[SAM] Technician Set-up

Wondering how to create a or edit a technician? Maybe change an hourly rate? - Here's how

Make sure you have all the Labour Categories needed for the technicians before starting.

See [SAM] - Creating Labour Categories/Rates for further details

Go to Maintenance > Technicans

At the end of every day & if using Time clocking - Check this listing as it will show you if anyone is still clocked on when they shouldn't be.


Table of Contents:

1. Technician Set-up
1.1 General
1.2 Profile
1.3 Clocking
1.4 Photo
2. Technician Rates - Updating/Changing
2.1 Maintain a Rate
2.2 Real Cost of an Hour
3. Video


Arrow up

Technician Set-up

The set-up (using the Insert or Change button) for each Technician is separated into 4 different tabs:

  1. General
  2. Profile
  3. Clocking &
  4. Photo
Arrow up


  1. Keycode - the unique identifier, suggested to keep it simple
  2. Name - hopefully you know this
  3. Employee No - not 100 % necessary  - only used to keep an external systems number
  4. Type - there are 5 options available here: Technician (mechanics), Supervisor, Apprentice, Groomer & Other
    1. NB: "Other" technicians will be excluded from Labour reports
  5. Technician % - how much of the day is the technician spending working on jobs
    1. This is important for the Diary, working out how full the day is and how productive the technician is.
  6.  Fixed labour Category - Tick if you want to fix the technician to only one labour category
    1. If ticked it will open a list of Labour Categories
  7. Mobile - enter if known, this number can be used to text your technician from various areas in SAM
  8. Not Active - Tick this if you let the Technician leave you.

More on #5 Above & Productivity.

Productivity is based on the technician % i.e. if a tech has an 8 hour shift and works 4 hours.

With 100% entered they are 50% productive.

With 50% entered they are 100% productive.

Arrow up


Standard times are entered for each day of the week - this will affect the availability of the technician

Overtime is not entered here unless you ALWAYS give overtime on specific days 

It is not necessary to type the time as you see it here.

EG type "8" and Tab to the next field and 8:00AM is entered

"0830" and 8:30AM is entered

"13" and 1:00PM is entered

Generally shift 2 will be after lunch

Arrow up


This is used for Timeclocking

  1. Technicians set with 100% should always have this ticked
    1. They will then be forced to either clock onto another job or go onto a non job
    2. See Labour Categories/Rates for further information on Labour Categories
  2. This will show what the Technician is clocked onto
  3. Easy way to clear them off the technician.

NB: This will NOT leave a record on the Job - it will clear it completely

Arrow up


You will be able to see any photo added in the clocking screen.

Arrow up

Technician Rates - Updating/Changing


Technicians will only be able to use rates that are entered here

Highlight the Technician (1) and click on Rates (2)

Arrow up

Maintain a Rate

  1. Select the Category/Rate
  2. How much does it cost you - see Real Cost of an Hour for further information
  3. How much will you charge your customer

A. It is easiest to enter the rates Per hour


Arrow up

Real Cost of an Hour

This is a fundamental question and something that everyone should know - What does the mechanics time really cost you? Would you give an estimate to a client on parts without knowing how much the part cost you?

We are going to be looking at this with actual costs that can be directly categorised as Labour Cost of Sales

The real cost of an hour should take the following into consideration:

  1. Technician Wages (including overtime)
  2. Annual Leave and Sick pay
  3. Consumables
    1. Hand cleaner. stationary, power, tool repairs etc
  4. Unproductive time

They key to knowing the real cost is knowing your technicians productivity - using Time clocking will be a good step in this direction.

This is a general example:

Hourly Rates: 22.00
PLUS 8% - Annual Leave: 1.76
PLUS 3% - Kiwi Saver: 0.44
PLUS 2% - Sick Leave: 0.44
Subtotal: 24.64
PLUS 10.0% unproductive time: 2.46
PLUS - Consumables: 2.50
REAL COST: 29.60

NB: If unproductive time increases by 5% - costs increase by $1.24 PER HOUR

Arrow up