Whitepaper: TimeTrak User & Resource Management Improvements

Create both Staff Member and Job Cost Resource Records from the TimeTrak Administrator Console

In earlier versions of TimeTrak, both the Staff Member and Job Cost Resource needed to be created before setting up a new user in TimeTrak. In Version 4.0, there was the added ability to create the job cost resource via the TimeTrak admin console. Now in Version 19.2, there is the ability to also create a Staff Member if a job cost resource is created in TimeTrak, allowing users to create all the required records within the TimeTrak Admin Console.

As per below in the TimeTrak Administrator Console > Users & Resources> Add > Click on the three dots in the Job Resource Selection > Add.

This will bring up the Job Resource creation box where you now have the added ability to “Add Staff Record From Resource” as per below:

If enabled, both a job cost resource will be created as well as a staff member

Copy TimeTrak User

Similar to the Copy Profile function from previous versions, In version 19.2 there is the added ability to “Copy” a TimeTrak user to assist with the management of user set up in TimeTrak.

As per below, within the TimeTrak Administrator console under the Users & Resources selection select a user with similar permissions to your new user and right click to choose the “Copy user’ function.

This will load the user setup screen as per below, and the unique fields will be cleared for you to complete. The Previous users Labour codes, Preloaded Disbursements and available Stock Location etc., will be copied through making the new creation process a lot more efficient.

As per below, from the user screen within the admin console there is also the ability to “Add” and “Edit” both Profiles and Rosters:

The ability to edit the selected users Profile or Roster is also available from the user grid within the TimeTrak Administrator Console via a right-click selection as per below:

User Creation Template

Again, to assist with the management of user set up in TimeTrak, there is the ability to set up a user creation template. Similar to the ability to “copy a user” creating a user template allows users to create new users from the user template and have all fields excluding unique copy across to the new user.

To create a user template, set up a user in TimeTrak as usual but ensure you enable the “User Template” setting as per below:

Once user template(s) have been created, new users can be created using the template following the below steps.

TimeTrak Administrator console > Users & Resources> Right click > Add > New User From Template as per below:

Or again, in the TimeTrak Admin Console > Users & Resources> Add > New User From Template as per below:

Select the template you would like to create the new user from as per below:

This will pre-populate all the fields that are not unique to a user from the TimeTrak User template so that only the unique fields are required for the user setup. Configure all settings in General, Settings, Groups, Labour Codes, Disbursements and Stock Locations.

Note: Payroll settings will not be copied to the new user.

Note: A TimeTrak User Template does not require any TimeTrak licences.

Edit Roster and Profiles from Users within the Admin Console

In TimeTrak 19.2, Rosters and Profiles can be edited in user settings with simple Right Click. This will further allow TimeTrak administrator to Add new profile or roster to the user without toggling between screens.

Import TimeTrak Users from Job Resources

Continuing with the management of user set up in TimeTrak, in 19.2, there is the added ability to import TimeTrak users from job resources.

Note: You must have a TimeTrak User Template setup in the TimeTrak Administrator Console to complete this action.

As per below:

• In the TimeTrak Administrator Console> Users & Resources > Import Users.
• Enable “Import From Job Resources”.
• Select the Default User Template and password that you would like to be set against the imported users.

Note: If you enable Force Password Expiry when imported users log in using the Default set password they will be promoted to update this.

Click Apply as per below, which will populate the user grid with all job cost resources in the ERP system that are not currently assigned against a user in TimeTrak.

Users will validate on loading. If any validation error occurs, it will be displayed on the left corner of the grid with icon. In the below example, all these users require an email address against them.

Update the data against users as required. Example: Email address Payroll Code and alter the user template if a user needs a different template from the rest.

If you do not wish to import all users, right click users whom you do not wish to import and select “Remove” as per below:

Once you are happy with the user’s import grid and the data entered, click Validate to ensure all data entered is valid, which will populate green ticks in the validate column as per below then Import.

Note: Your TimeTrak licencing will be displayed in the right-hand corner so you can see if you have enough licencing to import users.

The below confirmation box will appear, click Yes if you wish to import

Below will appear to confirm that all users have been imported successfully.

Import TimeTrak Users from CSV File

The Final enhancement in TimeTrak 19.2 to assist with the management of user set up is the added ability to import TimeTrak users from a CSV file.

Note: You must have a TimeTrak User Template setup in the TimeTrak Administrator Console to complete this action.

Very similar to the Import from Job Resource function as per above, within the TimeTrak Administrator Console > Users & Resources Import Users.

• Enable “Import From File”
• Select the Default User Template and password that you would like to be set against the imported users.
• If you enable “Force Password Expiry” when imported users log in using the Default set password, they will be promoted to update this.
• If you enable “Match To Existing ERP User” then imported users job resource will be matched against existing ERP Users. If this is not enabled a new ERP User will be created for the imported user.
• Click the Open Template Button and specify the location you would like to save the CSV file to.

This will open the below Excel file which you can populate with the user(s) that you wish to import into TimeTrak.

Save the file as a FileName.CSV, clicking Yes to the below prompt:

Then back in the TimeTrak Administrator Console Import Users screen browse and select the file you have just saved. As per below once imported ensure the data is correct and update user templates if required.

Ensure data validates without any errors. Click Import.

The below confirmation box will appear, click Yes if you wish to import

Below will appear to confirm that all users have been imported successfully.