CallTimes User Guide

Version 1.0.0 · Track hours, manage jobs, export reports

Overview

CallTimes is a time tracking app designed for motion picture crew members to track work hours and manage union insurance hours. Track multiple jobs, log daily work hours with lunch breaks, and export your data.

Getting Started

Creating Your First Job

1. Open the Jobs tab
2. Fill in the job details:
   • Production Company: The production company name (swipe left on the field to select from saved companies)
   • Job Name: The name of the production (swipe left to select from saved job names)
   • Default Role: Your role on the job, e.g., "Best Boy Electric" (swipe left to select from saved roles)
   • Rate: Your pay rate - can be hourly (e.g., "68.18") or guaranteed hours (e.g., "750/10")
   • Union Job: Toggle ON if this is a union job (important for insurance hours tracking)
3. Tap Add Job

Your job now appears in the jobs list!

Tracking Work Days

Adding a Work Day

1. From the Jobs tab, tap on a job to open the details
2. Tap Add Work Day
3. Fill in the work day details:
   • Date: Tap to open calendar picker and select the date
   • Role: Your role for this specific day (defaults to job's default role)
   • Day Rate Override: Optional - use if this day has a different rate than the job default
   • Start: Your call time (e.g., "6:30" or "6.5")
   • Lunch Out 1: When you went to lunch (e.g., "13:00" or "13.0")
   • Lunch In 1: When you returned from lunch
   • Lunch Out 2: Optional second lunch (for long days)
   • Lunch In 2: Optional second lunch return
   • Wrap: Your wrap time (e.g., "19:15" or "19.25")
4. The app automatically calculates your hours (minimum 30-minute lunch)
5. Tap Add Day or Update Day

Editing a Work Day

1. Open the job details
2. Tap Edit on any work day
3. Make your changes
4. Tap Update Day

Deleting a Work Day

1. Open the job details
2. Swipe left on the work day
3. Tap Delete
4. Confirm deletion

Managing Jobs

Viewing Job Details

Tap any job from the list to see:

• All work days (newest first)
• Hours worked per day

Editing a Job

1. Open the job details
2. Tap Edit Job
3. Update any job information
4. Tap Save Changes

Archiving Jobs

1. Open the job details
2. Tap Archive
3. The job moves to archived jobs

To view archived jobs:

1. Tap Filters on the Jobs screen
2. Select Archived or All
3. Tap Apply

Deleting a Job

1. From the Jobs list, swipe left on a job
2. Tap Delete
3. Confirm deletion (this removes all work days too!)

Filtering & Searching

Using Filters

1. Tap Filters in the top right of the Jobs screen
2. Set your filters:
   • Search: Search by company or job name
   • Year: Filter jobs by year
   • Status: Active, Archived, or All
3. Tap Apply

Jobs are automatically grouped by year and sorted by last worked date.

Sharing Work Hours

Sharing Hours as Text

1. Open a job's details
2. Tap Share Hours
3. Select which days to share (or tap All to select all days)
4. Tap Copy to copy to clipboard, or Share to use the system share sheet
5. Paste into text message, email, etc.

Example format:

Company Name — Job Name

10/18 07:00 - 19:00 Lunch 13:00 - 14:00  (10.00 hrs)
10/19 06:30 - 18:15 Lunch 12:30 - 13:00  (11.25 hrs)

Copying Individual Days

From the job details screen:

1. Tap Copy next to any work day
2. The day's hours are copied to clipboard

Sharing Jobs with Other CallTimes Users

Exporting a Job

1. Open the job details
2. Tap Share Job (purple button)
3. Choose how to share (AirDrop, Messages, Mail, etc.)
4. A .calltimes file is created with all job data and work days

Importing a Job

When someone shares a .calltimes file with you, simply tap the file:

1. Tap the .calltimes file (in Mail, Messages, Files app, etc.)
2. iOS will prompt "Open in CallTimes"
3. Confirm import
4. Choose to merge days (if job exists) or create new job

Note: In Messages, you may need to tap the file, then tap the share button and select "Open in CallTimes"

Reports & Statistics

Viewing Reports

Go to the Reports tab to see:

• YTD Days: Year-to-date work days
• MTD Days: Month-to-date work days
• Union Days: Total union work days
• Non-Union Days: Total non-union work days

Union Insurance Hours Tracking

Track hours toward your union health insurance requirements:

1. In the Reports tab, find "Union Insurance Hours"
2. Set your Target Hours (e.g., 400)
3. Optionally set Start Date and End Date to track a specific period
   • Tap the date field to open the calendar
   • Select a date or tap Clear to remove
   • Tap Done to confirm
4. Tap Save Settings

The app shows:

• Accrued: Total union hours worked (within date range if set)
• Remaining: Hours needed to reach target

Exporting All Data (CSV)

1. Go to the Reports tab
2. Tap Export Spreadsheet
3. A CSV file is created with all jobs and work days
4. Share or save the file

CSV includes:

• Job details (company, name, union status, rate, role)
• All work days with times and hours

Settings

Theme

Choose between:

• Light: Light color scheme
• Dark: Dark color scheme
• System: Follows your device settings

Backup & Restore

iCloud Sync (iOS only):

Your jobs and work days automatically sync to iCloud in the background when you have iCloud enabled on your device. When you install CallTimes on another device with the same Apple ID, your data will automatically restore.

Manual Backup:

1. Tap Export Backup
2. Save or share the JSON file
3. Keep it safe!

Manual Restore:

1. Tap Import Backup
2. Select your backup JSON file
3. Confirm restore

Managing Presets

Save commonly used values for quick entry:

Roles:

• Add roles you frequently work (e.g., "Key Grip", "Best Boy Electric")
• When creating jobs or days, swipe left on the role field to select from your saved roles

Companies:

• Add production companies you work with
• Swipe left on the company field to select

Job Names:

• Add job names for quick selection
• Swipe left on the job name field

Rates:

• Save your common rates (e.g., "750/10", "68.18")
• Swipe left on the rate field to select

To manage presets:

1. Go to Settings tab
2. Scroll to the preset section
3. Type the value and tap Add
4. Swipe left on any preset to delete it

Tips & Tricks

Quick Preset Selection

Instead of typing, swipe left on any input field to select from your saved presets:

• Production Company field → swipe left → tap "Company"
• Job Name field → swipe left → tap "Name"
• Role field → swipe left → tap "Role"
• Rate field → swipe left → tap "Rate"

Time Entry Shortcuts

• Use decimal format for speed: "6.5" instead of "06:30"
• The app auto-formats times to 24-hour format

Copying Last Day's Info

When adding a new work day, the app automatically prefills:

• Role from the last day worked (or job default)
• Rate from the last day worked (or job default)

This saves time when working consecutive days with the same role/rate.

Job Organization

Jobs are automatically organized by year based on:

1. Last worked date (if you've logged days)
2. Most recent work day date
3. Job creation date (as fallback)

This keeps your current work at the top!

Troubleshooting

My union hours aren't showing

• Make sure you toggled "Union Job" ON when creating the job
• Verify the job has work days added
• If using date filters, check that your work days fall within the date range

The calendar opens to the wrong date

• This should be fixed in the latest version
• If still occurring, try clearing the date and setting it again

.calltimes file won't open in CallTimes

• Make sure you're running build version 1.0.2 or later
• Try tapping the file, then using the share button and selecting "Open in CallTimes"
• If still not working, save the file to Files app and try opening from there

Can't find my backup

• iCloud backups are in: Files app → iCloud Drive → CallTimes
• Manual backups are saved wherever you chose to save them
• Backups are JSON files named with date/time

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Need more help? Email chad@turtletay.com