Overview & background
Fieldwire offers a "Forms" module for the Business and Premier tiers. Within this module, we do offer pre-made Form templates such as Timesheet, RFI's, Inspection Request, Safety Audit, Time & Material Tag, and Daily Report forms as well as the option to create your own Custom forms on the account. You can also push any custom forms from your project to your account to distribute these across your projects, similarly, you can push any forms from your account to your projects - take a look at this article on account form templates for more information.
Whether you are online, offline, in the office or on site, you can use the Fieldwire app to record your hours in a simple timesheet. Within Fieldwire's Timesheet Form you can:
- Create and complete timesheets on the fly.
- Track individual employees hours.
- Build an accurate digital history of hours spent on a project.
Completing a Timesheet Form
- Timesheet Number (#) - Fieldwire automatically generates a Form number which cannot be edited.
- Description - A freeform section which allows you to customize the timesheet title. For example, if you would like to label your Timesheets by date, you could enter the date range (e.g. "6/11 - 6/17") as the description.
- Assignee - The person who is responsible for filling out the timesheet at a given time. You have the option to re-assign the timesheet to someone you might need input from.
- Status - When creating a timesheet, the status will default to "Draft". Once completed, the timesheet can be submitted by selecting "Submitted" from the drop-down.
- Due Date - The form creator can add a 'Due Date' to indicate the expected day the form will need to be completed by. Any assignee and the admin can update the date after the form has been created.
Note: Email and in-app notifications are sent to the Form Assignee 48 hours prior to the due date. If the Form Due Date is changed, then the notification resets and will be sent 48 hours prior to the new Due Date. If the assignee changes then a new email is sent.
- Week starting on - Select the beginning of the work week you want to track.
In this section, add a line item per employee by selecting "+ Add Entry".
- Employee - A mandatory field to record the name of the employee whose hours are being documented.
- Comment - In this section, you can record any notes to describe the activities or add its cost code. For Example: "Concrete formwork setup for wall W102."
- Monday / Tuesday / Wednesday / Thursday / Friday / Saturday / Sunday - Within each cell you can record hours completed per day. Monday - Sunday is the default week and cannot be changed.
Note: Admins can edit the form template to include the calculation entry type to calculate the total hours in the timesheet. To learn more, please click here.
The signature section prompts users to provide an electronic signature on the Web or a free-hand signature on mobile. Fieldwire will automatically include the timestamp of when the form was signed to help ensure accountability.
On the Web, you, or someone who does not have a Fieldwire Account, can add sign your form:
|The name of the user that is logged in will populate as the first signature option.||Choose 'Sign as someone else' to have a user who does not have a Fieldwire account sign the form.|
The signature of any user signing as themselves will be accompanied by a date, time, device-stamp as well as the signatory's Company and Job title to show when exactly the form was signed and which individual signed it. The user who is logged into Fieldwire on the device where the Form was accessed will be listed as the device owner:
|'Sign as Ben Schantz'|
|'Sign as someone else'|
On the iOS and Android Versions of Fieldwire, you can also have another user sign the form:
|The name of the user that is logged in will populate as the first signature option.||Choose 'Someone else' to have a user who does not have a Fieldwire account sign the form.|
After you determined who will sign the form, you'll be prompted to add a freehand signature to the Form if you are signing. If someone else is signing the Form, they'll be prompted to type their name before they add their freehand signature.
As with signing on the Web, any signature will be accompanied by a date, time, and device-stamp to show when exactly the form was signed and which individual signed it.
Note: The signatory's Company and Job title are not yet shown if the Form is signed on mobile.
The user who is logged into Fieldwire on the device where the Form was accessed will be listed as the device owner:
|Sign form as 'Andrew White'|
|Sign form as 'Someone Else'|
In each Signature section of a Form, users can now decide the minimum number of signatures required in one section as well as the maximum number of signatures allowed in one section. This prevents users from having to add multiple Signature sections into one Form.
In order to do so, users will need to unpublish the Form Template they wish to edit and click on the pencil icon as shown in the screenshot below.
After clicking the pencil icon, users will be able to choose the "Min number of signatures" and the "Max number of signatures".
Note: If you do not want the Signature section to be Required, you must set the "Min number of signatures" to "0".
Although mobile users can't edit the number of Min or Max Signatures needed on a Form, they can see/add multiple signatures under one Signature section as determined by the "Min number of signatures" and the "Max number of signatures" on the Form Template.
Once the mandatory fields are entered and the timesheet is signed, submit the form by selecting the option to "Update status and close", then change the "Status" to "Submitted":
After the form has been submitted, it cannot be edited unless a Project Admin changes the status back to "Draft".
The form creator, assignee, and last editor will receive a notification when the form has been submitted. If you would like to send the completed timesheet as a PDF, you can download the form on the web. If you need more information on submitting forms take a look at this article.
Timesheet forms can be backed up to cloud storage providers (Box, Dropbox, OneDrive) via a 1-way sync connection. When one of these integrations is active, Forms that have been updated to a non-editable status (i.e. "Submitted") will be copied to Box/Dropbox/OneDrive and stored in their corresponding subfolders. The subfolder name will match the name of the Form Template that was used to generate the Form (in this case, "Timesheet").
- Refer to this article for information about notifications.
- If you’re experiencing error messages due to unsynced or missing information, refer to this article.
- If you're interested in learning about Fieldwire's other Form options, check out this article.