Timecards and Production Records: Getting Started

About this article: A foundational guide to reading and navigating the Timecards and Production Records pages — understanding the views, reading visual cues, and performing the most common actions individually and in bulk. 

Part 1: Timecards

Opening and Navigating the Timecards Page

Navigate to Timecards in the left sidebar. The page shows all timecards recorded on the selected date.

Use the date selector at the top to pick the day you want to review. The left and right arrows step one day backward or forward. When you first open the page you will see every timecard for that day across all crews — apply a filter to narrow it down.

Settings tip: Before you start auditing, click the gear icon (⚙) in the top right and set Records Per Page to 500. This prevents records from being cut off across multiple pages when you are working with large crews.

Reading Timecard Color Coding

PickTrace uses color to distinguish productive time from non-productive time at a glance:

Color	What it means
Blue	Productive time — the employee was working on a paid job.
Yellow	Non-productive time — lunches and breaks.

This makes it easy to see at a glance whether crews took their required lunches and breaks without opening individual records.

Hovering for Detail

Hover over any timecard block to see a tooltip with:

• Start time and end time
• Ranch and block where the employee was working
• Hourly rate or piece rate
• Pieces recorded (if the job is piecework)

Timeline View vs. List View

The Timecards page has two display modes. Toggle between them using the view selector near the top right of the page.

View	Best used for
Timeline View	Seeing the shape of a shift at a glance — entry time, exit time, breaks, lunches, and any gaps. Ideal for visual spot-checking and dragging to adjust times.
List View	Seeing every timecard as a row in a table. Useful for sorting by column (e.g., start time or hours), spotting patterns across many employees, and selecting specific timecards by row. Required for fixing Missing Check-In and Multiple Checkout errors.

Good to know: List View also shows the Last Edit column — useful for investigating who made a correction and when.

Searching and Filtering Timecards

The search bar at the top of the Timecards page supports multiple simultaneous filters. Click the down arrow next to the search bar to expand all available filter options.

Most useful filters for daily auditing (there are more which we encourage you familiarize yourself with):

Filter	What it does
Crew	Shows timecards for one crew at a time. Recommended starting point — groups records by the crew leader responsible for them.
Location	Narrows to a specific ranch or block.
Job	Shows timecards for a specific job (e.g., hourly pruning, tractor).
Hours Greater Than	Surfaces shifts longer than a set duration — useful for catching missed checkouts.
Errors / Warnings	Filters to timecards with system-flagged issues. The fastest way to find what needs attention.
Shift Start Timecards	Shows only the first timecard of the day per employee. Essential when bulk-correcting start times.
Open Timecards	Shows timecards with a check-in but no checkout yet.

Tip: Filters stack. Combine Crew + Errors to see only timecards with issues for one specific crew — reducing noise significantly.

Editing and Creating Timecards

Creating a Timecard

Use this when an employee worked but has no timecard — for example, when their check-in was missed entirely.

Create a single timecard

1. On the Timecards page, click the + (plus) icon at the top → Add Time Cards.
2. Select the employee by name.
3. Set the Start Time, Site, Location, Work Bundle, and Job.
4. Optionally set a Checkout Time if you know when the shift ended.
5. Click Save.

Create timecards for a whole crew at once

If an entire crew is missing timecards for a day, this is much faster than creating them one by one:

1. On the Timecards page, filter by the crew so you can see the context.
2. Click the + icon → Add Time Cards.
3. Switch the assignment type from Employee to Crew.
4. Search for and select the crew.
5. Set the Start Time, Site, Location, Work Bundle, and Job.
6. Click Save — PickTrace creates one timecard per employee in that crew.

Tip: After creating check-in timecards, select the whole crew and use pencil icon → Set Checkout Time to add the checkout in one step.

Duplicating a Timecard

Duplicating copies an existing timecard's site, location, work bundle, and job to a new employee. This is the fastest way to create a timecard for someone whose settings match a colleague in the same crew.

1. Right-click any timecard and select Duplicate.
2. Remove the source employee's name and type the new employee's name.
3. Adjust the start and end times if needed.
4. Click Save.

Common use case: When an employee has production records but no timecard, duplicate a colleague's timecard and reassign it. Check the employee's first and last production punch timestamps first — use those to set the correct start and end times.

Archiving and Unarchiving Timecards

Archiving removes a timecard from the active view. It does not delete it — you can always get it back.

To archive: right-click the timecard → Archive (in Timeline View), or select the row and use the archive option (in List View).

To view archived records: click the gear icon (⚙) → Record Status → Archived (or Both to see everything).

To unarchive: right-click the archived record → Unarchive.

Good to know: Archiving is safe. If you archive something by mistake, you can always restore it. Archived timecards appear in red when Record Status is set to Archived or Both.

Editing a Timecard's Start Time

Single employee — drag method

1. Hover over the left edge of the timecard in Timeline View until a double-arrow icon appears.
2. Click and drag the edge left (earlier) or right (later).
3. Click Save.

Single employee — edit panel method

1. Click on the timecard, then click the pencil icon at the top. Or right-click → Edit.
2. Update the Start Time field.
3. Click Save.

Multiple employees — bulk method

See the full explanation in the Understanding Timecard Errors and Warnings article under "Timecards Has a Late Check-In" — including why you must select only the first timecard per employee and how the Shift Start Timecards filter makes this easy.

Short version:

1. Apply the Shift Start Timecards filter and a Crew filter.
2. Select all employees using the top-left checkbox.
3. Click the pencil icon → Set Start Time → enter the time → Preview → Save.

Editing a Timecard's Checkout Time

Single employee — drag method

Hover over the right edge of the timecard in Timeline View until the double-arrow icon appears. Drag to the correct time and click Save.

Single employee — edit panel method

1. Click the timecard → pencil icon (or right-click → Edit).
2. Scroll to the Checkout field and update the time.
3. Click Save.

Multiple employees — bulk method

1. Select all affected employees (top-left checkbox for the whole crew, or click individual rows).
2. Click the pencil icon → Set Checkout Time.
3. Enter the correct checkout time. Preview, then Save.

Auditing tip: If a shift looks unusually long, check the employee's production records to find their last punch. That timestamp is the best proxy for when they stopped working — use it as the checkout time.

Changing the Job on a Timecard

Single timecard

1. Right-click the timecard → Edit. Or click the timecard and use the pencil icon.
2. Click the dropdown arrow in the Job field and select the correct job.
3. Click Save.

Multiple timecards — bulk job change

1. Select all the timecards you want to update.
2. Click the pencil icon → Set Job.
3. Select the Work Bundle first (e.g., Harvesting Bins), then the specific job within it (e.g., Picking Hourly).
4. Click Save.

Heads-up: Before running a bulk job change, exclude lunches and breaks so they aren't accidentally overwritten. In the search bar: Job filter → select the lunch and break jobs → choose Exclude → Apply. Then run your bulk job change on the remaining timecards. Also deselect any supervisor or special-role timecards (e.g., Foreman) before saving.

Changing the Site and Location (Ranch / Block)

Single timecard

1. Right-click the timecard → Edit.
2. Update the Site and Location fields.
3. Click Save.

Multiple timecards — bulk site/location change

1. Select all the timecards you want to update (top-left checkbox for the whole crew, or select individually).
2. Click the pencil icon → Set Site and Location.
3. Search for and select the correct ranch and block.
4. Click Save — the site and location update on all selected timecards.

Common use case: If a checker clocked in the whole crew at the wrong ranch, select all their timecards and use Set Site and Location to fix it in one step.

Rearranging Columns in List View

In List View, you can drag column headers left or right to reorder them. Hover over the boundary between two column headers until a resize cursor appears to widen a column. This is especially useful for bringing the Timestamp or Hours column closer to the employee name.

Timecard Breaks and Lunches

Breaks and lunches in PickTrace are their own job type — separate timecards that sit on top of the main shift timecard. Before you can add them on the timecards page, they need to be configured on the Jobs page. How they're configured determines how they behave in the field and how they appear on the office side.

Step 1: Setting Up Break and Lunch Jobs (Jobs Page)

To create a break or lunch job, go to Jobs page, click the + to create a new job, and pay close attention to two settings: Category and Duration Type.

Category determines how PickTrace treats the time:

Category	What it means
Break	Treated as a paid, non-productive period. Appears yellow on the timecards timeline.
Lunch	Treated as unpaid time. Will not be exported to the payroll file. Appears yellow (and turns grey once the timecard is closed).

Important: Setting the wrong category has payroll consequences. A job set to Lunch is always unpaid and excluded from the payroll export, regardless of how long it runs. If your operation pays for breaks but not lunches, the category assignment is what tells the system which is which.

Duration Type controls how the break or lunch behaves once an employee is clocked into it. There are three options:

1. No Duration (Standard Job)

The employee clocks into the break or lunch, and stays there until a supervisor manually clocks them back into their productive job. There is no automatic return and no timer enforcement.

• Most flexible: the break ends whenever the supervisor says it ends.
• No compliance guardrail: the system won't warn if the break is too short or too long.
• Known limitation: on the timecards timeline, no-duration breaks currently appear blue (the same color as productive timecards), which can make them harder to distinguish during auditing. This is a known display issue being tracked for improvement.

2. Static Duration Job (SDJ)

A fixed length is set on the job itself — for example, 15 minutes. When an employee clocks into this break, the system automatically clocks them back into their previous productive job after exactly that duration. No manual intervention required.

• Predictable and easy to audit: the break is always exactly as long as configured.
• Least flexible: if someone needs a longer break on a given day, the timecard has to be manually edited.
• Appears yellow on the timeline, clearly distinguishable from productive time.
• The most widely used option for operations that want simplicity and clean timecards.

3. Minimum Duration Job (MDJ)

A minimum length is set — for example, 30 minutes. The system does not automatically return employees to work after that time. Instead, it blocks the supervisor from clocking anyone back in before the minimum has elapsed. Once the minimum is met, the supervisor clocks the crew back in manually.

• Designed for compliance: ensures employees cannot be returned to work before the legally required break or lunch period has passed.
• More supervisor involvement: the crew leader must actively clock people back in after the minimum time is met.
• If a supervisor tries to clock someone back in early, the device will warn them that the minimum duration hasn't been reached.
• In practice, some operations have found MDJ harder to manage in the field — crew leaders occasionally forget to use Move Crew to return employees to work after the minimum time passes, resulting in employees remaining on lunch indefinitely and timecards that need correcting. If your team is new to PickTrace, Static Duration is generally easier to start with.

Step 2: Adding Breaks and Lunches to Timecards (Office Side)

Once break and lunch jobs are configured, you can add them from the office timecards page in two ways.

Method 1: Add as a regular timecard

Select the employee's timecard, click the + icon, and choose Add Time Cards. Fill in the start time, end time, site/location, and select the break or lunch job. This works for any duration type and gives you full manual control over the timing.

Method 2: Use Add Static Duration Jobs (faster for bulk)

This method is designed specifically for Static Duration Jobs and is the fastest way to add breaks and lunches to an entire crew at once.

1. Select the employees you want to add breaks and lunches for (typically the whole crew).
2. Click the + icon → Add Static Duration Jobs.
3. Choose how you want to set the timing:

Option A — Fixed clock time: Set a specific time of day for the break or lunch to start. For example: Break at 10:00 AM, Lunch at 12:00 PM. Every selected employee gets the break or lunch at exactly that time, regardless of when they personally checked in.

Option B — Dynamic Start Time After First Check-In: Enable this toggle and set an offset — for example, 2 hours 30 minutes. The system looks at each employee's first check-in of the day and adds the break that many hours and minutes later. If one employee started at 5:00 AM and another started at 6:30 AM, they'll get their breaks at 7:30 AM and 9:00 AM respectively. This adjusts automatically per employee and is useful when the crew doesn't all check in at the same time.

4. Select the job (Break or Lunch) for each time slot.
5. Click Save.

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How Duration Type Affects the Timeline View

Duration Type	Timeline color	Returns to work automatically?
No Duration	Blue (same as productive jobs — known limitation)	No
Static Duration (SDJ)	Yellow	Yes, after the configured duration
Minimum Duration (MDJ)	Yellow	No — supervisor must clock back in

Good to know: The yellow color for SDJ and MDJ timecards is what makes breaks and lunches visually identifiable during auditing. If you see a yellow block on the timeline, it's a break or lunch. If you see timecards that you know are breaks but they're appearing blue, check the job configuration — the job may be set as No Duration rather than SDJ or MDJ.

Part 2: Production Records

Production records track the pieces — bins, units, pounds, or other units — that employees produce on piecework jobs. They are separate from timecards but linked to them. A timecard records when an employee worked; a production record records what they produced during that time.

Important: Timecards and production records are independent. Creating a timecard does not automatically generate production records. To pay an employee for piecework, both must exist.

Opening and Navigating the Production Records Page

Navigate to the Production Records tab in the left sidebar. Use the date selector to choose the day you want to review. You can view production records for a date range. Click the down arrow in the search bar to expand all filter options. Yo

The bottom-right corner of the page shows two quick-reference stats: the total number of pieces (bins, units, etc.) and the total number of employees associated with them. Use these as a sanity check against what supervisors reported in the field.

Reviewing Production Records

For daily auditing, filter by Crew first — the same starting point as on the Timecards page. For each crew, verify:

• Piece rate is correct for the job and location.
• Site and location (ranch/block) match where the crew actually worked.
• Run the Errors/Warnings filter to surface production-side issues.

Adding a Production Record

Production records can be added in two ways:

Method 1: From the timecard (for one employee)

1. On the Timecards page, right-click the employee's timecard.
2. Select Production Records.
3. Click the + to add a new record.
4. Enter the piece rate, unit count, and any other required fields.
5. Click Save.

Method 2: From the Production Records page

1. On the Production Records page, click the + icon.
2. Enter the employee name, piece rate, unit count, site/location, and any other required fields.
3. Click Save.

Editing a Single Production Record

1. On the Production Records page, locate the record.
2. Right-click → Edit (or select the record and click the pencil icon).
3. Update the relevant field (e.g., correct the location or piece rate).
4. Click Save.

Bulk Editing Production Records

If many records share the same correction — for example, the wrong piece rate was used across an entire crew — you can fix them all in one step.

1. Select all the production records you want to update.
2. Click the pencil icon and choose the field to update:

Field	What it updates
Crew	Reassigns records to a different crew.
Location	Changes the ranch/block on all selected records.
Piece Rate	Updates the rate (e.g., from $20 to $25 per bin).
Unit Count	Adjusts the quantity on each selected record.
Timestamp	Changes when the production was logged.
Work Bundle	Reassigns to a different work bundle.

1. Enter the new value.
2. Click Save. The change applies to all selected records.

Tip: To fix production records at the wrong location, filter by the incorrect location first to isolate just those records. Then select all and use Set Location to correct them in one step.

Changing the Site and Location on Production Records

The most common production record edit. Use this when a checker punched production at the wrong ranch or block.

For one record: right-click → Edit → update the Site and Location → Save.

For many records: filter by the incorrect location, select all affected records, then pencil icon → Set Site and Location → choose the correct location → Save.

Archiving a Production Record

To remove a production record that should not exist — for example, an employee who was scanned but did not actually work:

• Select the record.
• Right-click → Archive.

As with timecards, archived production records are not deleted. View them under gear icon (⚙) → Record Status → Archived, and restore them with right-click → Unarchive if needed.