Create a Time and Material Tag on the Clearstory Mobile App

Creating a Time and Material Tag using Clearstory's mobile app is ridiculously easy. Follow these simple five steps to create a T&M Tag. 

1. Add summary information
2. Add labor
3. Add Material
4. Add Equipment
5. Review and collect signatures

Below is a video demonstration to walk you through tag creation:

1. Add Summary Information

To get started click on "Create New Tag" from the main log screen.

Step one is to add the basic details related to the T&M Tag. 

• Project Title: The first step is to select the project related to the T&M Tag you are creating.
• Cost Code: Enter cost code if applicable
• T&M Tag Title: The title of the T&M Tag is an abbreviated description of the work performed. This title shows up in the email that gets sent out with the tag and is shown on the T&M log in the web and mobile app.
• Description of Work: The description of the work is a more detailed overview of the work performed that is shown on the T&M Tag PDF that gets created. 
• Date of Work Performed: Select the dates of work was performed that will be tracked on the T&M tag. You can also date individual line items later in the workflow.
• Customer Reference Number: The customer reference number is the tracking number given by the customer or General Contractor to track the additional work. Often this is called a PCO, PCI or CE number.
• Photos & Documents: You can attach photos or documents from your photo library or take live photos from your camera and they will be attached to the T&M Tag PDF as back-up documentation. The system time stamps all photos based on when they were taken.

2. Add Labor

The next step is to add labor for the T&M Tag. 

• Select Labor Type: The first step to add a labor line item to the T&M Tag. You can add a worker in two ways: 
  • Select "Select Worker" and choose a labor type from the drop-down list. To do this you will need to add your labor rates in the Clearstory web app.  You can select multiple labor types at once. Tip: By typing in the entry field it will search and narrow the drop-down list.
  • Select "Add Blank Row" to manually type in a labor type. 
• Select Date: By clicking on the calendar icon you can add a date to each line item. This way you can track who did what each day. *This is optional*
• Add Number of Workers: Here you can add multiple workers to one line item. So if (3) journeyman worked 8 hours you would enter 3 here as the number of workers.
• Add Number of Hours: Here you add the number of hours each worker worked. So for example, if you added (3) journeyman you would enter 8 here since they each worked 8 hours. If they each additionally worked 2 hours over overtime you can enter the 2 hours of "OT" on the same line item.
• Type of hours: By default, Clearstory tracks the following as standard hourly rates:
  • Straight Time
  • Overtime
  • Double Time
  • Premium Overtime (If you are just tracking the added overtime cost)
  • Premium Double Time (If you are just tracking the added double-time cost)

Once you have completed filling in the labor, tap "Next Step".

3. Add Material

The next step is to add material for the T&M Tag.

• Select Material Type: You can add a material line item in two ways.
  • Select "Select Materials" to see the drop-down list of your preloaded materials. To do this you will need to add your material rates in the Clearstory web application. Tip: By typing in the entry field it will search and narrow the drop-down list.
  • Select "Add Blank Row" to manually type in a material name. 

• Select Date: By clicking on the calendar icon you can add a date to each line item. This way you can track multiple days on each tag. 
• Add Material Unit: If you select the material item from the drop-down list the unit will pre-populate automatically. If you manually enter the material name, you will need to enter the unit. The unit is the unit in which you measure this particular material. For example, drywall would be measured in sheet, paint could be measured in bucket, etc. 
• Add Quantity Installed: Lastly, add the quantity of the unit that was installed. 

Once you have completed filling in the material, tap "Next Step".

4. Add Equipment

The next step is to add equipment for the T&M Tag.

• Select Equipment Type: You can add an equipment line item in two ways.
  • Select from the drop-down list a preloaded equipment item. To do this you will need to add your equipment rates in the Clearstory web application. Tip: By typing in the entry field it will search and narrow the drop-down list.
  • Select "Add Row" to manually type in a equipment name. 

• Select Date: By clicking on the calendar icon you can add a date to each line item. This way you can track multiple days on each tag. 
• Add Equipment Unit: If you select the equipment item from the drop-down list the unit will pre-populate automatically. If you manually enter the material name, you will need to enter the unit. The unit is how you measure this particular item. For example, you could measure equipment usage by hours, days, weeks, etc. 
• Add Quantity Installed: Lastly, add the quantity of the unit that was installed. So if you are measuring the equipment in hours you would add the amount of hours.

Once you have completed filling in the equipment, tap "Next Step".

5. Review and collect signatures

The final step is to review and edit your T&M Tag. From this page, there are several things you can do.  

• Quickly make edits to any of the items you added above by tapping on the item.
• If you need to add a line item simply tap the plus button in any of the sections. 
• By tapping the "Exit" at the top right-hand corner of the page you can delete the Tag or save it as a draft. If you save the T&M Tag as a draft it will be visible to anyone else in your office on that project team. This way other team members can open the tag, review it, and make any edits on their own.
• By tapping the "Preview Tag" button the system will generate a preview of the T&M Tag PDF along with the pictures. This is a great opportunity to show your customers the PDF that they will be signing.

Prepare Signatures

Click Prepare Signatures and tap the "Tap to Sign" box

Sign your T&M Tag

Sign your name using your finger or stylus and tap Apply Signature

Signers Section

The Signers section shows the list of people who will be signing the tag. To add or adjust signers, click the Edit button.

Once in the edit view, you can perform the following actions:

• Add a Signer: Click the + Add Signer button.
  
  

• You can choose from a list of existing contacts or tap Add a Signer to manually enter a new name and email address.

   

  

• Edit or Delete: Click the three dots (⋮) next to any signer to update their contact information or remove them from the tag entirely.
  
  

• Required vs. Optional: Use the toggle next to a signer’s name to mark them as Required or Optional. If a signer is required, the tag cannot be closed until their signature is captured.

  
  

Email Message and Recipients

• Email message to signers: You can include a custom message that will appear in the email notification sent to the signers.
  

• Send signed copy to: This list shows who will automatically receive a PDF copy of the finalized tag. You can manually add more email addresses or CC additional team members here.

  

Collect Signatures

When you are ready to send the tag, click Collect Signatures:

• You will be prompted to choose how you want to capture the signatures:

  
  
  

  • Request via Email: Sends an electronic signature link to the signers' inboxes.
    
    

    • Once your customer clicks "Review and Sign" they will be taken to the signature page. This is optimized for both desktop and mobile.
      • From here they can either:
        • Digitally sign the T&M Tag marking it "Signed" and add any of their own notes in the "Signer Notes" section.
        • Mark the T&M Tag "Revise and Resubmit" requesting any edits.
        • Mark the Tag as "Rejected". (Don't worry you can still resend the tag again with a new note)
          
          

• • Sign on Device: Allows the person to sign immediately using your mobile device.

    

Once the signatures are captured, the tag status will update, and the completed document will be distributed to all recipients.

This should cover the basics getting your team up and running with Clearstory's digital T&M Tags. Once the tag is logged in Clearstorys T&M Log you can instantly turn it into a COR package and share it with your customer. To learn how to do that check out this article here: How to turn a T&M Tag into a COR.