Knowledge Base

Time Tracking

Q: What are “professions” and how do they differ from staff setup?
A: Professions define labour types with hourly cost/price rates (e.g., Electrician, Apprentice). Staff members are linked to professions they can perform. Professions drive scheduling and job costing.

Q: Can staff log time retrospectively, or must it be real-time?
A: Both are supported. Real-time timer or retrospective manual entry.

Q: Must labour be on the BOM for workers to log time against a job?
A: Yes — the linked profession must exist on the BOM for workers to log time against that job. This is a critical constraint.

Pay and Recording Costs

Q: How does overtime calculation work?
A: Configurable daily vs. weekly thresholds via the Advanced Payroll module (paid add-on). Custom activities map overtime/double-time to different pay items.

Q: What’s the difference between “customer billable” and “timesheet billable” time?
A: Customer billable = charged to the customer on invoices. Timesheet billable = recorded for internal payroll/costing purposes but not invoiced.

Q: How do we handle staff who use both Gojee and a separate payroll system?
A: Currently this requires manual data export/import between systems. No direct integration with Employment Hero or similar. Xero payroll integration available for Xero payroll users.

Q: Should base cost include superannuation and on-costs?
A: Yes — base cost must include all loaded costs (super, leave provisions, etc.) for accurate job profitability reporting.

User Accounts

Q: How do we set up user accounts and access permissions?
A: Create users in Gojee, assign access templates for different roles (purchasing, invoicing, scheduling, etc.). The Xero org owner must initialise accounts first.

Q: How do I re-send the invite email to Gojee?
A: It is not currently possible to re-send the initial email. It is possible that the invite email may have been caught under a spam filter, so please have the user check their spam folders for the original invite. The invite link expires after 24 hours, so if the original invite link was sent over 24h ago, the user will need to follow the procedure outlined below.

1. Confirm the email address that was registered as the staff’s login email. If it is not correct, please let us know and we can fix it from our end.
2. If the email is correct, then have them click the Forgot Password? link on the login page:
   
3. The user should enter their email address (the one that was registered as the login email) on the Reset Password screen:
   
4. This will send a new mail to their email address that will contain a link to set their password.

Q: Is it possible to merge two Gojee accounts?
A: It is not possible to merge Gojee accounts. If you have made a mistake and find yourself with 2 user accounts, one Gojee active and one Xero active, there are steps you can do to make the Xero-linked staff into also being Gojee staff. Simply apply the same roles, professions, and information to the staff entry that was synced over from Xero. Have the user log in and switch to the other login entry via My Account. Once everything is moved over and the user is logged into the other account, make the employee not connected into a non-user and save. Please note that you will also need to remove all tasks scheduled for the first staff in order to remove their professions. It is not possible to deactivate staff in Gojee that are scheduled for jobs.