This section describes initial data setup up to the point when you are ready to start registering work time with actiTIME. Please note that this document does not describe the installation procedure. It is assumed that you have just installed actiTIME. If not, please read Administration Guide for installation steps.
Initial data setup consists of the following steps:
After completion of these steps you and your colleagues will be ready to start entering time-track.
Note that the default names of time-track hierarchy levels configured in actiTIME are:
- Top level: 'Customer'
- Middle level: 'Project'
- Lowest (time entry) level: 'Task'
The same names are used in this User Guide.
1. Configure General System Settings
It is recommended to start with configuring general system settings:
- Name levels of the time-track hierarchy & user groups
- Configure date and number formats
- Specify the default work schedule
- Review system defaults
You can skip this step and configure general setting later. However it would be a good idea to spend a minute and at least review the default configuration.
To configure general system settings follow the instructions listed in the section:
2. Configure Customizable Features
actiTIME provides many different features: Leave Time Tracking, User Grouping, Project Assignments, Billing & Cost calculations, etc. But users do not always work with all of them.
On this step you can select which optional features should be turned on/off in the system. You can add controls or hide unnecessary features from the interfaces until you need them:
- Working Time Entry for Future Dates
- Leave Time, Overtime and Undertime tracking
- Management features: User Groups, Task Estimates, Project Assignments
- Billing & Cost of Work Rates
You can skip this step and return to configuration of optional features later. By default all optional features except 'Working Time Entry for Future Dates' and 'Undertime Registration' are turned ON.
For more about configuring customizable features follow the link below:
3. Create Billing Types (optionally)
In actiTIME you can accompany each task with a job type or a billing type. This gives you additional grouping and structure of task data in the system reports.
If you are going to classify tasks using billing types, make sure that 'Billing Types for Tasks' feature is turned ON and create the necessary billing types before you create tasks.
You can skip this step and return to billing types later. In this case all created tasks will be associated with the default billing type.
If you decide to use non-default billing types later, you will have to re-assign task billing types for all existing tasks after creation of new billing types.
You can configure billing rates within actiTIME Pro and actiTIME Online editions only.
If you kept 'Hourly Billing Rates, Invoices & P/L Report' feature turned ON, you can define rates for your billing types when creating them. However, you can create billing types with zero rates and specify actual billing rates later.
To create billing types follow the instructions listed in the section:
4. Create Leave Types (optionally)
actiTIME supports tracking of leave time using leave types. To have access to actiTIME reports and interfaces related to leave time processing, make sure that 'Leave Time Tracking' feature is turned ON.
By default there are three predefined leave types:
You can create custom leave types within actiTIME Pro and actiTIME Online editions only.
- Time Off
- Sick Leave
You can re-name these leave types and create unlimited number of new ones.
You can skip this step and return to creation of leave types later. In this case actiTIME users will be able to enter leave time only for the predefined leave types.
To create leave types follow the instructions listed in the section:
5. Create Tasks
actiTIME collects time expenses for tasks associated with particular projects and customers. So you should register at least one customer, one project, and one task.
New customers and projects can be registered along with adding new tasks. To add new tasks follow the instructions listed in the section:
You will be able to change task project and project customer later.
By changing the task project, you can move the selected task between registered projects. By changing the project customer, you can move the selected project between registered customers.
6. Create User Accounts
Create accounts for your colleagues and grant them permissions necessary for their everyday work.
For the security purposes change the default password of the pre-configured system administrator before creating user accounts. To change password follow the instructions listed in the section Modify Own Information and/or Password.
Some of user settings are available for configuration only when the corresponding system feature is turned ON. The following customizable features affect availability of user settings:
- Leave Time Tracking
- Overtime Registration
- User Groups
- Project Assignments
- User Rates and Cost of Work Report
Each user can be granted one or more permissions. The role executed by a user, as well as the category a user belongs to, depends on the permissions granted to the user. There are no pre-defined user categories (or roles) in actiTIME. You just grant a user those permissions that are necessary for his/her everyday work, and that is all.
To add new users, follow the instructions listed in the following sections:
Now you can start tracking your time. For more information on how to enter time-track see the following sections: