This feature allows users to track special projects with WorkforceHero.
- What is a special project?
- How do you create special projects?
- How do I clock into a special project?
- Exporting Reports
- Using Work Orders to Bill for Special Projects
What is a special project?
A special project is a task that may involve multiple jobs, but you would like to track it under one project.
A key thing about special projects in Workforcehero is that if the user does other jobs (like picking or packing), those tasks will be tracked under the special project.
How do you create special projects?
You can create and manage your special projects here: https://shipping.shiphero.com/workforcehero/special-projects/
Special projects can also be created from the work order page. This will allow the special project hours to be tracked in WorkforceHero and billed through the work order. https://shipping.shiphero.com/work-orders/
Why would you want a special project?
A potential use case is tracking hours spent on a work order so that you can bill your customer for those hours. The time spent picking the work order components, assembling the kits, and packing the parts is part of this one more extensive project, so we want to keep all those hours together.
How do I clock into a special project?
First, you can scan into your Workforcehero kiosk with your badge:
Then choose “Special Projects” as your job:
After that, you will be prompted to choose or scan which special project you will be working on:
Perfect! You are now assigned to a special project:
Can a manager assign a user to a special project?
Yes, special projects can be assigned from the TABLE view:
On the LIVE WorkforceHero dashboard, you will see users that are assigned to special projects with this “S” badge:
If you click on the user details, you can see which special project they are working on:
From the WorkforceHero TABLE view, you can sort users by special project:
How do I stop clocking hours for a break?
You can go on lunch or break or switch jobs from a kiosk. (or a manager can unassign you from the table view)
When returning from a break or lunch, you can resume your previous project or switch to a new one:
If you click “no” you can choose a new special project from the kiosk.
Special project hours can be exported under the reports section. Going to the Reports section in the Workforce Hero menu, you will find a new Special Projects section.
What will you find in this report?
1. The name of each special project
Amount of users that worked on the project
The total amount of hours they expend at it.
You can expand a special project to see the complete list of members and the amount of hours of each one of them. This can be filtered by a date range (last 7 days is the default) and you can search for a given Special Project name if you want.
And the best part is, of course, that you can export this data into two different CSV files:
Export full report: this option will export everything. A complete CSV has all details of all the people that worked on all special projects, with detailed information on the special project, the number of hours per team member, warehouse name, etc.
Export summary: consolidated information by Special Project. This shows the total hours spent on each Special Project and the number of people that worked on each one.
Important: we still keep working in order to export details for individual projects. Searching for a given project will let the export generate a CSV only for that Special Project. In the meantime, you can filter it using the Full Report.
Using Work Orders to Bill for Special Projects
When creating a work order, you can link the work order to special projects so that the hours can be tracked in WorkforceHero.
Each work order can be linked to ONE special project.
The special project will automatically be created under the special project page. The name will be the work order’s name along with the work order ID (this is to ensure every special project has a unique name) https://shipping.shiphero.com/workforcehero/special-projects/
You can print a barcode from the Special Project page for users to scan into this project and track their hours.
The hours tracked in WorkforceHero will be sent back to the linked work order under the Ad-hoc charge section:
Since the hours are tracked automatically, they cannot be edited from the work order page. If there is a discrepancy in the tracked hours, they can be updated from the workforcehero page under the user’s activity log:
Important: Once the Work Order is marked as DONE, the charge is sent to 3pl billing and can no longer be edited in WorkforceHero. Any discrepancy will need to be updated from the 3PL billing page.
Additional charges, such as per Unit, can be added to the work order. The user must manually add the unit qty - these are not automatically tracked from Workforcehero.
Before marking the work order as DONE, confirm that workforcehero hours look accurate. Once the work order is marked as complete, the charges will send to 3pl billing. Note: this cannot be undone, but you can edit ad hoc charges in 3pl billing
Special projects linked to a work order will be marked as INACTIVE once the work order is closed.