Time Sheets
Scheduling
Project Management
Dashboards
Geo Location
Clock On / Off
Check In / Check Out
GPS Tracking
Electronic Forms (Compliance)
Client SMS notification
Knowledgebase
Timesheet and Leave Approval
Quoting
Purchase Orders
Welcome to the Spring 2025 release of TimeTrak, version 25.2!
Explore this document to discover the latest features and improvements.
1. Updates to the Settings Menu in TimeTrak Professional2. Migration of TimeTrak Profile Management from Admin Console to Professional Website3. Migration of TimeTrak Field Name Management from Admin Console to Professional Website4. SMS Enhancements5. MYOB Acumatica Files now available within TimeTrak6. MYOB Acumatica Integration Health Status available in Professional 7. Sync status shown for MYOB Acumatica integration items8. Validation Alert improvements for MYOB Acumatica integration 9. MYOB Acumatica Target Service Equipment Integration with TimeTrak Serviceable Units10. Address fields updated for MYOB Acumatica Integration11. Display Acumatica Payroll Leave Balances in TimeTrak12. Appointment Category and Class available on right click edit when multiple appointments selected13. Migration of Client Portal Job Fields from Admin Console to TimeTrak Professional
In the previous release, modifications were implemented in the Professional Menu of TimeTrak to improve organisation and usability. Further details regarding these changes can be found here: https://timetrak.co.nz/blog/category/timetrak-25-1-release-notes-whats-new/#SettingsMenu This release continues to build upon those improvements with the following updates:
Personalise Settings: The “Personalise” options have been consolidated with the “Setting” options and collectively renamed as “Personalise”.
Administrator Settings: “Admin Settings” has now been updated to “Administrator Settings”.
Users assigned as “Global Administrators,” which includes those with TimeTrak “Full Access” or “Professional” rights, will have access to Administrator Settings.
Previously, the addition and management of TimeTrak user profiles was carried out exclusively through the TimeTrak Administrator Console application. With this release, Global Administrators or users with the additional profile setting “Can Add/Edit Profiles in Professional” enabled can now manage user profiles via the TimeTrak Professional website.
To administer profiles, navigate to the Professional Menu within Administrator Settings and select “Profiles.” Here, you may access, manage, and add new profiles as required.
Additionally, from the user grid in Professional, it is now possible to right-click a user and select “Open Profile” to review and make changes to their profile directly. This functionality is also accessible from the user form and the user tool tip within Professional, as illustrated below.
Profile management is still the same as within the TimeTrak Admin console with profile tabs and subheadings now displaying on the left-hand side like other items within TimeTrak. The ability to search for profile settings is also still available via a search control in the top right-hand corner as per below:
With this release, TimeTrak Field Names previously managed within the TimeTrak Admin Console under Global System Setup, Customisation, have now been migrated to the TimeTrak Professional website. Global Administrators who have access to the TimeTrak Professional website can navigate to the Professional Menu within Administrator Settings and select “Field Names.”
This area allows you to manage field names across the entire site; for example, you can rename “Appointment” to “Booking” as per below:
Please note that any changes to field names are applied universally throughout the TimeTrak platform—including TimeTrak Professional, TimeTrak Mobile, and the TimeTrak App. It is therefore essential to carefully consider all modifications and to inform staff of upcoming changes to avoid potential confusion.
SMS functionality was introduced to TimeTrak in version 24.1, and this release brings further enhancements to these capabilities.
Previously, SMS templates exceeding 160 characters were subject to truncation. This limitation has now been lifted. Please note: Standard SMS charges apply for each 160-character segment.
Historically, SMS scheduled event reminder notifications were limited to being sent once per day, per job, per event to prevent duplicate messages arising from breaks between appointments or jobs assigned to multiple users. In this release, this functionality has been refined so that reminders are now also limited to one per day, per job, per task per event. This enhancement is particularly beneficial for clients utilising tasks within TimeTrak, as it allows for multiple tasks under a single job—potentially with distinct contacts—to receive appropriate SMS reminder notifications on the same day.
The “SMS appointment reminder schedule” feature now includes an option to “Enable Replies to Confirm Appointments.”
Only one SMS appointment reminder schedule can have reply functionality enabled at any given time.
If multiple reminders are scheduled (e.g., one week prior and one day prior to an appointment), only one event may permit replies.
When an SMS is generated from a scheduled event with “Enable Replies to Confirm Appointments” activated, the appointment’s confirmation state will automatically update to “sent.”
Appointment confirmation states can be displayed via profile customisations, as illustrated in the example below:
In the past, SMS counts were shown alongside appointments within the Professional calendar, as demonstrated below:
With the inclusion of appointment confirmation states, this count will not appear in the calendar for SMS reminders sent through scheduled events. It will only be shown when an SMS message is sent manually from an appointment.
Timeline workgroup filters, introduced in release 24.2 and improved in 25.1 to include job title filtering (details), now offer even more functionality. Sites with appointment reminders and “Enable Replies to Confirm Appointments” turned on will see a new “Confirmation State” filter in Timeline workgroups with “Show Filters” enabled. This lets schedulers easily view and follow up on unconfirmed appointments.
Schedulers now can manually update the Appointment Confirmation State for individual appointments within TimeTrak Professional.
This enhancement supports scenarios where clients have not responded to SMS reminders, and schedulers need to confirm the appointment status manually. When the “Allow User to Update Appointment Confirmation State” profile setting is enabled, users can right-click on a single appointment with a set confirmation state and update it directly.
If the selected appointment is part of a group where a single SMS reminder was sent for multiple linked appointments, a warning message will appear. This message informs the user that updating the confirmation state will affect all linked appointments.
Each appointment’s activity log includes:
When a client replies to a SMS message TimeTrak will search the message for any of the key words
Below:
If it contains any of above, then the confirmation related to the message will get updated to the state “confirmed”.
An activity will be added to the appointment(s) related to this confirmation specifying the confirmation state has been updated.
Another activity will also get added to all related appointment regardless of the respond with the message the user replied.
Eg: If the user replies “yes please” this will confirm the appointment and add to the activity logs as per below:
It is important to note that reply activities are only available for scheduled SMS reminders with “Enable Replies to Confirm Appointments” enabled.
If the reply does not contain any of the above key words, then the confirmation related to the message will stay at the state “sent” however the reply will be available on the appointment activity.
When a client replies to any SMS message (scheduled or manual SMS) “stop” TimeTrak will opt the phone number out of receiving SMS messages.
A warning message is available against the client or contact within TimeTrak Professional as per below: https://timetrak.co.nz/blog/category/timetrak-sms/#SMS-opt-outs
If an appointment is rescheduled to a different date, the confirmation status will be automatically removed from the appointment, as it is no longer valid. Should the confirmation not be associated with any other appointments, it will be deleted.
For example, in the scenario below, Bob, Bruce, Courtney, and David were all scheduled for appointments on Wednesday, with their confirmation status marked as “Confirmed.” When Bruce’s appointment is moved to Thursday, the system automatically removes the confirmation status. This enables a scheduled SMS reminder to be sent to facilitate client confirmation for the new appointment time.
If an appointment without confirmation is rescheduled to a day where a confirmation is already associated with the job or task, the system will add the confirmation to the appointment if reminders are enabled. The same procedure applies when a new appointment is added to that day.
SMS functionality incurs additional monthly charges, which are on charged by Focus on a consumption basis with a minimum spend of 500 per month. When utilising SMS functionality, there are differences depending on whether you are in New Zealand or Australia.
Australia: Customers are required to have a virtual number, from which all SMS messages will be sent; this incurs a nominal monthly fee.
New Zealand: Customers cannot generate a virtual number for a small monthly fee, as business numbers are limited to four digits. Instead, NZ short codes are provided from a shared pool at no cost; however, message origin numbers may vary between messages, unlike the consistent virtual number provided in Australia.
Please note that replying to SMS messages may incur charges for recipients, depending on their carrier and mobile plan. For example, in New Zealand, some carriers include shortcode replies in standard bundled plans, whilst others may treat them as premium or chargeable messages.
For further information regarding SMS billing, please contact TimeTrak support at support@timetrak.co.nz.
A dedicated Acumatica Files tab is now visible on the Project in both TimeTrak Professional and the TimeTrak App, linked to Acumatica Projects.
Profile Permissions:
Settings are located in Professional < Profiles < Acumatica Files. These options determine file visibility and uploading permissions for users.
Note: When these settings are enabled, all Acumatica Project files become visible to the user.
Real-Time Sync and Removing File Links: Files added in TimeTrak or Acumatica are instantly visible in both systems, ensuring seamless collaboration.
Independent from TimeTrak Attachments: This feature is separate from the existing TimeTrak Attachments functionality.
No integration currently exists between TimeTrak Acumatica Files and TimeTrak Attachments. They operate as distinct systems for managing documents.
Add and Removing File Links:
In Professional, the process of adding files to the Acumatica File Tab offers functionality similar to TimeTrak Attachments, including both drag-and-drop and browse options.
Removing file links must be done via Acumatica File Maintenance and then the File link removed from the Project. Once removed in Acumatica the file will no longer display in TimeTrak.
Clients with TimeTrak integrated with MYOB Acumatica now allow “Global Administrators” to view Sync health status in the top right corner of TimeTrak Professional as per below:
Items that have not synced in the last 24 hours will be indicated as “Degraded” in orange.
A connection failure to the Acumatica API will be indicated as “Unhealthy” in red.
Clicking on the health status will display information as to what has failed. These details can be provided to TimeTrak support for assistance if required.
For clients using TimeTrak integrated with MYOB Acumatica in TimeTrak Professional, a Sync Status tab is available for the following:
The Sync Status tab displays the Acumatica Code, ID, last sync date, and last modification date.
Clicking “View MYOB Acumatica Record” opens the item in a new browser tab.
If you are logged into MYOB Acumatica, you will be taken directly to the relevant record to review or make changes as needed.
Site-level data synchronization settings specify which buttons are displayed, enabling users to efficiently synchronize Client, Project, Project Task, and Contact records across platforms to ensure optimal accuracy.
Posted Time Entries, Disbursements, and Allowances display a sync status; however, users cannot manually synchronize these records immediately. These items synchronize from TimeTrak to Acumatica only, based on site-level synchronization schedules.
Clients using TimeTrak with MYOB Acumatica typically have Validation Alerts enabled, allowing Professional users to view items that failed validation during the sync process from with the TimeTrak alerts screen.
From this release, whilst validation alerts are grouped by the project and or project task these items can easily be accessed from this screen as per below:
In this example, a time entry failed to sync to Acumatica because the project task does not exist there.
Users can quickly access project task details from the alerts screen, manually sync the task to Acumatica if needed, and then re-sync failed items from the Validation Alerts screen
Items that are attempting to sync to Acumatica can be cancelled by selecting the Cancel icon, as described in previous release notes: https://timetrak.co.nz/blog/category/timetrak-24-1-release-notes-whats-new/
Units can be added or managed in TimeTrak if required with changes updating records in MYOB Acumatica.
Disposed units become Inactive in TimeTrak.
Additionally, a custom Service Equipment tab in Acumatica allows assignment of one or more Target Service Equipment units to a project as per below:
This assignment flows through to the project in TimeTrak as per below:
When a time entry in TimeTrak is linked to a serviceable unit, the associated MYOB Acumatica activity sets “Equipment” as the entity type and specifies the unit.
The Service Equipment custom field in Acumatica Project Transactions is updated with this unit when the activity is released.
This also applies to both Non-Stock and Stock items assigned to a unit in TimeTrak once they are released as project transactions in Acumatica for further analysis if required.
Starting with TimeTrak release 25.2, the integration now shows Supplier Warranty information and the Default Location.
Note: The location customer must match the owner customer.
In this release, MYOB Acumatica clients now have State and Country address fields as dropdowns against Client, Project and Contact’s within TimeTrak aligning with MYOB Acumatica and improving address integration between platforms.
For TimeTrak and MYOB Acumatica Payroll users, this release lets you view leave balances when entering leave through TimeTrak Professional or the APP. To enable this, map Acumatica Entitlement IDs to leave codes in TimeTrak.
When entering leave:
Balances are rounded to two decimal places.
These are retrieved through a live API call to the MYOB Acumatica Pay Details screen, as outlined below:
Clients utilising MYOB Acumatica as their ERP system are required to update TimeTrak API permissions to grant access to the Pay Details Screen. For users exclusively operating MYOB Acumatica Payroll, this feature is available; however, it is necessary to establish a TimeTrak API user with the appropriate permissions within the Acumatica environment.
The Leave Approvals screen in TimeTrak Professional has been enhanced with the following updates:
These enhancements ensure that managers have comprehensive information at their disposal when reviewing and approving leave requests within TimeTrak.
With this release, users can select multiple appointments and update not only the Appointment Status but also the Appointment Category and Class. This improvement allows clients to use additional appointment fields and supports bulk updates of these values during group scheduling.
Previously, job visibility for clients using the TimeTrak Client portal was managed through the TimeTrak Admin Console. With this release, that functionality has been moved to TimeTrak Professional. When the TimeTrak Client Portal is enabled at the site level and a client receives access (still assigned via the TimeTrak Admin Console), all projects for customers with portal access now offer expanded management options. The Customer Access tab within a project displays Customer Access Settings.
Users can control project visibility for customers who have portal access directly through the TimeTrak Professional website, eliminating the need to use the Admin Console.
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