Timecards Configuration

Motive timecards streamline how fleets track driver work hours, manage payroll, and ensure compliance. Understanding how to access, filter, and manage timecards helps fleets stay organized and efficient.

Overview

Motive timecards make it easy for fleets to record, review, and report on work hours for drivers and other hourly employees. This helps maintain payroll accuracy, compliance, and operational efficiency.

• Centralized access: Drivers/Hourly employees and fleet managers can access timecards directly in the Motive Driver App or Fleet Dashboard. This provides a single location for recording, viewing, and managing all time entries.
• Efficient review: Filtering and sorting tools allow managers to quickly locate specific timecards. This speeds up payroll processing and reduces administrative workload.
• Flexible permissions: Role-based controls determine who can create, edit, and approve timecards. This ensures only authorized users manage sensitive payroll data.
• Customizable workflows: Admins can tailor timecard settings to match organizational processes. This helps maintain compliance with internal policies and industry regulations.

Viewing timecards

For drivers

1. Open the Motive Driver App. 
2. Tap Timecards on the sidebar or Clock Out drawer at the bottom of the screen.
3. If enabled by your fleet admin, record your shift start and end times.
4. View up to 30 days of previous timecards in the app.

For fleet managers and admins

1. In the Fleet Dashboard go to Workforce Hub > Timecards.
2. Review submitted and in-progress timecards.
3. Use the web interface for extended history, reports, and management.
4. Access depends on assigned permissions and roles.

Filtering and sorting

Fleet managers and admins can:

• Filter timecards by status (In Progress, Submitted, Overdue), driver, and pay period.
• Use advanced filters in the timecard Details report for specific drivers, job types, or pay periods.
• Sort results by date (oldest or newest) or driver name.
• Apply bulk actions, such as exporting filtered results for payroll or billing.

Timecard actions

For drivers

• Clock in or out: Record shift start and end times in the Driver App.
• Edit or add entries: Update job types, notes, or shift details for the past 30 days.
• Submit timecards: Send completed timecards for approval.
• Respond to edits: Approve or reject manager-suggested changes.

For fleet managers and admins

• Enable timecards: Enable the Timecards feature for specific drivers, fleet users or the entire fleet from the Admin Panel.
• View and audit: Review entries, track edit histories, and suggest changes (which drivers must acknowledge).
• Approve or reject: Approve or reject submitted timecards, with bulk approval options available.
• Run reports or export: Download or export timecard data for payroll or compliance purposes.

Once a timecard is approved, drivers can no longer make edits. Switching a driver’s time tracking method must be managed by admins and is restricted.

Admin settings

• Enable and disable timecards: Enable Timecards access for drivers, fleet users or the entire fleet from the Admin panel.
• Job type customization: Create, rename, or require job types for clock-ins to support payroll and reporting needs.
• Permissions and roles: Control who can submit, edit, audit, and approve timecards.
• Integrations: Connect to payroll platforms for automatic data transfer.

Enabling Timecards access for drivers and fleet users 

Enable timecards access for new drivers

1. On the Fleet Dashboard go to Admin > Drivers > Add Driver.
2. Add the required details for the new Driver and select Timecards as the Time Tracking method.
3. Select the required job types for the driver by clicking on the checkbox.
4. Once done adding all the details, click Save. The Timecards feature will then be available for the new Driver.

Enable timecards access for existing drivers

Fleets can now track hours worked for Drivers previously marked as Not Required / Logs Not Required in Motive by switching them to Timecards. To enable this, log in to the Admin Dashboard and follow the steps below.

1. On the Fleet Dashboard, go to Drivers > All Drivers.
2. Click on the three dots and select Edit Account from the dropdown.

3. Scroll and select Timecards as the time tracking method.

   

4. Click Save to save the changes.

Enable Timecards access for fleet users

1. On the Fleet Dashboard go to Admin > Fleet Users > Roles & Permissions

   

2. Click Create Role to create a new role.
3. To edit an existing role click Options > Edit under the Actions column for that role.
4. Scroll to the Workforce section or type in the search bar. 
5. Checkmark View Timecards to allow fleets to view timecards.
6. Checkmark Edit Timecards to enable fleets to propose edits to timecards submitted by Drivers.
7. Click Create. The new role is created with the Timecards permissions enabled.
8. To add fleet users to this role, go to Users > three dots > Edit roles & groups.
9. Select the appropriate role that provides the required access permissions for this fleet user.
10. Click Save to finish.

Setting up Geofence-based Timecard Restrictions

1. Log in to the Motive Fleet Dashboard and open the Admin panel.

2. Go to Workforce and click Edit in the Timecards section.

   

3. Select Require employees to select a job when clocking in if you want the drivers to select a job before they can clock in.

4. Under clock-in and clock-out settings, choose where drivers are permitted to clock in and/or clock out. By default, All locations are selected, which means there are no restrictions to clock in or clock out by default unless opted for. Click Select. 

   

5. Select the Clock-in and Clock-out locations from the pop-up menu. 

6. Click Save. 

   

7. Choose the groups or drivers this setting should apply to. By default, All entities are selected, which means all timecard drivers/groups are selected by default unless changed. Click Save again once you’ve made your selections.

   

8. After reviewing all changes, click Save to apply the updated settings.

Managing different Job Types for Timecards

Fleet Admins can configure different job types under Workforce Admin settings, allowing the Drivers to select their jobs when clocking in.

Create new job types

1. Log in to the Motive Fleet Dashboard and click the Admin icon.

2. Click Workforce.

3. From the Timecard Job Types section, click Edit. By default, there are no job types listed.

4. Click + Add job type and start adding different job types that are required such as Cleaning, Deliveries, Plumbing, and Drywall.

5. If you want Drivers to specify a job type every time they clock in, click the check box stating Require employees to select a job when clocking in.

6. Once done, click Save.

Edit or remove existing job types

1. Log in to the Motive Fleet Dashboard and click the Admin icon.
2. Click Workforce.

3. From the Job Types section, click Edit.

   

4. To remove any job type, click the X mark associated with that job type.
5. To edit any job type, click that text box and make the changes.

6. Once done, click Save.

   

FAQs

Share this with others