Idle Time Entry Creation

Administrators can configure the automatic time rounding feature to create idle time entries instead of closing gaps between consecutive timesheet entries. When enabled, gaps within the configured threshold generate a new idle time entry rather than extending the previous entry. This capability is useful for tracking breaks or transition time between tasks. The Time Gap Threshold accepts values from 0 to 480 minutes (8 hours), with validation to prevent excessively high values.

Some key terms:

• Threshold: The threshold is the maximum gap duration (in minutes) that the system automatically processes when a timesheet is submitted. Gaps smaller than or equal to the threshold are either filled with idle time entries or closed by adjusting entry times, depending on your settings. Gaps larger than the threshold remain unprocessed and require manual review. For example, with a 45-minute threshold, a 30-minute gap is automatically processed, but a 60-minute gap is not.
• Gap: A gap is the unaccounted time between the end of one timesheet entry and the start of the next timesheet entry on the same shift. For example, if a technician finishes a service appointment at 10:30 AM and starts the next appointment at 11:00 AM, the 30-minute period in between is a gap that may represent travel time, breaks, or idle time.
• Time Gap Threshold: Specifies the maximum gap duration (in minutes) that the system automatically processes when timesheets are submitted. The system only processes gaps between consecutive timesheet entries that are equal to or less than this threshold. Gaps larger than the threshold remain unprocessed and require manual review by supervisors. For example, your field service organization sets the threshold to 30 minutes. A technician creates three entries: 8:00 AM–10:00 AM (Work Order A), 10:20 AM–12:00 PM (Work Order B), and 1:30 PM–3:00 PM (Work Order C). The system processes the 20-minute gap between the first two entries because it's below the 30-minute threshold, but flags the 90-minute gap (lunch break) for supervisor review because it exceeds the threshold.