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Create a connected timesheet in Airtable with Ubiqod

Airtable is a powerful tool to build your own business App without typing a single line of code. As easy to use as a spreadsheet, it also offers native ways to integrate with third-party software like Ubiqod.

In this guide, we will connect a virtual time clock to Airtable in order to send workers’ work hours to it. We will build a connected timesheet that will offer the possibility to track the activity of the whole team without leaving the office, and in real time

You can imagine a lot more use cases with Airtable:

  • Hotel room management
  • Flex office
  • Intervention request

You can apply the principles learned in this tutorial to any of those use cases.

Before you start building your timesheet

In order to complete this tutorial, you need:

Step 1: creating your virtual time clock

Note: we are using QR codes (QODs) for the purpose of this tutorial, but this is applicable to every type of trackers available in Ubiqod.

Follow this video to create your vitual timeclock interface:

You can also create a Kiosk if you prefer, or use a Skiply NFC time clock if you have one.

Step 2: creating your timesheet in Airtable

In Airtable, start a new projet from scratch:

Airtable start form scratch

Set a table as follow:

Timesheet structure in Airtable

You can use the following types for the fields:

  • Time => Date with time option activated
  • Employee => Text (we could link it to an employee table in the futur)
  • Site => Text (we could link it to an employee table in the futur)
  • Action => Text

You can keep the Notes field for manual inputs.

Step 3: connecting Ubiqod and Airtable

In Airtable, go to the Automations Tab. Add a trigger “When webhook receive”:

Create webhook automation in Airtable

Copy the webhook URL given in the Setup configuration:

Webhook configuration

Create a dispatch in Ubiqod and paste the Airtable URL to fill the webhook URL field:

Ubiqod dispatch configuration

Click on CREATE.

Create a tracker and associate the interface, a site and the dispatch previously created:

Configure tracker for Airtable

In Airtable, click Test trigger. When done, simulate an arrival whith your Ubiqod Tracker. Airtable should print a green successful message when data is received.

Add a create record action and map the fields of the table:

Webhook fields configuration

Activate your Aitable automation.

Test your Automation

Now, you can test your Airtable Timesheet while scanning your tracker.

See timesheet test result

You can add as many trackers as you want. Don’t forget to link a PIN code or Badge List to your interface if you want to have employee name instead of PIN code or badge number in the Employee column.

Next steps: advanced features

Link to en employee / Site Table

You can manage and associate PIN codes or Badge number to your employees direcly in Airtable. For that, you will need to create an employee table, and use external references.

Working Time

Airtable is very powerfull and you can do a lot of calculation, for instance to track the working time spent on each time or for each employee.

Real Time Status Monitoring

Using a “status” field in Airtable, you could easily build a site tracking Dashboard with the state of each site (away, working in progress, done…).

No show alerts

Combining the timesheet and a planning, you could trigger alerts if nobody went on site on schedule.

Other Timesheet tools available

Airtable Timesheet is only one options for Ubiqod users.

See also:

 

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