today. This will only be possible if today's view has no created entries. 
• Tap "Clear Day" to delete the current day's entries.

Submit Timesheet
And when your Timesheet is complete, tap Submit Timesheet, locking down your timesheet, and making it ready for approval by your managers.

Checking Leave Balances

Pacific Time allows you to check your available leave balances anytime.
From the main page, tap Leave Balances and check what leave you have today.

Check Current Balances
The Leave Balances page will show your current balances by leave type:

Check Balance History
You can tap on any leave type and see every 

• Leave taken.
• Leave accruals with your policy and years of service details, and
• Details of balances changes.

 

Requesting Leave

Pacific Time also allows you to request leave.

• On the main menu, tap "Schedule Leave."
• On the leave request form, tap the Type picklist to select the leave type you want to request.
• Then pick the start and finish dates, maybe for that two-week vacation you want in August.
• Tap "Partial Day" to request a half-day off.

Leave Request Forecast

Pacific Time allows you to make valid requests and plan future leave.

• All leave request pages show you a forecast of your future leave balance on the start date of your request.
• It does this by adding up all future accruals and backing out already scheduled leave.
• If you won’t have enough vacation in your balance, your request will not go through.
• If you have enough, the App will accept the request and route it to your managers for approval.

Leave Notices

Email notices
Pacific Time has a variety of helpful leave email notices.

• When your manager approves your leave request, you will receive an email notice, that might even include an approval message with instructions from your manager. The requested leave will automatically be pushed onto your future timesheet.
• If your manager rejects the leave request, you will receive an email notice with their reason for the rejection.

Scheduled Leave dashboard
On the main menu, tap Scheduled Leave to view your upcoming leave schedule, including:

• Company holidays will be denoted with a yellow star.
• Three green dots mean your leave request is still pending, or unapproved.
• Once approved, the dots will become a green check mark.
• A rejected request will show up with a big red X. 
• You can clear out rejected requests by deleting them.

Expenses

Pacific Time and Expense also allows you to create expense reports with detailed expense entries. To create an Expense Sheet or Expense Report, on the main screen, tap Expenses, and then tap the Plus button to create a new Expense Sheet. When creating a new Expense Sheet, you need to complete required fields, including the expense sheet’s Description, start and finish dates, to save it to the App. Note that the App assigns a unique Expense Sheet ID when you create your new Expense Sheet.

Creating Expense Entries

From the main page for your new Expense Sheet, tap the Plus button to create new expense entries. Then, set the expense date, select the expense type, enter a description, and select the expense currency. You can also code any expense entry by Client or Project.

You can also enter other details, like attendees at your meeting, payment method, or note if the expense was personal or business.

Attaching Receipts

You can also attach the expense receipt image. Scroll down the page to receipt image, tap choose file, and a dialog will ask you to take a photo of your receipt, or to select an existing receipt photo in your photo library. Select the photo and attach it to the entry.

Expense Sheet Screen

After completing your Expense Sheet, you can view all its entries on the main Expense Sheet screen. Your expense entries will display in the local currency you selected for each entry, and your total reimbursement amount will be shown in your currency at the bottom of the sheet.
When you're done, submit your Expense Sheet for approval. Your approvers will receive an email notice that it’s ready for approval. When approved or rejected you will receive an email notice. A rejected Expense Sheet notice will include instructions on how to correct your Expense Sheet. Make the corrections and submit it for approval again.

Expense Sheets Screen

Your Expense Sheets are always listed on the main Expense Sheets screen, so you can track their status. Submitted expense sheets with a locked icon. Approved expense sheets with a check mark. And Rejected Expense Sheets with a Red X. Open expense sheets will have no icon.
Remember that Pacific Time and Expense is an enterprise application, so you can also enter your expenses using our browser-based application on your laptop or desktop computer.

Additional Help 

For more help on using Pacific Time and Expense, browse this and other related pages in the Pacific Timesheet Help Center.

Single Sign-On Users Login Instructions

With Pacific Time, you can login using Single Sign-On, better known as SSO.

To get started, you’ll need to take a couple of extra steps as a first-time user.

First, go to the Pacific Time login page. If your system is enabled for SSO, you will see a blue login button.

The name of your SSO provider will display in the button.

Then tap the blue Login button. This will take you to your Single Sign-On account login page. Type in your SSO account login name and password. Then tap the Sign On button. When you are done the App will take you to the Pacific Time main screen. You’re now logged into Pacific Time using Single Sign-On.