Instructor Time Cards

Instructor Time Cards

Set Up

Users module
Anyone who will be using the Instructor time card feature must have the Employee and Instructor box checked in their user reccord.

Time Tracking Options

Instructors have flexible options for tracking their time.
They can choose to:

• Log hours under specific classes, associating their time directly with the courses they teach.

• Track time by general categories, such as prep time, tutoring, or administrative work—without linking it to a particular class.

• Combine both approaches, recording instructional time under specific classes while logging other activities, like preparation or tutoring, under general categories.

In the image below, you’ll see both time tracking options displayed. If you prefer to limit instructors to logging time by class only, you can disable the generic time tracking table in the settings. Once disabled, the general time entry option will be hidden from the web interface, leaving only the class-based tracking available.

Time Tracking by Class

To allow instructors to log hours taught, make sure the Edit Hours box is checked during the class setup process.

Instructor Web View

• Log in on the Web
• Navigate to the Instructor Tab
• Click View Class
• Enter Hours
• Click Save

Generic Time Tracking by category

• Log in on the Web
• Navigate to the Instructor Tab
• Enter in Hours
• Click Save

Settings Module

The Generic Instructor Time Card feature on the web is customizable. You will turn it on or off from the Settings.
Settings Module > Web Services> Instructors tab.

To enable Instructor Time Cards, simply check the corresponding box. This will make the generic time card feature available on the web, allowing instructors to log time by category (e.g., prep, tutoring).

If you leave this box unchecked, instructors will only be able to record hours tied to specific classes they teach.

Be sure to also review and select the individual categories you want instructors to use. Go through the list and check all applicable categories to ensure they have access to log time appropriately.

Extraneous Hours

EH1 and EH2 boxes are custom labels. If you have additional categories you want to add you can utilize these boxes. The Example below shows Prep time and Grading time. In this case Instructors would be able to add hours in these custom categories.

TradeSchool Office View

Find the employee in the user module
Eployee> Time cards tab

Generic Hours
Here you can manually add hours to the insturctors time card if needed or you can view what they have entered.

Hours by Class
By clicking on the WHR (Hours Worked) it will show a break down of each of their classes and what they entered for each class.

Comments

Instructors can include a comment when logging hours. These comments will appear at the beginning of the line in time card reports. This is useful for providing context, clarifications, or notes about the time entry.

Example:
If an instructor logs 3 hours of "Prep Time" and adds a note like "for midterm planning", the report will show:
"for midterm planning – 3 hrs – Prep Time"