Add, Remove / Delete users in TimeTrak (21.3) Whitepaper

March 15, 2022 General,Whitepapers,

Index

In version 21.3 improvements have been made to assist with removing users in TimeTrak.

Previously on removing a user, their calendar “workgroups” would stay within TimeTrak. Now on removing a user, these calendar “workgroups” will also be deleted so it is important to check and reassign these in businesses where shared “workgroups” are in use.

A user is also unable to be removed until all time is posted and locked.

Previously this meant for businesses where all time is posted and locked at the end of the month users were unable to be removed until this occurred (or they would need to lock all non-billable/productive time for all staff).

From version 21.3 onwards on deleting a user, just this user’s non-billable/non-productive time entries will all be locked.

Remove a User

When a staff member leaves the business, it is recommended that their account is locked straight away to prevent them from being able to access company data after their last day.

To enable this “locked” needs to be ticked against the user profile.

This can be done in the Administrator Console, as per below:

Or via TimeTrak Professional via below (Global Administrators only):

If you do not have any spare licences available, the employee that has left the business will need to be deleted from TimeTrak prior to setting a replacement employee.

To check your licencing count within TimeTrak, click here.

What happens to removed users

For data integrity, TimeTrak does not “delete” users, users marked as “deleted” are made inactive in TimeTrak.

Inactive users’ historic time entries, attachments etc. are still available against jobs.

Inactive resources are available in the TimeTrak Administrator Console under the group “Inactive Resources”.

Should a past employee return to the business, they can be re-activated following the below steps:

Inactive users are also still included in reporting such as productivity reporting until the date they are deactivated.

If a user is not de-activated until sometime after they have left the business, this will affect group productivity reporting.

To correct this, the inactive users “Date Deactivated” can be set as per below:

https://timetrak.co.nz/blog/category/tip-date-deactivated 

Actions prior to removing a user

Run the below report that advises of all data that should be reviewed and actioned prior to deletion of the user.

Click here to view the report details and sample

Note: It is important to review this report to ensure that the user who is going to be deleted does not have any non-billable or non-productive time entries in the future as these will be marked as “locked” on deletion meaning this user’s future entries that didn’t occur will impact productivity reporting.

Once all data has been reviewed and actioned where applicable, select the user you wish to remove and click the “Delete” button or right-click and select Delete as per below:

The below prompt will be displayed advising that All Non-Billable and Non-Productive time entries for the user will be locked, and any active appointments for the user will also be deleted if you continue by clicking YES.

It is important to note that users are unable to be removed from TimeTrak if they have any unposted job-based time entries or active tasks allocated to them.

Prompts will be displayed to notify of this if the user has these.

The user will not be removed and no updates to appointments or non-billable / non-productive entries will occur until the user is successfully removed.

Due to the integration to ERP Systems;

  • Job Resources and STAFF linked to the TimeTrak user must not be made inactive in MYOB Exo.
  • Employees the TimeTrak user is linked to must not be made inactive in MYOB Advanced.

Until all time and disbursements the user has recorded are posted and synced through to the ERP system

Payroll Export

From version 21.2.2, Inactive users are still included in the payroll export as long as their start & end date deactivated is within the selected date range of the payroll period.

Adding a new user

The easiest method to create a new user within TimeTrak is to copy an existing user with permissions that you would like the new user to have.

New users can be added via the TimeTrak Administrator Console.

Note: Only Global Administrators are able to log in to the Administrator Console.

Select Users within the Administrator Console

Search and select the user who has similar permissions to the new user you wish to set up.

Right-click this user and select copy as per below:

This will load the previous users permissions through into the new user screen.

If the new user already has a job resource set up you can select this from the job resource drop-down box.

For MYOB Advanced sites: Job Resource details sync through from Employees setup in MYOB Advanced.

For MYOB Exo sites: Job Resource details are located in Job Resources within Job Costing.

Note: A Job Resouce must be linked to STAFF setup in MYOB Exo.

If the new user is not set up in STAFF and or Job Resources within MYOB Exo this can be done within the new user screen by clicking points 1 and 2 below which will open the Job Resource creation screen.

Note: In most cases, users such as equipment are assigned to a single STAFF user with unique job resources.

  1. Check the Staff drop-down selection to ensure the user is not already set up

If they are already set up in STAFF, select the user from the staff drop-down this will populate the name field with the STAFF name, enter a shortcode and click OK.

This will create the user as a Job Resource and allocate the staff member selected to this resource.

2. If the user is not set up in the Staff drop-down

They need to be set up in STAFF as well as Job Resources.

Enter the staff members name (1)

Tick on “Add Staff Record from Resource” (2)

Enter a short code (3)

Click Ok (4)

This will then pull through the users details from the Job Resource onto the new TimeTrak user form which can then be updated as necessary.

General user settings:

  • Check the LoginId is what is required

By default, this is the user’s first name but in many organisations, they have a different format for login names I.e.: firstname.lastname

  • Check and update the users’ email address to be correct
  • Enter the users’ password and confirm this password

User Settings:

  • Set the users’ Start date and alerts last checked to be their first working day with the business or first working day within TimeTrak
  • If Wage cost is used within your business to specify the users’ labour cost populate this as required.

For more information on wage cost click here.

  • Set the users Branch

Note: Ideally this would the same as the user you are copying.

  • Set the users’ Cost Type and Default job if required
  • Set the users’ Payroll settings

Note: If payroll integration is enabled you will need to set the user’s payroll code from your payroll system.

Base Payroll Code only needs to be populated for Wage Easy Integration.

User Groups:

  • Ensure the users default group is selected in the bottom selection and bold.

Any other groups the user may need access to (if group administrators) should also be allocated to the user.

User Labour Codes:

If these are unique/ different to the user that was copied ensure that the new users labour codes are assigned in the bottom section with a default (bold) labour code assigned.

User Disbursements:

Often renamed to stock, materials or parts.

If the user needs any pre-loaded disbursements or is a contractor who will have a purchase order generated on appointment allocation ensure these are set.

Note: In order to remove and add allocations from Groups, Labour Codes and Disbursements, the up and down arrows can be used (see below):

Stock Locations:

Ensure the user has the stock locations they can assign stock from enabled with their default stock location in bold (by right clicking and selecting “Set as default”)

Click OK.

If you missed anything that is required, you will be prompted to set this.

Your new user will be setup in TimeTrak, provide them with their username and password that you set in order for them to log in.

The below covers all the options for changing and resetting passwords which can be provided to users in order for them to reset their password to something more meaningful to them:

https://timetrak.co.nz/blog/category/changing-passwords-in-timetrak-2/

Add new users to Work Group calendars in TimeTrak Professional:

In TimeTrak Scheduling environments, new users added should also be added to group calendars.

To do this;

Select the applicable calendar workgroup (1)

Click the EDIT workgroup calendar item (2)

Search the newly added user (1)

Select the newly added user (2)

This user will now display against users in the workgroup (3)

Click Save (4)

The new user will now display in the workgroup calendar as per below:

Note: This will need to be done for all user based workgroup calendars you wish for the user to display in.

Licensing:

TimeTrak licencing is per named user.

Licencing can be checked via the TimeTrak Administrator Console.

Note: Only Global Administrators are able to log in to the Administrator Console.

Once logged in select: Help> About TimeTrak as per below:

Available, used, and remaining counts can be seen per licence type along with the expiry date.