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TimeTracking

Time tracking for landscaping and gardening crews

Landscaping crews start at the yard, drive from garden to garden and work outside in whatever the season brings. In spring the team grows, in a wet week half the days are lost to rain. TimeTracking keeps hours per job and contract straight through all of it, so payroll and job costing are based on what really happened.

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Animated demo: a landscaping crew of three fills in its week, a rainy Wednesday is recorded as a weather day, Thursday shows two gardens with travel from the yard in between, and the week is approved. Crew week, Rain on Wednesday, Garden to garden, Week approved.

How landscaping companies use TimeTracking

  1. Jobs and contracts as sites

    Private gardens, business parks and public green contracts each become a site linked to a client. Maintenance rounds go into the roster as recurring shifts.

  2. Each crew member tracks the day

    Crew members start the timer or enter the day in the app, in their own language. Travel from the yard and between jobs is recorded separately.

  3. Weather days and changes

    When rain or frost stops the work, the day is recorded as a weather day or the crew books yard work instead, so no day disappears from the books.

  4. Approve and export

    The crew leader or the office approves the week. Hours, travel and allowances go to payroll, and hours per job are ready for your job costing.

From the yard to the garden and back

Most days start at the yard: load the trailer, hitch the mower, drive to the first job. Then two or three gardens, a stretch of verge or a business park, with driving in between. TimeTracking records each job against its own site and the travel between them as a separate hour type, so you see how much of the day was actual work and how much was spent on the road.

That split matters when you quote. If planned versus worked shows that a maintenance contract takes an hour longer every visit, you know it before the contract is renewed, not after.

  • Hours per garden, park or contract
  • Travel time from the yard and between jobs
  • Kilometres per trip for private cars
  • Planned versus worked per job

Weather days without guesswork

Rain, frost and storms decide part of the landscaping calendar. A lost day should not end up as a blank that someone fills in from memory weeks later. You can set up a weather day as its own absence type with its own payroll code, and the crew records it on the day itself. If a crew does maintenance work at the yard instead, those hours go on a yard or workshop site.

Because every lost day is recorded the same way, you can see over a season how many days the weather cost and which contracts fell behind.

Seasonal peaks and seasonal staff

In spring and again in autumn, the work peaks and extra people join the crews, often from abroad. New crew members are invited by SMS, log in with a one-time code and use the app in their own language, with 20 to choose from. They see their shifts from the first day, without an account setup or a training session.

When the season ends, seasonal staff are deactivated. Their hours and approvals stay in the history, and you only pay for active users.

  • Invite by SMS, log in with a one-time code
  • 20 languages, chosen by each worker
  • Pay only for active users

Recurring maintenance and one-off projects

Many landscaping companies run two kinds of work side by side: maintenance rounds that repeat every week or two, and projects such as a new garden, a terrace or a planting job that run for weeks. Maintenance rounds go into the roster as recurring patterns. Projects get their own site and project, so their hours stay separate from the maintenance budget.

Rest-time rules are checked against the roster, so the long days of the peak season do not quietly turn into shifts that break the rules.

Public green: clients who want to approve

Municipalities, housing associations and business parks that outsource their green maintenance sometimes want to sign off the hours spent on their contract. Their contact receives a secure magic link, sees the hours per site with the crew's notes, and approves or rejects lines with a comment. Their name and the time of approval are stored with the period.

Gloves, mud and no signal

The app has large buttons and a timer that keeps running when the app is closed or the phone restarts. Hours entered on a site without signal are queued and sent when the phone is back online. For crews that share one tablet at the yard, a kiosk lets everyone clock in with a personal 6-digit PIN before the vans leave.

Approved hours, travel and allowances are exported to payroll as an SD Worx-format export or configurable CSV and XLSX files today. Connectors for Loket, Nmbrs and AFAS are coming soon.

Frequently asked questions

Can we record weather days?

Yes. Set up a weather day as its own absence type with its own payroll code, and crews record it on the day it happens.

Is travel from the yard to the job recorded?

Yes. Travel time is a separate hour type and kilometres are recorded per trip, with the distance calculated from the start and end address.

Can seasonal workers use the app in their own language?

Yes. The apps are available in 20 languages. New workers are invited by SMS and log in with a one-time code.

Does TimeTracking track where crews are during the day?

No. There is no continuous location tracking. Geofence nudges at configured sites are planned and will only send a prompt.

Do we pay for seasonal staff outside the season?

No. You pay for active users. Deactivated workers keep their history but are not counted.

What does it cost?

Free for up to 5 users, then €1 per user per month on Core, including rosters, leave and absence types, mileage, approvals and payroll exports.

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Try TimeTracking free

Free for up to 5 users. Core from €1 per user per month, everything included.

Start freeSee pricing