General setting in selector

Overview

General actiTIME settings include:

You can manage these system settings in the General Settings interface. The interface is available for users with 'Manage System Settings' permission.

To open General Settings interface click on the settings icon in the top right corner of actiTIME menu and select 'General Settings' menu option.

General settings in time tracking software
General Settings interface

Configuring Names of Time-Track Hierarchy Levels and User Groups

Time-track hierarchy in timesheet
Settings Interface: Naming sub-section

You can rename the following actiTIME entities to customize the product to your needs:

  1. The top, middle, and lowest (time-entry) levels of the time-track hierarchy
  2. User Groups

User groups functionality is available in actiTIME Pro and actiTIME Online editions only

You can configure name to be used for user groups only when 'User Groups' feature is turned ON (see section Turn Features On / Off for more information).

For your convenience actiTIME allows you to choose one of the pre-configured names or enter custom names. The selected names will then be used in all system interfaces to reference the entity.

Note that:

  1. Different hierarchy levels cannot have the same name.
  2. Time-track is always reported for the lowest hierarchy level.

To use a custom name for a hierarchy level or user group select the '-- custom name --' option and enter the name in the singular and plural forms:

Time-track hierarchy levels
Using custom name for the top hierarchy level

Date & Time Settings

Date & Time settings
Settings Interface: Date & Time Settings sub-section

You can configure the following date & time settings:

  • Calendar Layout

    You can set any day of the week to be the first working day displayed by the system.

  • Date Format

    Select a date format according to your company’s standards. An example of date view is shown in Format Preview field.

    This setting affects all pages where a date is displayed, e.g. task lists and reports.

  • Default Time Zone Group

    The interface allows you to configure parameters of the default time zone group of the system: the time zone and name of the group. This group is set by default for the new users added into the system.

    However, if you need to set another time zone group for a specific user, you can do configure it in the user management interfaces (see sections Add New User and Edit User Information).

  • Please note that if you modify information in the Default time zone group fields, the data of the existing default group are changed. No new time zone group is created.

Time-Track and Work Schedule

Time-track and work schedule

You can configure the following parameters here:

  • Limit maximum number of hours that can be reported by a user for a day

    You can either limit the sum of hours that can be reported by a user for one day (up to 24 hours) or set it as unlimited.

    Tip: Set the number of hours reported by a user for one day as unlimited, when several people (e.g. subcontractor’s employees) report their time expenses as a single actiTIME user.

  • Default work schedule defines corporate working and nonworking days and workday duration for each of the working days.

    By default personal users' schedules are defined by the default work schedule configured here. So changing the default work schedule in the system settings will also change users' schedules. The updated default schedule will take effect from the day of its change and will not affect the historical user data.

    Note that changes in the default work schedule will not affect users with custom personal schedules.

  • Default workday duration defines the number of hours for non-standard working days configured in the Work Schedule interface.

PTO and Sick Days Settings

Sick days balance rules
Settings Interface: PTO and Sick Days Settings sub-sections

Default PTO & Sick Days settings define corporate general PTO & Sick Days accrual rules.

By default personal users' PTO settings are linked with the default settings configured here. So changing the default PTO & Sick Days settings in the system settings will also change users' accrual rules. The updated settings will take effect from the next day after their change and will not affect the historical user data.

Please note that you can configure user-specific PTO & Sick Days settings in the User List (Users’ PTO tab). In this case changes in the default PTO & Sick Days settings will not affect user-specific settings.

See description of 'PTO Balance Calculations' and ‘Sick days Balance calculations’ features for more information on available accrual rules.

Overtime Settings

Overtime settings
Settings Interface: Overtime Settings sub-section

You can configure the default rate for overtime hours, when the following system features are turned ON in Turn Features On / Off interface:

The default overtime rate is configured as a coefficient to be used to pre-set user's overtime rate on the base of a regular hourly rate when editing user's hourly rates (see section User Management).

See also Undertime Registration system feature for information on how to enable and disable undertime registration.

Formats

Data format in timesheet
Settings Interface: Formats sub-section

You can configure the following formats:

  • Numbers Format

    You can configure decimal separator and digit grouping symbol to be used in actiTIME.

  • Currency Sign

    You can configure currency sign to be used in actiTIME for money amounts and rates.

    Note that currency sign is shown in the interface only when one of the following system features is turned ON:

  • Format of CSV Reports

    You can configure a character set and a field separator to be used in CSV reports. There are two available character sets:

    • Character set configured on the computer where actiTIME is installed (configured by default).

      If you select to use this character set, you will be limited to one character set, but will be able to select a field separator for CSV reports.

      Tip: Most likely, the character set configured on the computer where actiTIME is installed is your national character set. So if your reports will not contain data in other languages, you may select this option to be able to use a specific field separator in CSV format.

      If Microsoft Excel shows the data of your CSV reports improperly, choose the same field separator as configured in the Regional Options of your computer.

      To use character set configured on the computer where actiTIME is installed keep "Use UTF-16 format instead of ..." option unselected.

    • International character set (UTF-16)

      If you select UTF-16 character set, all international characters will be shown in CSV reports properly, but you will be able to use only the predefined field separator (<TAB>).

      To use international character set select "Use UTF-16 format instead of ..." option.

  • Default Time Format in HTML Reports

    You can pre-configure how to format time shown in the HTML reports. The available options are:

    • Time format - HH:MM

      Using this format "24 hours and 45 minutes" will be formatted as 24:45

    • Decimal format - ##.##

      Using this format "24 hours and 45 minutes" will be formatted as 24.75

    Note that this option does not affect reports generated in the CSV format. Reports in CSV format always use decimal format (##.##) for time entries.

Data Access Restrictions

Data access restrictions
Settings Interface: Data Access Restrictions sub-section

Following options are available in this sub-section:

  • Hide reported time & comments of other users on pages with detailed time-track information

    This option defines whether users, who do not have extended permissions listed below, can see time track and comments entered by other actiTIME users:

    • When the option is selected, users without the extended permissions can see only their own time track and comments.
    • When the option is not selected, any user who has 'Enter Time-Track' permission can see time track and comments entered by other users.

    The extended permissions associated with this setting include:

    • Manage Tasks
    • Generate Time Reports
    • Generate Cost & Billing Reports
    • Modify Time-Track of Other Users
    • Manage Accounts & Permissions

    If you want to allow users to enter working time in advance, you should turn ON 'Working Time Entry for Future Dates' system feature. See section Turn Features On / Off for information on how to do that.

  • Hide 'Account Settings' on 'User List' interface from users without ‘Manage accounts & permission right’.

    If you turn this option on, the users without ‘Manage accounts & permissions right will not be able to see the other users’ ‘Account Settings’ in the User List. The PTO & Sick Days managers will still be able to see the PTO & Sick Days settings of other users. The users who have neither ‘Manage accounts & permission right’, nor ‘Manage PTO & Sick Days’ permission will not be able to see the User List at all.

  • Allow approver to modify time-track of users who are configured for automatic approval.

    This option will allow approvers to modify time-track of users whose time-track is approved automatically. They will get access to the users’ timesheets in the Enter Time-Track and View Time-Track interfaces and will be able to modify their entries.

Email Settings

Email settings in timesheet
Settings Interface: Email Settings sub-section

For actiTIME Online users

The Email Settings interface allows you to specify the email address of the system administrator who should be informed when actiTIME cannot send a notification to its recipients or user cannot recover their password.

For actiTIME Downloadable users

In actiTIME Downloadable, the Email Settings interface also includes the following settings:

  • Mail Server Parameters

    • Outgoing mail server (SMTP) - SMTP server actiTIME will send email notifications through.
    • Port - port number of outgoing mail server.
    Mail Server settings in timesheet
    Using encrypted connection with user authentication
    • Connection parameters

      If you are using secure connection to the mail server, select 'User encrypted connection' option and select its type (one of TLS, STARTTLS, SSL).

    • Authentication parameters

      If your mail server requires authentication, select 'The outgoing server requires authentication' option and provide user name and password.

  • General Message Parameters

    • "From" address for email messages - notifications sent by actiTIME will be delivered to users from this email address.

    • Address of your actiTIME installation - this address will be used in links to actiTIME interfaces included into email messages.

  • Email of System Administrator

    • Email address of system administrator who should be informed when actiTIME cannot send a notification to its recipients or user cannot recover his/her password.

The interface also allows you to send a test message to check if the notification functionality works by clicking on the ‘Send Test Message’ button.

If email settings are not configured, a warning is displayed in the General Settings menu and in the personal profile:

Parameters of Email Notifications

In this interface you can configure email notification parameters. In actiTIME online, there is also a ‘Send Test Message’ button that you can use to check if the notification functionality works properly.

Notification settings in timesheet
Settings Interface: Notifications sub-section

Email notifications are available within actiTIME Pro and actiTIME Online editions only

Configurable parameters of email notifications include:

  • Prefix to add to the notification subject field

    You can add an optional text to the beginning of messages subject to simplify creation of message filtering rules.

  • Optional message footer

    You can specify standard text that should appear at the end of all notification messages sent from actiTIME.

  • Time to send notifications at

    The time to send notifications at is the same for all users.

    Please note that this time depends on the time zone group set for the user. E.g. if the time is set to 9:00 AM, each user will receive a notification at 9:00 AM in their time zone.