Call Form Hours Entry

Call form hours entry is the process reps use to record any time associated with store visits or other call forms. Both In Store and Admin time is collected during this process.

Entering Hours on the Web

All call form hours start with an appointment on the calendar. Appointments allow the rep to schedule how long a visit is expected to take, where that visit is located and what wave goals govern the call form.

Calendar Screen

Clicking on the red square on the appointment takes the rep to the Time & Data Entry screen which lists all appointments for the day, the time the rep has entered for those appointments. Mileage and drive time is also entered on this screen and will be detailed in a separate article.

Time & Data Entry Screen

To enter their time the rep clicks the certify link next to one of the appointments, this opens the hours entry screen. The times entered into the Time In 1 and Time Out 2 come from the appointment time as the default times. Admin time is defaulted to the entered Admin goal time. The rep can change any of these times.

The time fields represent:

Time In 1 - start of shift, this field is required
Time Out 1 - start of break, optional
Time In 2 - end of break, optional
Time Out 2 - end of shift, required
Admin time - time, in minutes spent on admin time

Entering Hours on the Mobile

Like the web all call form hours start as an appointment.

Calendar

When a rep enters their visit on the mobile we have them check in and out to the visit. Checking in represents the start of the visit and uses the reps current GPS location and stores the date, time and GPS location. Checking out represents the end of the shift and also stores GPS, date and time of check out.

Check In/Out

When the rep gets to the Hours Entry screen their times default to times collected from their check in and out. The admin time defaults to the admin goal for the visit. These times can be adjusted as well.

Hours Entry

Rules

Here are the rules and constraints applied to hours entry. Some apply to all iterations, some only to one platform.

Common

Cannot exceed 24 hours in a day this includes call form hours, drive time
Times cannot overlap and must be in proper order (time out must be after time in)
Meal breaks are required after 5 hours, the exact amount of time when a meal break is required varies by state
Going over a goal time requires a reason
Editing time after certifying the first time requires comment

Web Only

These rules only apply to the web because these functions are not available on mobile.

Deleting hours requires comment
Entering or editing another users hours require comment and emails the user that their hours were changed.
Entering data after the pay period for that visit has been locked requires a comment

Mobile only

Adjusting time compared to check in/out times requires comment
Certifying time less than 20% of goal time requires a comment