Example use cases for tags

Updated by Leigh Hutchens

Tags can be used to track time on different types of objects. For example, tags can be used to track time on patients in healthcare or track time on projects. This additional level of time tracking can help improve budget adherence and invoicing accuracy. Below are three example use cases where we also explain how to configure tags for each one.

Track time on projects

Imagine you are a retailer that has a number of different projects running to increase sales. A new store rebranding project is started, and needs to be completed in 200 hours across all stores including HQ. You need to be able to define the budget and ensure no more than 200 hours are planned and executed on the project.

1. Set up a tag category for projects

First, we assume Tags has been activated on your account and the relevant roles have access to the feature. If not, start by setting that up.

Next, go to Account settings > Tag categories and click on "Add". Call the category "Projects", select type Project and assign it a color. You're done!

Read more about Tag categories.

2. Set up a tag for your project

Go to Account settings > Tags and click on Add. Name the project "Store rebranding 2020", select tag category "Projects" and set the end date to 2020-12-31. Under Periods, click Add. This is where you assign a budget. Enter the period 2020-01-01 - 2020-12-31 and 1 x 200 hours "Per period". Click "Add".

Read more about Tags and tag content.

3. Set up a shift type for your project

Lastly, we need to set up a shift type for this project. Go to Account settings > Shift types and click "Add". Choose a name, and under the "Tags" section, search for "Store..." and add the "Store rebranding 2020" tag that you created earlier, then save.

4. Start using your new "Store rebranding" shift type

Any shifts or tasks connected to this shift type are now associated with the "Store rebranding 2020" project. Let's try it.

Add a "Store rebranding" shift

Go to the schedule and add a shift. Make sure to select the "Store rebranding" shift type.

Add a "Store rebranding" task

Add a new shift or open an existing one. Click on More options, and then click on the + button in the "Tasks" section. Select the "Store rebranding" shift type and select at which time that the task should be performed, then save.

5. Report time on tasks

Employees can punch time on tasks from both Webpunch and the mobile app. Read more about punching on tasks here, under "Punch time on tasks/subshifts".

6. Follow up time spent on the "Store rebranding 2020" project

Now that you've started using your new tag, you might want to follow up on how much time has been scheduled and punched on it compared to the budget. For this, we have the "Tags follow up" report under Analytics.

Open the report and click "Search". Enter your search criteria, i.e. the period that you want to follow up spent hours for, search for and select "Store rebranding 2020" under Tags, and click Load. You will be presented with a summary of the hours budgeted, scheduled and punched on this tag for the selected period. Note that you can select multiple tags in the search criteria to track them all in the same summary.

Read more about Tags follow up view.

Track time on homecare patients with geofencing

Homecare service providers need to track hours budgeted, scheduled, and punched on each patient. In addition to the time tracking capabilities provided by Tags, to ensure that any time reporting carried out by the care giver is proper and accurate, Quinyx can be configured to only allow punching in on a specific patient if the mobile app can confirm that the care giver is within a certain range of the patient's home.

For this use case, tags are configured in the same way as above, but with a few small tweaks. In the steps below, you can refer to the instructions in the above use case for details, here we'll just be focusing on the configuration differences required for this particular use case.

  1. Set up a tag category named "Patients". Under "Type", select "Extended" - this is needed to enable the geofencing functionality.
  2. Set up a tag for each patient. Select the tag category "Patients". We suggest you name each tag according to the patient's name. Under the Coordinates section, click Add and enter the patient's home's longitude and longitude. Under Radius, you can enter from within what range of the patient's home the care giver should be allowed to punch in. The smaller the radius, the longer it will take for the phone to confirm that it's within the allowed range. We suggest you start with a radius of 200 meters and extend it if care givers notice that it takes too long to confirm the location for these specific coordinates.
  3. Create a shift type for the patient and make sure to connect the patient's tag to it.
  4. Start planning shifts or tasks with the shift type you created for the patient and follow up time spent on them using the "Tag follow up" report.

Track time on customers within facility management with geofencing

Facility management providers need to track hours budgeted, scheduled, and punched on each customer. In addition to the time tracking capabilities provided by Tags, to ensure that any time reporting carried out by the custodian is proper and accurate, Quinyx can be configured to only allow punching in on a specific customer if the mobile app can confirm that the custodian is within a certain range of the customer site.

For this use case, tags are configured in the same way as above, but there are a few differences:

  1. Set up a tag category called "Customers". Under "Type", select "Extended" - this is needed to enable the geofencing functionality.
  2. Set up a tag for each customer. Select the tag category "Customers". We suggest you name each tag according to the customer's name. Under the Coordinates section, click Add and enter the customer site's longitude and longitude. Under Radius, you can enter from within what range of the customer site the custodian should be allowed to punch in. The smaller the radius, the longer it will take for the phone to confirm that it's within the allowed range. We suggest you start with a radius of 200 meters and extend it if custodian notice that it takes too long to confirm the location for these specific coordinates.
  3. Create a shift type for the customer and make sure to connect the customer's tag to it.
  4. Start planning shifts or tasks with the shift type you created for the customer and follow up time spent on them using the "Tag follow up" report.

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