Do the work and record it

Overview

When you are on site, MyApprentice is where you record what you did — clock in, tick Shift To-Do’s, add notes, upload photos, clock out. Even as a Sole Trader, recording the work properly keeps your records straight and helps when it comes to invoicing.

Who This Workflow Is For

The Sole Trader role.

Before You Start

You should have the shift set up (optional but recommended — see Schedule your own shift (optional)). Open the shift card from the Dashboard schedule stream.

Step-by-Step Process

Clock in

1. Open the Dashboard. Find today’s shift in the schedule stream.
2. Open the shift card.
3. Select Clock in. MyApprentice records the start time and creates a timesheet entry against the shift.

Work through Shift To-Do’s

1. On the shift card, locate the Shift To-Do’s section.
2. Tick each item as you complete it on site. MyApprentice records the completion time.

Add notes

1. On the shift card, locate the Shift notes section.
2. Type a note — for example “Customer asked to extend scope”, “Used spare cable from van”, “Parts short, return visit needed”.
3. Save. Notes record date and time stamps automatically.

Upload photos

1. Locate the photos or evidence section.
2. Select Upload photo and choose from your device.
3. Each photo saves against the shift.

Clock out and finish

1. Select Clock out. The timesheet entry is closed.
2. Mark the shift complete from the shift card where required.
3. At the end of the week, submit your timesheet. Submitting the week finalises your own time — there is no separate approver. If you run payroll for yourself, export the data using Export payroll.

If work could not be completed

If the work cannot be finished at this visit (parts short, return visit needed, blocker on site), do not mark the shift complete:

1. Tick the Shift To-Do items you did complete.
2. Add a shift note describing what is left and why.
3. Upload photos of the current state.
4. Clock out.
5. Schedule a return visit — see Schedule your own shift (optional).

What Happens Next

The shift record reflects everything you did on the day. When the job is fully complete, Mark a job complete and raise the invoice — see Create and send the invoice.

Common Issues

• No Clock in button. Confirm a shift exists for today. If you skipped scheduling, you can still work the job — but recording time is more accurate when there is a shift to clock against. Otherwise, use a manual timesheet entry.
• Forgot to clock in. Add a manual timesheet entry — open Timesheets, find the day, Add entry, choose Work or Travel, allocate to the job, save.
• Upload failed. Smaller files upload faster on poor sites; retry once a stronger signal is available.
• Cannot mark Shift To-Do. Confirm the shift is assigned to you (as a Sole Trader, you are the only assignee).

Related Guides

• Schedule your own shift (optional)
• Mark a job complete
• Create and send the invoice