How to Manage Job Layers and Items

Understanding Job Layers and Items

The Job Tracking page is the central hub for managing your job structure. Navigate to it from the left sidebar.

Key elements on this page

• Action buttons — At the top of the page you'll find Add Layer, Upload Jobs, and Download Active Jobs.
• Department filter — Use the department dropdown in the top-right corner to filter job items across all layers by one or more departments. When no departments are selected, all job items are shown.
• Job Layer headers — Each layer shows its name, a Mandatory toggle, and options to Edit or Delete the layer.
• Job Items table — Lists all items within a layer. You can filter between Active and Archived items, search by name, and paginate through results.
• Bulk action icons — When checkboxes are enabled, the table header's actions column shows icons for Duplicate, Edit, and Archive/Unarchive. These are disabled until you select at least one item.

How to Filter Job Items by Department

You can narrow the job items shown on the page to only those assigned to specific departments.

1. Navigate to Job Tracking from the left sidebar.
2. Click the Department dropdown in the top-right corner of the page.
3. Select one or more departments from the list.
4. The job items across all layers will instantly filter to show only items that match the selected departments.

Tip: Leave the department filter empty to see all job items. The filter applies to every layer on the page at once, so you can quickly focus on the jobs relevant to a specific team.

Job Item Visibility and Department Permissions

Timecloud automatically filters the job items you see based on your role and department permissions:

• Company Admins — See all job items across every layer, regardless of department assignments.
• Sub-Admins — See job items that match their assigned department permissions, plus any job items with no departments assigned.

Note: This automatic filtering works alongside the manual Department dropdown filter. If you cannot see a job item you expect, check with your company admin that your department permissions include the relevant departments.

How to Add a Job Layer

1. Navigate to Job Tracking from the left sidebar.
2. Click the Add Layer button at the top of the page.
3. Enter a descriptive name for the layer (e.g. "Client", "Project", "Task").
4. Click the Save icon to confirm.

Note: Your company has a maximum number of job layers. If you have reached the limit, a message will appear. Contact Timecloud support to increase this limit.

How to Edit or Delete a Job Layer

• Rename a layer: Click the Edit (pencil icon) next to the layer name, update it, and click Save.
• Delete a layer: Click the Delete button. A layer can only be deleted when it contains no job items — archive or remove all items first.
• Set as Mandatory: Toggle Mandatory on or off. When enabled, employees must select a job from this layer when clocking in. This saves automatically.

How to Add a Job Item

1. Find the layer you want to add an item to.
2. Click the + Add button in that layer's table header.
3. Fill in the details in the Add Job Item dialog:

1. Click Save.

How to Edit a Job Item

1. Click the Edit (pencil icon) next to the job item in the table.
2. Update any fields in the Edit Job Item dialog.
3. Click Save to apply your changes.

How to Bulk Edit Job Items

You can update shared fields across multiple job items at once, instead of editing them one by one.

1. Select two or more items using the checkboxes in the table.
2. Click the Edit (pencil icon) that appears in the table header's actions column.
3. The Edit Job Items dialog opens. Only fields that can be bulk-edited are shown — Name and Job Linking are excluded because they are unique to each item.
4. Fields where all selected items share the same value are pre-filled with that value. Fields with different values show a "Multiple values" placeholder.
5. Change the fields you want to update. Only the fields you actually modify are applied — untouched fields remain as they are on each item.
6. Click Save.

What you can bulk edit

• Department Filtering — Saving replaces departments on all selected items. A helper note appears when items have different departments.
• Custom Code 1 / Custom Export Code 1
• Role (when roles are enabled)
• Expected Costs / Expected Hours
• Managers (Layer 1 only) — A helper note appears when items have different managers linked.
• Active toggle — A helper note appears when items have a mix of active and archived states.
• Payroll Relationships — Only the payroll codes you change are updated; untouched codes stay as they are on each item.

Tip: If some items fail to update, the dialog stays open and shows an error message. Successfully updated items are refreshed in the table so you can review and retry any that failed.

How to Link Managers to a Layer 1 Job Item

You can link Company Admins and Admins to a Layer 1 job item so they receive daily Unapproved Time Notifications about that project.

1. Navigate to Job Tracking from the left sidebar.
2. Find your Layer 1 job item and click the Edit (pencil icon).
3. In the Managers multi-select, search for and select one or more admins.
4. Click Save.

Linked managers are also shown on the Job Item Details panel when you click a Layer 1 job item's name in the table.

• If no managers are linked, a note reminds you that unapproved time notifications will not be sent for this project.
• Linking a manager here does not grant them approval permission — it only controls who receives the daily notification digest.

How to Duplicate a Job Item

You can quickly create a copy of an existing job item to save time when setting up similar jobs.

1. Navigate to Job Tracking from the left sidebar.
2. Make sure the Active filter is selected (duplicating is only available for active items).
3. Click the Duplicate (copy icon) next to the job item you want to copy.
4. Timecloud creates a new job item with the same details as the original. The name will have " - Copy" added to the end.
5. A new unique code is generated automatically.

Tip: After duplicating, click the Edit (pencil icon) on the new item to update its name, code, or any other details.

How to Bulk Duplicate Job Items

You can duplicate several job items at once:

1. Make sure the Active filter is selected.
2. Select two or more items using the checkboxes.
3. Click the Duplicate (copy icon) in the table header's actions column.
4. Timecloud creates a copy of every selected item, each with " - Copy" appended to the name and a new unique code.

A success message confirms the operation. If any items fail to duplicate, an error message lists the affected item names.

How to Archive or Restore Job Items

• Archive a single item: Click the Delete (trash icon) next to the item. The item moves to the archived list and is no longer available for selection.
• Bulk archive: Select multiple items using the checkboxes, then click the Archive (trash icon) in the table header's actions column.
• Restore archived items: Toggle the Active switch off to view archived items. Select the items you want to restore and click the Unarchive (restore icon) in the table header's actions column.

Archiving items with parent links

If the job item you are archiving is linked to active parent job items in another layer, Timecloud will show a confirmation dialog before proceeding.

• The dialog is titled "Job is linked to parent jobs" and tells you how many active parent items reference this job.
• Click Proceed anyway to archive the item. Timecloud will automatically unlink it from all parent job items that referenced it.
• Click Cancel to keep the item active and its parent links intact.
• This confirmation applies to both single and bulk archive actions. When bulk-archiving, items with active parent links are grouped together in one prompt so you can confirm them all at once.

Payroll period warning

When you archive a job item that is still used on attendance records in the current pay period, Timecloud shows a warning dialog before proceeding.

• The dialog is titled "Payroll may fail for this pay period" and lists the affected job items along with the pay period dates.
• Click Archive anyway to proceed with archiving. The payroll export for that period may omit the job mapping for those items.
• Click Cancel to keep the items active and avoid any payroll impact.
• This warning applies to both single and bulk archive actions.

Tip: Wait until a pay period is finalised before archiving job items that are still in use. This ensures your payroll export includes all job costing data.

Download Job Items

To export your current active job items as a CSV file, click Download Active Jobs at the top of the Job Tracking page. This is useful for reviewing your data or as a template for bulk uploads.