TimeTrak 4.0 – User Setup

November 7, 2017 General,Whitepapers,

Introduction

As the staff come and go, TimeTrak will need to be updated to reflect that. A user with the Global Administrator permissions will be able to log into the TimeTrak Admin Console and either delete a user or add a new user.

If you are increasing the number of users, it might be your licenses will need to increase also.

Please contact Focus at support@timetrak.co.nz to request an increase in licenses.

There is some setup required in both MYOB Exo and TimeTrak to get the new user up and running.

Before you begin, please consider permissions you would like the user to have.

If there is someone who is already set up in the same role with the correct permissions please note what settings he or she have.

MYOB Exo – Setup Staff

Active

The staff member will need to be active in MYOB Exo for TimeTrak to be able to pull them through.

User name

Enter in the staff person’s user name.

Email Address

Enter in a valid email address for the user. TimeTrak will pull this through in the user setup.

Change Password

Click “Change Password” to enter in a password.

Account Status

Make sure the account status is set to OK.

MYOB Exo – Stock Item Setup

Labour codes will need to be set up.

This can be just the one labour code that all users will use or each user can have their own labour code(s).

The Stock Item will need to be a lookup.

Stockcode

Enter in the stockcode.

Stock Description

Enter in the stock description. This could have the staff person’s name.

Primary Stock Group

Select the correct stock group, this is used for reporting by MYOB Exo.

Secondary Stock Group

Select the secondary stock group, this is used for reporting with MYOB Exo.

Sell Prices

Update all active Sell prices, these will be picked up by TimeTrak.

Classification

Select the stock classification.

Active

Make sure the stock item is active.

Lookup

The stock item should be a look up item, this means it is never actually purchased but can be sold.

MYOB Job Costing – Job Resources Setup

Once the staff user and their labour has been set up then a job resource will need to be created to pull it all together.

Please note: Although a MYOB Staff member can be assigned against a TimeTrak user more than once a job resource is required to be unique. The purpose of this is so that Equipment that may need to be set up can use one Staff member instead of the need to set up many.

New Job Resource

Click on New to create a new job resource.

The Job Resource will need to be active and link the staff person and labour code.

TimeTrak Admin Console – User Setup

Once the staff person, labour code/s and job resource are all set up in MYOB Exo then the user can be added into TimeTrak via the TimeTrak Admin Console.

Go to the Users Menu to get started.

Users Menu

Click into the users menu to add or edit a user.

Add User

Click here to add a new user.

Edit User

Click “Edit” to edit a user.

Reset Password

This is a global reset of passwords.

Delete

Click “Delete” to delete a selected user.

The user is not actually removed from the database for data integrity but made inactive.

Please do not rename a user as all historical time for the old user will be shown as time and disbursements for the new user.

User Setup – Add User

Type of User

Select the module the user is going to be licensed for.

The options are TimeTrak Professional, TimeTrak Mobile, Contractor, Subcontractor, Subcontractor (Schedule Only), Schedule Only, Equipment and Timesheet Manager.

Job Cost Resource

Select the job cost resource that relates to the user and has been set up in job costing.

Login ID

This will default to what is in MYOB Exo but can be overwritten.

User Name

This will automatically populate from MYOB Exo but can be overwritten.

Short Name

This will automatically populate from MYOB Exo but can be overwritten.

Initials

This will automatically populate from MYOB Exo but can be overwritten.

Email

This is a required field and is used by TimeTrak.

This will automatically populate from MYOB Exo but can be overwritten.

Password

If you have a password policy you will need to make sure the password complies with that.

Keep note of the password to give the new user.

Confirm password

Both passwords need to be the same.

User Photo

If you would like the user to have a photo image for the maps then you can load it here by right clicking on the image box and select load as per below then browsing to select the image.

Profile

Select the profile the user should be assigned to.

Outlook Profile

Please make sure the Outlook Profile name is correct.

The TimeTrak Outlook Add which is generally used for TaskTrak users looks at this setting.

Roster

Select the roster the user should be assigned to.

Global Administrator

The Global Administrator setting will let the user see all groups and all staff even if they are not assigned to the groups.

Group Administrator

This setting will allow the user to see the Calendars, reports and tasks for all users in the same groups they, themselves are assigned to.

TaskTrak User

Tick this if TaskTrak is enabled and the user needs access to TaskTrak.

Please note: If the user is a Mobile user they will become a TaskTrak user by default

Mobile User

Tick this if the Mobile website is installed and the user needs access to the Mobile website as well as the Professional website.

Please note: If the user type is set to TimeTrak Mobile, and TaskTrak is installed both Mobile user and TaskTrak user will be ticked by default.

User Setup – User Settings

Time Units

Set this to the minimum measure of time you would charge out to your clients.

Note: Keep in mind if you have payroll integration this might need to be set to a different time unit due to payroll exports and there can only be one measure of time in TimeTrak.

Start Date

This is the start date for a user and is recorded in the database for reporting purposes in TimeTrak.

Last Checked

Tip: This date selector needs to reflect the correct go live date for the user to have Time Balancing to start.

Wage Cost

The wage cost function allows the administrator to set the cost value when posting transactions to MYOB Exo.

This is designed to accurately cost salaried employees as well as wage employees.

Tip: See our whitepaper “Wage Cost in User Settings” for further information on this.

Show User On Map

Tick this setting if you would like this user to be visible on TimeTrak Maps also – please note this only applies to TimeTrak Mobile users.

Tip: The users profile will also need to have the setting “Location Tracking Enabled (TimeTrak Mobile)” ticked also as per below:

Foreground Colour

This setting allows the user to edit the colour of the foreground of the TimeTrak Screen.

Background Colour

This setting allows the user to edit the colour of the background of the TimeTrak Screen.

This setting is also used for the users tool tip in the map menu.

Calendar Colour

This setting allows the user to edit the colour of the background of the Calendar Screen.

Branch

Select the Branch the users time should be posted against.

Cost Type

Select the Cost type the users time should be posted against.

Default Job

If the user has a default job then this can be set up in this setting.

User can change their default job

Tick this setting if the user will default to their default job but they are allowed to choose a different job.

Payroll Code

If Payroll Integration is enabled, enter users payroll code here.

Base Pay Rate Code

If Payroll Integration is enabled, enter users base (default) pay rate code.

User Profile Settings

In earlier versions of TimeTrak Users Settings could be set up in the Global System Setup, which would flow across all users who did not have custom settings.

The below settings are removed from the Global System Setup and now all permissions and settings are found in Profiles.

Highlighted below are the moved settings and what affect these settings have.

Profile Config

Allow Timesheet Verification

This setting adds the verification reports to TimeTrak Professional and allows the user permissions to verify time.

There are two reports that will appear for users with this profile setting as per below, one by job and the other by user.

Allow Job Budget Notifications

If there is a budget set up in the Quote/Budget tab of the MYOB Job Costing job, Professional users will be notified of the budget and can view the budgets in the Job Budget Notification report.

Allow Request PO No

This setting enables a report in TimeTrak Professional showing the jobs without purchase order numbers this can be printed or select job(s) and email client’s requesting an order number.

Allow Customer Approval

This setting will give the user access to the Customer Approval function. This requires the extra module Client Approval.

Restrict Job Visibility By User

This will restrict the jobs seen by the user to only the MYOB Job Costing jobs they are assigned as the Job Manager against.

Restrict Job Visibility By Group

This will restrict the user to view only the MYOB Job Costing jobs, that have been assigned to the TimeTrak user group.

Restrict Job Visibility By Branch

This will restrict the users to only be able to see MYOB Job Costing jobs in the same branch the user has been assigned to in MYOB Exo.

Edit Providers

Against a MYOB Job Costing, job a Lead Provider and Secondary Provider are set.

With this setting the user can update these to themselves or to someone else.

TaskTrak Settings

The below settings are only applicable when TaskTrak is installed.

Enable Task Acceptance

This setting allows users to accept or decline a task from within a pop up when the user logs into TimeTrak Professional or Mobile.

All Time Entries must come from a Task

Users assigned to a profile with this enabled are unable to add time directly against a job, all time has to be entered via a task.

Task Notification

This setting controls the Task Notification “New or changed Task email to the Task Owner” email template the default one can be modified in the TimeTrak Admin Console under templates, as per below. Or additional Task Notification email templates can be created and set so that users assigned to different profiles receive different information.

Default Narration

When this is set all users assigned to this profile who create tasks will automatically have their task description populated with the default narration selected.

Note: This setting is perfect when you would like specific job or client information to come through to each task created. Set up a Narration that looks at these fields and all task’s created will have this information.

Profile Form Layout

The Form Layout tab against a user’s profile has been streamlined so many settings are more user-friendly.

As per above, users can select the visibility of a field in both time entries and disbursements:

Always – Any user assigned to this profile is able to see this field and as long as “read only” is not enabled the user will be able to change this field.
Hidden – The field is hidden and any users assigned to this profile will be unable to see or alter this field.
Toggle – This relates to Mobile users, if a field is set to “toggle” by default the field will not display but clicking the toggle icon will allow the field to be visible and altered as long as “read only” is not enabled. Any Professional users assigned to a profile where a field visibility is set to “toggle” will always have the field display as there is no “toggle” option in Professional.

There is also the ability to set whether a field is required or not for some particular fields as per above, if the field has “required” enabled the user will be forced to complete this field.

User Setup – User Groups

A user can have more than one group that they can be assigned to but they will need a default group.

Available Groups

Select the grouping the user should be in. This can group the user by work type or permissions. A user can have more than one group. If assigned to more than one group they show in those groups for reporting. If the user is a Group Administrator they can see all users in the groups assigned to them.

Move item up

This unassigns the group from the user.

Approval Check

Move Item down

This assigns the group to the user.

Set as Default

One group will be required to be set as the default group.

This flows into the task listing screen and reporting.

User Setup – Labour codes

A user can have more than one labour code. One labour code will need to be the default but others could be codes for when the user works after hours or on a public holiday and you want to charge the client a different rate.

Enter in a Stockcode to search

Show Groups

Search stock items by the Primary Stock Group, or select “All groups” to view all stock available in TimeTrak.

Search Results

This screen shows the results of the search, an item can be selected and added to the Assigned Labour Codes screen by double clicking on it or using the down arrow.

Up Arrow

Removes an item from the Assigned Labour Codes list.

Down Arrow

Assigns a stock item to the Assigned Labour Code list so a user can select that labour code when entering in time.

Set as Default

One Labour stockcode MUST be set as the default Labour code. TimeTrak will use this as the default in a time entry screen.

Assigned Labour Codes

Any items in this list are available to a user to put their time against in both TimeTrak Professional and TimeTrak Mobile.

Travel

When the advanced travel feature is enabled you MUST also specify at least one labour code as travel.

This is the labour code that will be used for travel time captured in TimeTrak Mobile.

Multiplier

If a wage cost is set against a user this is the cost that will post to jobcosting. The Multipler column provides the ability to set an actual cost of time by multiplying the wage cost set against the user’s labour codes.

For additional information please see our Wage Cost in User Settings White Paper.

Roster Class

Roster Classes are set at a global level in the TimeTrak Admin Console, under Rosters and Roster Classes as per below:

Roster Classes can have a Payroll Code against them that match your Payroll set up if your export time to payroll.

Note: If you are exporting to payroll and have payroll codes set up against the roster class for Time and a Half, Double Time etc you will need to change the multiplier to one against all labour codes and have separate labour codes set up for time and a half and double time that reflect the cost of this time.

Status

When the Enable Statuses on Labour Codes feature is enabled you MUST also specify the billable status of the labour code.

This setting is not often used but perfect for companies who have a business rule that the Mobile users are unable to change the way the time and disbursements land in the job (billable status).

In this case users are often given additional labour codes which they can select from – these labour codes and the status set against them determines the way their labour lands on the job.

User Setup – Disbursements & Allowances

Disbursements are often named as stock, materials or costs that are used on a job.

Against a user they might only have one or two specific disbursements and one can be set as the default.

Some examples of disbursements being set against a user are as per below:

A minimum charge disbursement which can be calculated by value or duration.

A regularly used disbursement for example a user may be reimbursed for mileage done on their own vehicle.

Purchase order line that is created for a subcontractor .

Search upon a Stock code

Enter in a stock code for a disbursement to assign it to a user.

Groups

Search upon the stock items primary stock group.

Search Results

In this screen the search results will be displayed and can be selected to assign to the user.

Down Arrow

Use the down arrow to add an item from the Assigned Disbursements & Allowances list.

Up Arrow

Use the up arrow to remove an item from the Assigned Disbursements & Allowances list.

Assigned Disbursements & Allowances

This will be the list of disbursements assigned to the user.

Once disbursements have been assigned to the user the list can be altered by right clicking on a disbursement and selecting “Move Up” or Move Down”.

Pre Load

When this setting is ticked, as per the below example against the user Malcolm:

Every time an appointment or time entry created for this user the disbursement is automatically assigned by default.

If no quantity is set by default and the user does not add a quantity this will be removed from the time entry or appointment.

Quantity

Quantity relates to Preloaded disbursements, as per above the Quantity allows users to set a quantity of Preloaded disbursements against a user.

PO Line

PO Line (Purchase Order Line) is designed for subcontractor users.

See below example again for Malcolm who is set up as a subcontractor, mapped to a creditor account.

And below disbursements:

On creation of an appointment assigned to Malcolm a new purchase order is created with line details relating to those specified against the user with the PO line field ticked, as per below:

User Setup – Stock Locations

This setting will assign a default stock location to the user as well as setting up any other location they may be able to pull stock from.

These are MYOB Exo stock locations.

List of Stock Locations from MYOB EXO

Set as Default

At least one location will need to be the users default stock location.

Deleting and Reactivating a User in TimeTrak

When a user is no longer required in TimeTrak they can be deleted.

The deletion action does not actually remove the user from TimeTrak but makes them inactive.

When a user is made inactive the licenses they were assigned against are free to be used for another user.

Please make sure all time entries are posted from TimeTrak into MYOB Exo, Tasks assigned to this user will need deleted or reassigned and all Non-Billable and Non-Producitve time should be locked for the user before you delete them.

In the Users Menu highlight the user to be made inactive.

Click on the Delete Button.

If the user has unposted time entries, the below message will appear and these time entries will need to be posted and locked before the user can be deleted.

If the user has active appointments the below message will appear, it is recommended at this point that the user summary report is run in TimeTrak Professional for this user and any active appointments are re-assigned to another user before continuing to delete the user as any active appointments against this user will be deleted at this time.