Handbook
Set up work areas, contingents, tasks and a geofence per project
Step-by-step instructions for admins and project owners. This chapter picks up where “Project Management” stops: on a project’s “Settings” page you enable what this one project actually needs – work areas for Staff Scheduling, sold hour contingents with a budget and warning thresholds, tasks for time tracking, a geofence for clocking in, working hours per weekday, reminders and the hourly rate for billing. How to create a project, assign members and evaluate hours is covered in the “Project Management” chapter.
Frequently asked questions
What happens to my data if I switch a project feature off?
Nothing is deleted. Disabling “Work areas”, “Hour contingents” or “Tasks” only hides the respective tab on the project and blocks the feature through the interface. All areas, contingents and tasks are kept and are back unchanged as soon as you enable it again. So you can try things out safely.
Why is a switch greyed out and not operable?
Because the underlying module is not booked for your account – typically the construction log and quality inspections. The switch then shows a note and the stored value is left untouched. If the module is booked later, your old settings take effect immediately.
How do “Access” and the project members differ?
Access governs who may OPEN the project – important for people who are not allowed to see all projects. The member list governs who may BOOK hours on it. Two separate questions with two separate lists: a controller often needs to read without ever recording hours. Anyone with the “Can see all projects” permission always gets in, regardless of the access list.
Do I have to create work areas?
No, they are optional and meant for sites consisting of several units – posts and patrol routes in security, buildings, floors and rooms in cleaning. A single office does not need them. Areas you create are then assigned in Staff Scheduling so that the schedule shows not just the site but the specific post.
What is the difference between “Open” and “Hard cap” on a contingent?
“Open (warn only)” allows bookings beyond the purchased package and only reports them through the warning thresholds. “Hard cap (block when exhausted)” rejects the booking as soon as the contingent is used up – that applies to manual entries and edits. A running time recording is never stopped mid-shift. On a construction site, “open” usually works better.
Why do my hours not count against the contingent?
Because no contingent was chosen while recording. Jobilino never attributes hours automatically – consumption should only count when somebody booked it deliberately. Such hours appear on the contingent page as unattributed and can be assigned later on the time entry. With the setting “Contingent selection mandatory” you enforce the attribution: with exactly one usable contingent it is attributed automatically, with several a choice is required.
How do I book additionally purchased hours?
Through an “extension” on the contingent – with the additional hours and optionally the amount. It is added to the total hours and re-arms the warning thresholds. Never overwrite the original number of hours: the extension is the record that more was bought, and it appears in the ledger with date and person.
Who can see a contingent’s budget and rates?
Only people with the contingent budget permission. Without it the amounts are removed server-side – in the interface and in every export. This lets a project manager track the hours and represent them to the customer without seeing the commercial side.
Are tasks attributed to a time entry automatically?
No, never. Employees select the tasks themselves, any number per entry, and the selection is always voluntary. Only what carries the “Selectable during time recording” tick is offered. The selected tasks then appear under the project in the monthly list, in the PDF, in the hours export and in the app.
The geofence does not block – why?
Almost always because of the time type. The geofence only applies to real-time clock-ins of types that record the location. So the pin and a matching time type belong together: a pin alone, without a location-recording time type, produces a geofence that never bites. Also check that the switch is actually on – without a pin it cannot be enabled at all.
What does the geofence definitely not block?
Clocking out, editing and manual entries – nor daily entries such as leave or sickness. So nobody is left standing outside because there is no reception or the GPS fix is too imprecise. A manual entry with a reason is explicitly the intended corrective route.
How do I block time recording outside opening hours?
Through the “Working hours” tab: store the hours per weekday (or mark the day as closed) and tick “Only allow time recording during working hours”. Unlike the geofence, clocking in AND manual entries are then rejected – there is deliberately no back door here. Individual roles can be exempted through the “Allow in APP Check-In at anytime” permission.
Do the project’s working hours apply or the customer’s?
The project wins. The order is project, then customer, then 06:00 as the final default. So maintain only the sites where the hours genuinely differ – as long as no working hours are stored for a project, no time restriction applies at all.
Which hourly rate is used on the invoice?
The project rate before the customer rate before the company default – and a rate typed by hand while creating the invoice always wins. So leaving it empty does not mean “no rate” but “one level up”. Important: the hourly wage from an employee’s contract never feeds into billing – cost and price are deliberately separate.
Where do I find the basics on projects?
In the “Project Management” chapter. It covers how to create a project, set the customer and status, assign members, select the project on a time entry, evaluate hours and use projects in Staff Scheduling. This chapter builds on that and deals with the settings and the additional features per project.
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