Introduction
This article covers all aspects of Time Tracking in Copilot CRM — including how employees clock in and out, track time on visits, review time entries, approve time cards, and configure time tracking settings.
Time tracking helps you measure productivity, manage payroll, and maintain accurate job costing across your business.
Employee Clock In and Clock Out
Employees can clock in and out for the day or for individual visits.
Daily Clock-In
To clock in for the day:
Employees must have an active login.
Log into Copilot.
On desktop, click the clock icon in the upper-right corner.
Click Clock In to start tracking time for General Work.
To clock out:
Click the clock icon again and select Clock Out at the end of the day.
On mobile, employees can clock in and out using the blue rectangle at the top of the app screen.
Clocking In and Out of Visits
To track time for a specific visit:
Go to Team > Schedule.
Click on the desired visit.
In the pop-up window, scroll to the bottom and click Start Work to begin tracking.
When the visit is complete, return to the pop-up and click Stop Work.
This allows Copilot to record time specifically for that visit, keeping job costing accurate.
Tracked Time
The Tracked Time page shows all time entries for General Work and Visits.
How to Access
Go to Team > Time Tracking > Tracked Time.
Here you can:
Filter by date, employee, customer, or property.
See whether the entry is for General Work or a Visit.
Add or edit time entries manually.
To edit a time entry:
Click the pencil icon next to the record.
Adjust the start or end times as needed.
Scroll down and click Update.
Active Time Clocks
The Active Time Clocks page lets you monitor all employees who are currently clocked in.
From here, you can:
See which employees are on or off the clock.
Manually clock in or out employees who don’t have their own logins.
Example: If a crew lead manages a team, they can clock in and out all their crew members from this page.
Approved Tracked Time
This page is used to approve employee time cards once time has been reviewed.
How to Approve Time
Go to Team > Time Tracking > Approved Tracked Time.
Press the green checkmark next to an employee’s name to approve their time.
Click the red “Show / Hide More Info” button to view details, including work type and visit information.
Note: Time edits cannot be made on this page. To make corrections, use the Tracked Time page instead.
Time Tracking Settings
To adjust time tracking behavior:
Go to Team > Time Tracking.
Click Settings (found on the right-hand side near the Payments section).
Available Options
Require Clock-In to View Schedule:
If enabled (checked), employees must clock in before accessing the calendar.
If disabled, employees can view the schedule without clocking in.
Auto Clock-Out at Midnight:
Automatically clocks out employees at midnight if they forget to clock out.
You can adjust time entries the following day as needed.
Best Practices
Require clock-in for field staff to ensure accurate time tracking.
Regularly review Tracked Time to catch missed clock-ins or inaccurate entries.
Enable Auto Clock-Out to prevent inflated time logs.
Approve time weekly to maintain accurate payroll and reporting data.