Setting Up an Organization

The organization is the framework that contains everything else within it.

When you set up an organization, you will be required to also set up your location.

On first log in:

• Click Sign Up Organization

• Under New Organization:

  • Organization Name - Enter the name of your organization (company)

  Ex: XYZ Studios

  • Enter your First Name and your Last Name

  Ex: Luke Skywalker

  • Your email address will be automatically populated with the address you signed up with.

  • Click Sign Up

• Once submitted, you will see that the title bar on your profile page (better name? dash?) has changed to the name of the organization.

• From here, we would suggest you Set up a location

Setting Up A Location

After setting up your first organization, you can create your first location.

• Go to Settings

• Under Locations & Compensation Rules, click the "+" sign

• A dialog box will appear. Enter the required information.

For example:

• Street Address: 123 Main Street
• City: Anywhere

The "Display Name" will show you how this will display within your settings after saving. In this case, it will display as Anywhere - 123 Main Street

• Hit Confirm to save your settings.

You will then be taken to a new page where you can fill out the specifics about this location.

• Under "Search for Currency", you can set this location's currency, which will be used on the budgeting pages for projects set in this location.

• Compensation Rules - Daily Contracts - TBW

• Compensation Rules - Hourly Contracts - TBW

• At the bottom of the page, you have the ability to archive the location by clicking "Archive Location". If you want to retrieve it, click "Unarchive Location"

Timesheets

The timesheet feature is used by each person to track time spent on a project or projects.

Beginning a New Timesheet

• Click "Add Line".

• A dialogue box will display asking for you to select the project and your role. You must choose both before the "Confirm" button will become active.

• Use "Confirm" after choosing the project and a role or "Cancel" if you don't wish to proceed.

• The project you chose will appear on the line, showing you days with zero entries, after you click "Confirm".

• On the top line, begin filling out your hours for the project.

• As you fill out the hours, you will see the bottom line populate with the numbers. On the end of the line, the total hours for the week will appear.

• If you click on "Grand Total", more information will appear, which breaks the information into Straight Time, Overtime, and Double Time.

• When finished, click on the "Submit" button. Your timesheet is now submitted!

Editing a Timesheet

What happens if you made a mistake and need to fix your timesheet after submitting?

No need to worry!

• Click "Unsubmit"

• Adjust the time as you wish.

• Click "Submit" again to re-submit.

Note: If timesheet submissions have been "Approval Locked" (see [Locks](link to locks)), then a designated administrator or timekeeper will need to edit the timesheet.

Locks

Locks are used to lock timesheets. They provide control over the process of making sure timesheet entries are submitted and processed on time and as accurately as possible.

Using Locks

Locks appear for each facility associated with your organization. At present, you have to manually click to on the buttons to lock them. You can click them in order, from left to right, going from Entry Lock to Approval Lock to Payroll Lock or click ones further to the right to lock everything at the same time.

For example, clicking on Payroll Lock will lock all three.

To unlock, you merely have to click the button once more until it goes back to grey.

Types of Locks

No Locks

• All user can enter and submit time cards.
• All users with access to the approvals page can approve line items.

Entry Locks

• Only users with a rejected time entry can edit and re-submit time cards.
• All users with access to the approvals page can approve line items.
• Only administrators and timekeepers can enter and submit time for themselves or for other users.

Approval Locks

• Only administrators and timekeepers can enter and submit time for themselves or for other users.
• Only administrators can approve line items.

Payroll Locks

• This period is fully locked and can not be changed by anyone, including time keepers and administrators.