In order to get going as soon as possible with timr you should setup your account accordingly. Just follow these steps:
Step 1: Adding users
You have 2 possibilities to add users in timr:
- You can invite a user
- You can add a user manually
1.1. Inviting a user
In order to invite a user enter the menu "Administration/Users" and choose "Invite users" (marker 2).
Now enter the email address of the person you want to invite and click on "Send invitations".
An invitation to join timr is sent via email. The user has to confirm this invitation. When confirming the user also will choose his/her own password.
1.2. Manually adding a user
To add a new user please open the tab "Users" in the "Administration". Click on "Add User" on the top right and the user properties dialog appears.
As Login you can specify with which name this user can "Login". Enter now his "Name" and a corresponding "Email address".
There are two ways to set the user password:
a) Setting the password as an Administrator
You can set the password as an administrator by choosing “Set Password”.
Step 2: Setting up time tracking and/or mileage tracking
2.1. Setting up working time tracking
For working time tracking you are using the time account. The time account consists of a work hours and a vacation account. There your balances are managed automatically.
You can track your work hours (attendance time) as well as absences like vacation, sick leave or compensatory leave.
In order to set up the time account you configure the most important components in the "Administration" menu. For this take the following steps:
Check your Working Time Types: When setting up your timr account various working time types were automatically created. Check briefly if these types are matching your needs. If necessary you can edit them or add new ones. You'll find instructions on how to do this here.
Set up Automatic Breaks: In timr you can set up automatic breaks after a specified work period, and determine fixed breaks at certain times. This allows you to automatically acknowledge legal requirements, i.e. 30 minutes after every 6 hours of work.
Configure Work Schedule Models: For timr to automatically manage your hours balance you have to define a Work Schedule Model. You can easily compile various work schedule models with any number of target hours for any day of the week.
Define holidays: You can generate a country specific holiday calendar which timr will take into consideration when managing your hours and vacation balance.
Initialize Time Account for Employees: For timr to automatically manage the hours and vacation balance the Time Account has to be initialized for every employee. For this you assign each employee a Work Schedule Model.
Now you and your employees can start tracking working time.
2.2. Setting up project time tracking
In timr you can compile your customers, customer orders, projects and other business activities as "tasks". You have the possibility to structure them on different levels in form of a tree structure. This way you can adapt your task tree completely according to your needs.
2.1.1. Adding tasks
Now you can give the task a name and define it's characteristics.
2.1.2. Assigning tasks to your employees
In general, you can choose in the settings, if you want all users to see all tasks and track time for them or if you want to assign tasks to specific users so that only they can see those tasks and track time for them.
To assign a new task to your users, click on "Assign Users". By clicking on the + symbol on the left next to 'First name' you assign the users. The check mark shows you that the user is added. To save your settings click on "Save".
You can also copy and move tasks or merge them. Additionally you can archive unused tasks or delete them completely. You'll find further details in our documentation about adding and managing tasks.
In this video tutorial you'll also get an overview of adding and managing customers, projects and tasks.
2.3. Setting up mileage tracking
Readying timr for mileage tracking takes no time at all. Just add your cars and, if necessary, assign them to your employees.
2.3.1. Adding a car
In order to add a car go to "Administration/Cars" and click on "Add car".
The car properties dialog opens. Insert the "Name" of the car, the corresponding "Plate" and define if it's "Usable".
2.3.2. Assigning a car
You can choose in the settings, if you want all users to see all cars and track mileage for them, or if you want to assign the cars to the users.
To assign a new car to your users, click on "Assign Users". You assign the car to a user of your list by clicking on the + symbol on the left next to First name. The check mark shows you that the user is added. To save your settings click on "Save".
Step 3: Further settings
You can define various user rights in timr. At the beginning you should decide which user rights are granted to your employees.
3.1. User rights for the individual user
In the user settings ("Administration/Users") you can decide which rights an individual user will have.
A "Standard" user only can track time for himself and also only sees his own time records. In general, he has no administrative rights.
An administrator can track time for himself and for other users. Accordingly, he can also take insight into the time records of other users and can edit those records. Additionally, he has access to the Administration menu.
Note: The account owner automatically is an administrator. Only he is able to extend the account or make an upgrade.
If you don't want to grant an employee administration rights but you would like him to add tasks independently, you can allow him only to add tasks with no other admin rights.
3.2. User rights which are valid for all users in your account
In "Administration/Settings" you can define some important user rights which are valid for all users in your account.
3.2.1. Edit time
You can choose if the employees can independently change the recording time or not. For example, if the employee has forgotten to start it's work at 8 o'clock but he has forgotten to start time tracking, he can still start time tracking and change the start time to 8 o'clock as soon as he realizes his mistake. He could also edit the break time if he has forgotten to pause. If you decide that the employee can't change it, only the administrator can edit the record afterwards and the employee has to inform the administrator in order to make the changes for him.
You can define, if an employee can change the recording time for each timr feature separately:
- Working time: "Administration/Settings" > "Working time" > "Recording Time"
- Project time: "Administration/Settings" > "Project time" > "Recording Time"
- Mileage tracking: "Administration/Settings" > "Drive log" > "Recording Time"
Usually, we recommend starting with "Recording Time" = "Changeable by user" at least within the first 2 weeks. During this time, each employee can get used to timr and it's instantaneous time tracking approach. It's very convenient if you realize at 8:30 that you've forgotten to start at 8 and you can simply correct your fault without having to bother anybody else to correct the fault.
Note: Every modification of the entries is marked with the symbol: There is no possibility to manipulate an entry without getting marked the change.
3.2.2. Manual Breaks:
If you want to know the exact time of breaks your employees have to use ‘Start’ and ‘Stop’ in the recording tab. To ensure that your employees do this you can deactivate manual breaks by choosing ‘Not Allowed’.
3.2.3. Show all tasks:
Here you can choose if each employee can see all tasks or just those tasks assigned to him/her. If you want that employees only see their assigned tasks choose the option ‘No’.
3.2.4. Show all cars:
The option ‘Show all Cars’ allows you to choose whether employees see only their assigned cars (‘No’) or all cars (‘Yes’).