Contents
2.2. Determine the working time model and initialize the Time Account
1. Add Users
To create a user, you must first invite them. With the "Invite team" option you can invite one or more users at the same time, the user account will be created automatically. With the option "Add user" you create a user manually. You have several choices for the password assignment or you can create a QR code.
1.1. Quick creation of Users
To invite one or more users to timr by email and create them automatically, select "Invite Team".
1.1.1 Invite Users via email
You can now enter their email addresses separated by a comma.
The user is automatically created in timr with the entered e-mail address, which is also his login. He receives an email invitation with the timr URL and can set his own password when logging in.
1.1.2 Create User via Terminal QR Code
If the user should not have direct timr access but logs in and out via terminal you can choose "Terminal QR Code". The user gets a QR Code via email which he can use to log in/out at the terminal.
1.2. Adding a User manually
To add a new user manually open the tab "Administration/Users". Click on "Add User" on the top right.
For the "Login" you define under which name this user (employee) can log in. After that you define the "Name" and the "Email address".
You can choose from 3 options:
1.2.1. Invite via e-mail
1.2.2. Assign password manually
1.2.3. Terminal QR Code
1.2.1 Invite via e-mail
With this option, the employee receives an invitation via e-mail and sets the password himself during login.
Note: Each email address can be used only 1 time. If an address has already been used for an account that has been deactivated, for example, the e-mail address must be deleted from this deactivated account so that it can be used again.
In the next step you define the login and the name. The default login is the e-mail address. However, you can change the login as you wish.
Before you send the invitation, you can still assign permissions.
With the option "Assign password manually" you set the password for the user as administrator. No e-mail will be sent to the user.
Resend e-mail invitation
If a user doesn't get the invitation, check the status of the invitation. If you see the error message "Pending Invitation - E-Mail could not be delivered" under "Administration/Users" in the invitation status, proceed as follows:
- Check whether the e-mail address was created
- Check if the e-mail address is correct
You can resend the invitation by clicking on the user's menu and selecting "Resend Invitation".
In our example the e-mail address was not correct, therefore the invitation could not be delivered.
1.2.2. Assign password manually
With the option "Assign password manually" you set the password for the user as administrator. No e-mail will be sent to the user.
1.2.3 Terminal QR Code
With the "Terminal QR Code" option, no login or password is assigned for the user. This is especially useful where employees simply log in/out via terminal, but otherwise should not have direct timr access.
1.2.3.1 Employee has an e-mail address
If the user has an e-mail address, he receives the QR code via e-mail and can print and save the QR code himself.
1.2.3.2. Employee does not have an e-mail address
In this case, the QR code will be automatically displayed at the end of the "Add user" dialog after saving. You can print and save the QR code for the employee.
2. Edit User
You can edit a user at any time.
2.1 Properties
Under "Properties", administrators can change the login or the e-mail address, edit the entry date and add hourly rates (from Plus Plan). An exit date deactivates the user account at the specified time (see point 3).
IMPORTANT: Always save all changes!
2.2. Determine the working time model and initialize the Time Account
In "Working time" you can see the current working time settings. Here you can edit the vacation entitlement or change the start of the vacation year. You can use the “Change configuration” button to change the work schedule model, edit the monthly included overtime or change the holiday calendar.
You can also deactivate the working time tracking or the vacation account for this user.
Note: You can only edit data if the user's time account has already been initialized. How to initialize the Time Account you will find in detail here. If you change the holiday calendar, please note that the changes are retroactive to the last time account balance.
2.3. Assign Tasks
In the user properties you can assign tasks to the user. Just click on "Assign Tasks". A small box opens and shows you your whole task structure. Choose now the tasks you want to assign to this user. You can choose for example a client with projects and tasks but also a single project or a single task. You see immediately all assigned tasks in the background and if necessary you can remove them there by clicking on the X symbol on the left side right next to the task.
Note: If employees should only be allowed to see the projects assigned to them, deactivate the "Show all tasks" selection in Administration/Settings/Project time. Only if the selection is enabled, the note "Currently all users are able to record on all tasks. " is visible. See the Advanced Configuration Project Time article for more information.
2.4. Assign Cars
In the user properties you can assign cars to each user. Just click on "Assign Cars". A small box opens and shows you all cars in your fleet.
2.5. Assign Organizations (Enterprise Plan)
In the user properties you can assign each user to an organization. This user will be a member of the selected organization. Just click on "Assign Organizations".
2.6. Define User Rights
If you define that the user is no administrator, you can even assign him the right to create tasks. This feature allows you to assign different rights to your single users. For example, you want your employee Thomas Amstrong to create tasks, because he is a sales agent, but he shouldn't be able to define administration settings.
You can also assign the role of the subscription manager to a user. As a subscription manager, the user is authorized to manage payments or upgrades/downgrades. This role can only be assigned by the account owner, who is automatically the subscription manager.
You'll find more details in the documentation about timr user rights.
Further details can be found in the timr Team Leader Permissions and Project Manager Permissions.
2.7. Email Settings
You find all details about the Email Settings here.
3. Filter and Export
Various filter options are available in the header. You can filter by name or status or you can filter all users with specific rights such as administrator. You can also filter employees with a specific working schedule model or a specific organization.
You can then export the filtered data as a PDF, .xlsx or .csv file.
The export contains information on the user's name, personnel number, email address, login, working time model, annual leave, start of the leave year, which authorizations the user has, which organization they belong to or whether they are the team leader of which organization (if the Advanced Permissions module is active).
Tip: The Excel export contains all saved information about the user, e.g. which public holiday calendar is stored or which email settings have been made. This gives you a quick and comprehensive overview of the user settings.
4. Disable Users
If an employee leaves your company you can disable him/her in timr. You can still create reports and analysis for this user, but the user isn't able anymore to track times. To disable an user just click on the blue icon on the left side of the user and choose "Disable User".
You can disable a user also manually. Just insert a date in the field "Resigned" in the user properties dialogue.
Please note: If the user was initialized you can't disable him but have to book an exit under Time Account/All Accounts. Click on the burger menu next to "Preview Timesheet" -> Create Exit Booking.
The default setting for the filter "Status" is "Active", that means timr shows you only the active users. If you filter for "Status" "All", you will see all active users and also all inactive users or you can filter just for inactive users.
Please note: If a user has been deactivated, they can no longer log in to timr. When they try to log in, they receive the message “Access has been deactivated by the administrator”.
5. Enable Users
It is possible to enable disabled users again.
In order to do so go to "Administration/Users" and filter for the status "Resigned". In the list of users below click now on the edit symbol of the user concerned and choose "Enable User".
Please note: If there is an exit booking for that user you have to undo that booking.
6. Delete Users
Delete users only if they are e.g. test users. Check whether it is not better to deactivate a user (see point 3) in order to comply with possible retention periods.
To delete a user, select the blue edit icon in the "Administration/User" menu and click on "Delete user".
If there are no time entries yet, you can confirm the deletion in the following window by typing "DELETE".
If there are time entries for the user, timr will notify you. You first have to check the box to be able to delete the user irretrievably.
ATTENTION: All time entries will be irrevocably deleted. You cannot undo the deletion.
7. Changing the Password
Comments
0 comments
Please sign in to leave a comment.