Turn fetaures on/off in drop down menu

Overview

actiTIME allows you to hide excessive functionality from the system interfaces until you need it. You can do this in the Turn Features On / Off interface.

To open this interface click on the settings icon in the top right corner of actiTIME menu and select "Turn Features On / Off" menu option.

Note: You should have 'Manage System Settings' permission to be able to configure system features.

The list of features that can be turned ON or OFF includes:

By default all optional features except 'Working Time Entry for Future Dates' and 'Undertime Registration' are turned ON.

Turn features on/off in timesheet
Turn Features On / Off interface

When you turn OFF a feature, all system interfaces and data related to this feature become hidden. However the hidden data does not disappear from the system, it just becomes temporarily unavailable while the feature is turned OFF, and will be shown again when you turn it back ON.

This feature is available in actiTIME Pro and actiTIME Online editions only.

Working Time Entry for Future Dates

This feature allows entering time and comments for future dates in the Enter Time-Track interface.

Time entry in timesheet
Fragment of Enter Time-Track interface:
Working Time Entry for Future Dates is enabled

When you turn this feature off:

  • Time and comments entry for future dates will be completely disabled.

    When 'Leave Time Tracking' feature is enabled, users will be able to report leave time for planned leaves.

  • If you have already entered time and comments for a future date, these entries won't be available for editing until become present.

  • Pre-defined date ranges 'Current week till today' and 'Current month till today' will not be availabe in date range selectors.

Time entry for future days
Fragment of Enter Time-Track interface:
Working Time Entry for Future Dates is disabled

Leave Time Tracking

This feature allows registration of users' time offs and sick leaves in the Enter Time-Track interface.

Leave time tracking
Registering leave time in the Enter Time-Track interface

When the feature is turned ON, collected leave time data is shown in the following system interfaces & reports:

  • View My Time-Track interface
  • Lock Time-Track interface
  • Staff Performance Report
  • Leave Time & Balances Report
  • Overtime Report
  • Cost Of Work Report
  • Profit / Loss Report
  • Email notifications related to unsubmitted time-track

When 'Leave Time Tracking' feature is enabled, users can report leave time for planned leaves even if 'Working time entry for future dates' is disabled.

When you turn this feature off:

  • Users will not be able to register leave time in the Enter Time Track interface.

    Timesheet interface
    Enter Time-Track interface when Leave Time Tracking is disabled
  • Collected leave time will disappear from all related interfaces and reports.

    All previously entered leave time data will remain in the system but will be hidden until the feature is turned back on.

    Editing working time in the Enter Time-Track interface will not affect stored leave time data even when it is hidden.

  • The following interfaces will be completely hidden:

This feature is available in actiTIME Pro and actiTIME Online editions only.

PTO Balance Calculations

Paid Time Off (PTO) means leave time accrued by an employee that is supposed to be paid for by an employer, when employee takes a leave. Leave time that exceeds accrued PTO is supposed to be taken at the employee's own expense.

PTO settings in timesheet

When this feature is ON, actiTIME allows you to automate accrual of PTO days and calculation of user's PTO balance:

  • Current PTO balance is shown in the Users’ PTO interface for all users with enabled PTO control. In addition, you can do manual corrections of users' PTO balances (see Configure Users’ PTO Settings section).

  • You can configure default PTO accrual rules in the general system settings.

  • You can configure user-specific PTO accrual rules in the User List under Users’ PTO Tab.

PTO accrual rules
Configuring user-specific PTO rules in the Users’ PTO interface

The system supports the following rules for automation of PTO accrual:

  • Periodical accrual of specified amount of PTO time.

    When this rule is turned on, the system will periodically add the specified amount of days to user's PTO balance. actiTIME supports the following accrual periods:

    • Weekly - on the specified day of the week. E.g. user's PTO balance can be increased by 0.5 PTO days every Monday.

    • Monthly - on the specified day of the month. E.g. user's PTO balance can be increased by 2 PTO days every 1st day of the month.

    • Yearly – on the specified day of the year. E.g. user's PTO balance can be increased by 24 PTO days every 1st day of the year.

    • On hire date – an alternative option of yearly PTO days accrual: PTO balance is increased every year on the employee’s hire date.

      If you set the balance to be increased every 31st day of the month, then the actual accrual will be made on the last day of the month.

  • Yearly reset of user's PTO balance to the specified value.

    When this rule is turned on the system will reset user's PTO balance to the specified value (0 or some positive number) on the specified day of a year.

    For example, you can configure that user's PTO balance should be reset to 0 days on January 1.

    This rule can also be used to giving PTO days to user in advance. For example, you can configure user's PTO balance to be reset to 12 days in the beginning of each year.

  • Limit maximum accrued PTO to the specified value (set PTO cap).

    When this rule is turned on the system will not allow making user's PTO balance greater than the specified amount of PTO days (cap).

    This means that once user's PTO balance reaches the limit, all 'extra' PTO days accrued above the limit will be automatically discarded.

You can configure any combination of the PTO accrual rules. When all three rules trigger together on the same day (which, for example, may happen on January 01), the system applies the rules in the following order:

  1. Reset rule
  2. Accrual rule
  3. PTO cap

When you turn this feature off, information on PTO will be hidden in all system interfaces.

Sick Days Balance Calculations

Sick Days refer to a number of days that an employee can take off due to illness, medical treatment, etc.

Sick days settings interface

When this feature is ON, actiTIME allows you to automate Sick days accrual and calculation of user's sick days balance:

  • Current Sick Days balance is shown in the Users’ Sick Days interface for all users with enabled Sick Days calculations control. In addition, you can do manual corrections of users' Sick Days balances.

  • You can configure default Sick Days accrual rules in the general system settings.

  • You can configure user-specific Sick Days accrual rules in the User List under User List >> Sick Days Settings.

Sick days accrual rules

The system supports the following rules for automation of Sick Days accrual:

  • Reset user's Sick Days balance to a specified value.

    When this rule is turned on the system will reset user's Sick Days balance to the specified value (0 or some positive number). You can choose the balance to be reset either yearly or on hire date of the user. The hire date is specified in the User profile.

  • Periodical accrual of specified Sick Days amount.

    When this rule is turned on, the system will periodically add the specified amount of days to user's Sick Days balance. actiTIME supports the following accrual periods:

    • Weekly - on the specified day of the week. For example, you can configure that user's Sick Days balance should be increased by 0.2 Sick days every Monday.

    • Monthly - on the specified day of the month. E.g., the users’ balance can be increased by 1 day each month.

    • Yearly – on the specified day of the year. You can choose a day when exactly the balance should be increased.

    • On hire date. The balance will be increased every year on hire date of the user.

      If you set the balance to be increased every 31st day of the month, then the actual accrual will be made on the last day of the month.

  • Limit maximum accrued Sick Days to the specified value (set Sick Days balance cap).

    When this rule is turned on the system will not allow the balance to be greater than the specified amount.

    This means that once user's Sick Days balance reaches the limit, all 'extra' Sick days accrued above the limit will be automatically discarded.

You can configure any combination of the Sick Days accrual rules. When all three rules trigger together on the same day (which, for example, may happen on January 01), the system applies the rules in the following order:

  1. Reset rule
  2. Accrual rule
  3. Sick days cap

When you turn this feature off, information on Sick Days balance will be hidden in all system interfaces.

Overtime Registration

When this feature is turned ON, time reported by one user for one day (including reported leaves and time tracked for non-working days) exceeding the work day duration is considered as overtime (see description of Overtime Report for additional information on overtime calculations).

Overtime in time tracking software
Fragment of Enter Time-Track interface with overtime row

When the feature is turned ON, overtime information is shown in the following system interfaces & reports:

  • Overtime settings in the user management interfaces
  • Enter Time-Track interface
  • View My Time-Track interface
  • Lock Time-Track interface
  • Overtime Report
  • Cost Of Work Report
  • Profit / Loss Report
  • Email notifications related to non-submitted time-track

Note: Even when this feature is turned ON, overtime is calculated only for those users who have overtime tracking enabled in the user settings.

When you turn overtime registration ON, all overtime data is re-calculated according to the users' work schedule settings. Please note that overtime is re-calculated for all dates, including the dates when overtime registration was turned off.

When you turn this feature off:

  • Overtime information will disappear from all related interfaces and reports.

  • Overtime Report and all saved Overtime reports will be hidden.

Undertime Registration

This feature allows undertime registration in addition to registration of overtime (see Overtime Registration feature).

When undertime registration is turned ON, user's time-track that is less than user's work day duration is considered as undertime (see description of Overtime Report for additional information on overtime/undertime calculations).

Overtime in timesheet
Fragment of Enter Time-Track interface with overtime/undertime row

actiTIME does not calculate overtime and undertime independently from each other. When it calculates user's overtime/undertime for a date range, overtime and undertime calculated for different dates are summed up.

This means that:

  1. When this feature is turned ON, system reports show balance of users' overtime and undertime

  2. When you turn this feature ON or OFF, all user's overtime/undertime data is re-calculated according to the user's work schedule settings for all dates (from the user's hire date to the release date).

This feature is available in actiTIME Pro and actiTIME Online editions only.

Time-Track Approval

This feature allows you to implement time-track approval process (refer to Time-Track Approval). When this feature is turned ON you can grant permission to ‘Modify & Approve Time-Track of Other Users’ to managers in the User Settings or directly in the User List interface.

In the User List you will be able to assign approvers to users or users for a manager to approve or configure users’ time-track to be automatically approved.

The users whose time-track is not approved automatically will be able to submit their timesheets by changing their status from ‘Not ready for approval’ to ‘Ready for approval’ directly in their Enter Time-Track interface.

Enter time-track

The approvers can reject or approve submitted timesheets in the following interfaces:

  • The Enter Time-Track interface by selecting a required user from the drop-down list:

    User selector for enter time-track page
  • In Approve Time-Track interface:

    Approve time-track

    In this interface the approvers will be able to filter the users depending on their time-track statuses and then approve/ reject the timesheets either for one or for several users in one click.

When you turn this feature OFF:

  • All functionality connected with time-track approval will disappear from all interfaces and the Approve Time-Track interface will disappear completely.
  • Staff Performance and Billing Summary reports will no longer include information on approved/not approved time-track.
  • You will be able to grant managers the permission only to ‘Modify Time-Track of Other Users’.

This feature is available in actiTIME Pro and actiTIME Online editions only.

User Departments

This feature allows you to join users into departments, teams or any other group of your choice.

Manage departments in timesheet
Manage Departments lightbox

Turn on user departments functionality, if you need to:

  • compare time reports, costs and performance of different user groups
  • filter report data by user departments
  • send email notifications addressed to a particular department
  • simplify process of assigning projects to all users in a department
  • manage more than 20-30 system users

When you turn this feature off:

  • The ability to group users by departments is completely disabled in the system. However, information on user departments will not be removed from the system. Configured user departments will be automatically restored when you turn user departments back ON.

  • New system users will not be associated with a user department. If you turn departments later ON, these users will be listed as 'Users Without Department'.

This feature is available in actiTIME Pro and actiTIME Online editions only.

Time Zone Groups

This feature allows you joining users into offices or branches that are located in different time zones.

This functionality is available in the User List interface under the Time Zone Groups link.

Manage time zone groups
Manage Time Zone Groups lightbox

Turn on time zone groups functionality if you need to:

  • summarize and compare time, costs and performance data of different offices
  • filter report data by offices
  • send email notifications to the employees of a particular office
  • simplify process of assigning projects to all employees within a local office
  • manage more than 20-30 system users

When you turn this feature off:

  • The ability to group users is completely disabled in the system. However, information on time zone groups will not be removed from the system. Configured groups will be automatically restored when you turn the Time Zone Groups feature back ON.
  • New system users will be associated with the default time zone. If you turn the Time Zone Groups feature later ON, these users will be included in the default time zone group.

This feature is available in actiTIME Pro and actiTIME Online editions only.

Task Estimates

This feature allows you to enter task estimates and see the variance between the estimated and real time spent by your team in the Estimated vs Actual Time Report and task management interfaces.

Estimated vs. Actual Time report

Even when this feature is turned ON, estimates entry is not obligatory. You are supposed to specify time estimates only for the tasks you need.

When you turn this feature off:

  • Task estimates showing and entry is disabled in the system.

    All previously entered task estimates will remain in the system but will be hidden until the feature is turned back on.

  • Estimated vs. Actual Time Report will be hidden (including saved reports)

  • Email Notification of Worked Out Task Estimate will be disabled

This feature is available in actiTIME Pro and actiTIME Online editions only.

Project Assignments

This feature allows you managing assignments of projects to your employees in actiTIME, as well as restricting users' access to the projects that should not be available to them.

When this feature is turned ON, you can configure project assignments in the Edit Project and in the User List interfaces.

Project assignment in timesheet
Configuring Project Assignments in the User List Interface
Project assignment
Configuring Project Assignments in the Edit Project Interface

Configured project assignments define projects and tasks shown to the system users in all system reports and task management interfaces.

Note that users with 'Manage Users' and/or 'Manage Customers & Projects' permissions always have access to all projects of all customers.

When you turn this feature off:

  • All system users will have access to all projects created in the system.

  • Interfaces related to management of project assignments will be hidden.

When you turn this feature back ON, projects created while the feature was disabled will be available for all system users. All previously created assignments will be restored.

This feature is available in actiTIME Pro and actiTIME Online editions only.

User Rates & Cost of Work Report

This feature allows you to define hourly user rates for regular working hours, overtime, and leave time in the Edit User Settings interface. These hourly rates are used to calculate cost of work values.

Cost of work rates in timesheet
Configuring hourly user rates in the Edit User Settings interface

Cost values can be further reviewed in the Cost of Work Report:

Cost of work report
Fragment of Cost of Work Report

When both 'User Rates' and 'Hourly Billing Rates' features are turned ON, you will also get access to Profit/Loss Report.

When you turn this feature off:

  • Interfaces for entering user rates as well as entered rates will be hidden.

    All previously entered user rates will remain in the system but will be hidden until the feature is turned back on.

  • Cost of Work Report and Profit/Loss reports will be hidden (including saved reports).

  • The following email notifications will be disabled:

    • Notification of Overrun Project Budget
    • Notification of Personal Earnings

Types of Work

This feature is intended to associate each Task with a type of work. This allows grouping and structuring the Task data as well as defining their billing status and setting billing rates.

Types of work drop down
Defining Type of Work for Each Task in the Create New Tasks Interface

When this feature is turned ON you can:

  • Analyze allocation of time by types of work in the Billing Summary Report:

    Billing summary report in timesheet
    Fragment of Billing Summary Report
  • Group report data by types of work in addition to other grouping options in the following reports:

    • Staff Performance Report
    • Time-Track In Detail Report
    • Cost of Work Report
  • Create unlimited number of billable and non-billable types of work in the system settings (see Type of Work Management section).

When you turn this feature off:

  • Interfaces for entering and managing types of work will be hidden.

    All created types of work will remain in the system but will be hidden until the feature is turned back on.

  • Billing Summary report will be hidden (including saved reports).

When you turn this feature back ON, tasks created while the feature was disabled will be associated with the default Non-Billable type of work . All previously defined types of work will be restored.

This feature is available in actiTIME Pro and actiTIME Online editions only.

Hourly Billing Rates, Invoices & Profit/Loss Report

This feature allows you to set billing rates for each billable type of work and calculate billable amounts using these billing rates. These amounts are calculated by multiplying 'time reported for a task' * by 'billing rate defined for the type of work associated with the task'.

Create new type of work in timesheet
Create New Type of Work
Types of work in timesheet
Setting billing rate for a type of work

When this feature is turned ON:

  • Calculated billable amounts can be viewed in the Billing Summary Report and Profit / Loss Report

    Cost of work report in time tracking software
    Billing Summary Report with Calculated Billable Amounts
    Billing summary report
    Profit / Loss Report with calculated Billable Amounts
  • You can generate PDF invoices based on the calculated billable amounts

    Invoice in time tracking software
    Fragment of Create Invoice Interface

When both 'User Rates' and 'Hourly Billing Rates' features are turned ON, you will also get access to Profit/Loss Report.

When you turn this feature off:

  • Billable amounts and rates will not be shown in the Billing Summary Report.

  • Saved Billing Summary reports that contain billing rates will be hidden

  • Billing rates entry for types of work is completely disabled in the system.

  • The following reports will be completely hidden (including previously saved reports)

    • PDF Invoices
    • Profit / Loss Report

When you turn this feature back ON, billable types of work created while the feature was disabled will get zero billing rates. All previously defined billing rates will be restored.