Track Instructor Hours With Timecard

Timecard lets instructors clock in and out so you can track and pay for the time they work, not just the time on the schedule. Each session records the clock-in and clock-out times, the duration, the rate, and the pay. Timecard only appears in the sidebar when your school turns it on.

Turn on Timecard

1. Open Settings > General.
2. Turn on Instructor time tracking.

Timecard now appears in your sidebar and in every instructor's sidebar.

Choose how time is counted

Open Timecard > Settings:

• Five-minute intervals: rounds billable time to the nearest 5 minutes on clock out, instead of tracking every second.
• Lunch break: shows a Pause button while someone is clocked in, so breaks don't count toward billable time.

Clock in and out (instructors)

1. Open Timecard and click Clock In, then Confirm Clock In.
2. While you're on the clock, a Clocked In · Tap to Clock Out badge stays on screen.
3. With Lunch break on, click Pause for a break and Resume when you're back.
4. Click Clock Out, then Confirm Clock Out.

Your sessions are listed below the button.

Review everyone's time (admins)

Timecard > Overview lists each instructor with their Timecard, Flight, and Ground rates and a Status: Clocked In, Paused, or Off Duty. Click a row to open their Time log, where you can:

• Click Clock In or Clock Out for an instructor who forgot.
• Click Edit on a session to fix the Clock in or Clock out time, use Clock out now, or Delete it.
• Click Edit Rates to set the Flight rate, Ground rate, and Timecard rate. Flight and ground are the same billing rates as Payment Rates on the instructor's profile.
• Use Export PDF with a Start date and End date to download their time log.

Run a timecard report

1. Open Timecard > Reports and click Run Report.
2. Choose the Instructor and the Period: Last 7 days, Last 30 days, This month, or Custom range.
3. Click Run Report.

The report is saved to the list with its Sessions and Total pay, which is billable time multiplied by the timecard rate. Click View to open it and export it as PDF, CSV, or Excel.

Tips

• Timecard pay is separate from payroll reports, which pay for instruction logged on flights. See Run Instructor Payroll Reports.
• Set each instructor's Timecard rate before the first pay period so reports show pay, not just hours.

Troubleshooting

• Timecard isn't in the sidebar. Instructor time tracking is off in Settings > General.
• There's no Pause button. Turn on Lunch break in Timecard > Settings.
• Total pay is blank or $0. The instructor has no Timecard rate. Add one with Edit Rates.