Field Promax

Setup & Configuration

Enable the timekeeping module, configure job codes, set up PTO policies, and define approval workflows so your team can accurately track hours worked on every job.

Before you start:

  • You must have an Administrator role to configure timekeeping settings.
  • Ensure you have service providers created in your system.

How to Access

Navigate to Manage Time Card from the main menu. This opens the timekeeping management page where you can toggle the module on or off, manage team members, and configure job codes.

Enable the Timekeeping Module

  1. On the Manage Time Card page, locate the Activate Time Card toggle at the top of the page.
  2. Switch the toggle to On to enable timekeeping for your company.
  3. The system updates immediately. All service providers with timekeeping access can now clock in and out.

Result: The timekeeping module is active. The Time Cards tab displays all service providers with their current timekeeping permissions.

Configure Service Provider Permissions

Each service provider can be granted specific timekeeping abilities. On the Time Cards tab, you see a grid of all team members with the following checkboxes:

  1. Activate Time Card — allows the user to use the timekeeping system.
  2. Can Edit Time Card — lets the user modify their own timecard entries.
  3. Allow Push Time — permits the user to push time to specific work orders.
  4. Allow Clock In/Out — enables the clock in and clock out buttons on the mobile app and web interface.

Toggle each checkbox to match the permission level you want for that service provider. Changes save automatically.

Set Up Job Codes

Job codes categorize time entries so you know how hours were spent. Common examples include Regular, Overtime, Vacation, Sick Leave, PTO, Training, and On Call.

  1. Click the Job Codes tab at the top of the Manage Time Card page.
  2. Click Add New Job Code.
  3. In the modal, enter the Job Code Name (for example, "Regular Hours").
  4. Configure any additional options for the job code, such as whether it counts toward PTO balances.
  5. Click Save.

Result: The new job code appears in the job codes grid. Service providers can select it when logging time.

Edit or Delete a Job Code

  1. On the Job Codes tab, locate the job code you want to modify.
  2. Click the Edit icon to open the job code modal and update its details, then click Save.
  3. To remove a job code, click the Delete icon. Confirm the deletion when prompted.

Important: Deleting a job code does not remove historical timecard entries that used it. However, it will no longer be available for new entries.

Approval Workflow Settings

Timecard approval ensures accuracy before payroll processing. When approval is enabled, service providers submit their timecards and administrators review them before they are finalized.

  1. Navigate to your Company Settings and locate the timekeeping approval options.
  2. Enable Require Approval to mandate that all timecards go through an approval step.
  3. Configure whether service providers can edit entries after submission or whether only administrators can make changes.

Result: Submitted timecards enter a pending state and require administrator action before they are marked as approved.

Search and Filter Members

Use the search bar on the Time Cards tab to quickly find a service provider by name, role, or email. The grid filters in real time as you type, and pagination resets to the first page automatically.

Tip: Set up your job codes before your team starts logging time. Having the right categories in place from day one ensures your reports are accurate and consistent, saving you from reclassifying entries later.

Next Steps