Departments & tasks

There's a lot in running a business. If you're a solo entrepreneur, you do it all. But if you have employees, makes sense everyone handles their own specific job title. That way, everything gets covered... at least hopefully.

Departments are a way to organize. They segment job titles as a structure built from your business foundation. Examples can include administration, finance, marketing, service, and sales. Whatever works for what you do.

They can also follow two broad categories...

Cost centers are departments that don't directly generate sales and revenue but are vital in running the business. For example, human resources, accounting, and customer service. They contribute but can't be directly linked to the bottom line.

Profit centers are departments directly related to sales and revenue. It depends on what you sell. If you sell services, then anything you bill is a profit center. For example, graphic design, plumbing repair, and dental services. If you sell products, anything related to creating and selling those products are profit centers. For example, manufacturing, and outside sales.

Why track department hours? It helps with decision making and budgeting. By knowing how many hours are spent, you can compare to how many dollars were earned. Which will helps make better decisions.

Webtimeclock allows as many departments as you need. For tracking cost centers, profit centers, and individual tasks.

For tracking cost and profit centers, assign each employee to a specific department (such as customer service). Then every time hourly employees’ clock in/out, or salary employees enter hours, a running total of hours can be reported.

Departments can also be specific tasks, rather than groups. Each department has a check list that assigns the task to employees. Every time hourly employees’ clock in, or salary employees enter time, they can select a department (task) from an assigned list. This literally means they are transferring from one department to another. As a bonus, a summary of department hours displays on their timesheet.

Go to Settings > Departments > Add

Creating a department is simple, just enter a name, then click Add.

Add Department

Entering a task instead

Departments can be named anything you wish. But to keep tasks organized, we recommend the following method. The first three characters is an abbreviation of your client or customer. The next is the name of the task. And finally, the project number. For example, customer ABC, on task Design, for project 102.

Add Job

Assign department as a task

Departments (tasks) can be assigned to individual employees. To do so, click the checkbox next to the employee's name and click Save.

Assign Task

Assign home departments to employees

Go to People > click employee name > Settings

If you want employees to be assigned to a specific department (also known as a home department), select from the dropdown, then click Save. Any hours they work will be included on the department report.

Assign Department

Allow department tracking

Go to People > click employee name > Prefs

If you want employees to track time on departments as tasks, then select Department tracking to ON, then click save. Employees will now be able to select the department (task) when they record time.

Department tracking

Department tracking example

Go to Timesheets > click employee name > click on day

The time editor now includes a department setting. After you enter you time, select the department, then click Save.

Select Department

Timesheets with departments

Finally, once entered, the timesheet now includes a summary of hours per department. This way employees and their supervisors can keep things on track.

Timesheet with Departments

Our department system is very flexible, I hope it helps keep things organized!

Webtimeclock is an online time clock plus optional online payroll. Have questions? Contact our support team, or call us at 1-800-450-2692. Sign up today for your free 15-day trail. We are located in San Diego (Carlsbad), CA USA.