QTime Settings

Purpose: QTime in Time & Attendance allows organisations to manage and track time-based activities for staff, enabling accurate reporting, invoicing, and payroll processing. It integrates seamlessly with other Time & Attendance modules to support efficient time management and service tracking.

Key Features

Activity Tracking:

• Record specific activities during shifts, such as travel, case notes, or client interactions.

Default Cost Centre Assignment:

• Automatically associate QTime entries with a designated cost centre for reporting and invoicing.

Budget Integration with Funding:

• Track budgets and link QTime schedules to service agreements and invoicing systems.

Autosave and Invoicing Options:

• Enable autosave for schedules and generate invoices for QTime separately from shift-based activities.

How to Configure QTime Settings

Accessing QTime Settings:

• Navigate to Time & Attendance > Settings from the side navigation menu.

• Select QTime.

Step-by-Step Instructions

• Enable QTime:

  • Toggle the Enabled option to activate QTime functionality in your system.

• Set Default Cost Centre:

  • Choose the default cost centre for all QTime entries (e.g., ‘NDIS Services’ or ‘Transport’).

  • This ensures that activities are automatically linked to the appropriate financial category.

• Budget Integration:

  • Select Show Funding Schedule of Support Budget Information to enable budget tracking.

  • This setting allows QTime entries to pull budget data from Funding service bookings.

• QTime Invoicing Options:

  • Push Notes to Invoices by Default:

    • Automatically include QTime activity notes in invoices.

    • Example: ‘Client Meeting – 2 hours.’

  • Generate QTime and Shift Invoices Separately:

    • Separate QTime activities into distinct invoices for easier reconciliation.

  • Autosave QTime Schedules:

    • Enable autosave to ensure all schedules are automatically saved during creation.

• Create QTime Activity Types:

  • Select Create to define activity types for tracking.

  • Enter the activity name (e.g., ‘Report Writing,’ ‘Travel’).

  • Save the activity for use in QTime schedules.

• Edit or Delete Activity Types:

  • To edit: Select Edit next to the activity name, make changes, and save.

  • To delete: Select Delete next to the activity name and confirm the deletion.

Practical Applications

• Client-Specific Tracking:

  • Use QTime to log hours spent on client-related activities, ensuring accurate invoicing and reporting.

• Service Reconciliation:

  • Track time spent on various activities and reconcile it with budgets and service agreements in Funding.

• Streamlined Reporting:

  • Generate detailed reports on QTime entries to analyse staff productivity and service costs.

Warnings and Best Practices

• Activity Standardisation:

  • Define consistent activity types to simplify reporting and invoicing.

• Cost Centre Accuracy:

  • Ensure default cost centres align with organisational reporting requirements to avoid reclassification.

• Budget Monitoring:

  • Regularly review budget tracking settings to prevent overspending or underreporting.

Troubleshooting

• Issue: Missing QTime activities in reports.

  • Solution: Check if activities are properly created and linked to schedules.

• Issue: Incorrect budget tracking.

  • Solution: Verify that Client engagement is correctly configured.

• Issue: Notes not appearing on invoices.

  • Solution: Ensure ‘Push Notes to Invoices by Default’ is enabled.