Section Contents

Browse User List

Departments functionality is available in actiTIME Pro and actiTIME Online editions only

When you click on 'Users' option of the top-level menu, User List interface with all registered system users shows up.

User list in timesheet
User List interface

The User List interface allows you to see summary information and status of system users at a glance. For each user this information includes:

  • First name last name, middle initial, and username

    Integration with actiPLANS is available in actiTIME Online edition only

    When actiTIME is integrated with actiPLANS and the user has access to it, icon is shown before the user name.

    Clicking on a user name opens the interface for editing user information and permissions (see sections Edit User Information and Edit User Permissions).

    Tip: A department filter is available at the top of the interface: you can use it to select all users or users from specific departments.

  • Department

    When the 'Departments' feature is turned ON, department is shown under the user name

  • Time Zone Group

    When the Time Zone Groups feature is turned ON, time zone group is shown in the right bottom corner of the cell.

  • Status of the user's account

    Users with disabled access are grayed in the interface.

You will also see three tabs in the User List:

  • Account Settings
  • PTO Settings
  • Sick Days Settings

Please note that the users who do not have Manage PTO & Sick days permission will not see the PTO Settings and Sick Days Settings tabs. You can also choose the option to Hide 'Account Settings' on 'User List' interface from users without 'Manage accounts & permissions’ in Data Access Restrictions section of the General Settings interface.

Account Settings Tab

Under the Account Settings tab, you can sort users shown in the User List interface by their names and departments. To change sorting mode, click on the User or Department link in the header of the table:

User list group in time tracking software

There are three columns denoting the users’ permissions to Manage Customers, Projects & Tasks and Manage PTO & Sick Days as well as their time-track approval settings:

User list settings
  1. The Task Hierarchy column denotes the users’ permission to Manage Customers, Projects & Tasks and the projects they have access to:
    • User can manage customers, projects & tasks

    • User can only manage tasks

    • User can manage neither customers & projects, nor tasks

    Users’ permissions and projects assigned to them can be configured right in the User List:

    Access to prjects in timesheet

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

  2. The Time-Track Approval column provides information on the Users time-track approval settings. Two settings are available here: the permission to modify/approve time-track of other users and assigned approvers.
    • User can modify/approve time-track of other users

    • User does not have permission to modify/approve another users’ time-track

    • User’s time-track is approved automatically

    • User’s time-track is approved by specific users

    The users’ permission and the assigned approvers can be configured right in the User List:

    Please note that this column is available when Time-Track Approval feature is ON in the Turn Features On / Off interface.

  3. The PTO & Sick Days column shows whether the users have permission to manage other users’ PTO & Sick Days settings:

    • User can manage other users’ PTO & Sick Days settings

    • User cannot manage other users’ PTO & Sick Days settings

    The users’ permissions can be altered right in the User List. You can also filter the users depending on their permissions and settings:

    Time-track approval rules

PTO and Sick Days balance calculations are available in actiTIME Pro and actiTIME Online editions only

PTO & Sick Days Settings Tabs

Under the PTO Settings & Sick Days Settings tabs you can find detailed information on users’ PTO and Sick days settings:

PTO settings interface
Sick day settings

PTO balance and Sick days Balance are shown only when 'PTO Balance Calculations' and Sick Days Balance features are turned ON Turn features On / Off.

Please also note that when a user is created the PTO control is automatically set ‘ON’ and default accrual rules are applied. For more information on configuring users’ PTO balance refer to Configure Users’ PTO Balance.

The way the balance is displayed in the Balance column – in days or hours – can be changed in the General Settings interface.

When there are more than 20 users, a pager appears. You can switch pages by clicking the links under the user list. To change the number of users simultaneously shown on one page select the necessary value in the 'Show XX users per page' drop-down menu under the user list.

Add New Users

For the security purposes change the predefined password of 'admin' user before creating system users.

For actiTIME Downloadable users

In actiTIME Downloadable, users can only be added individually without sending invitations. After you have created and configured a new user account, you will need to send the credentials to the user so that they can access your local actiTIME installation.

actiTIME Online supports adding new users one by one or in bulk. The first option is helpful when you need to configure all account settings before sending the invitation to the new user. The second one allows speeding up the invitation process, as you only need to enter the basic information – first and last name, email, and permissions template.

Adding Users Individually

To add users individually, follow the instructions below:

  1. Click '+ Add Users' button in the User List interface and select 'Configure New user profile'.

    Add user interface in timesheet
    Create New User interface

  2. Integration with actiPLANS is available in actiTIME Online edition only

    Specify the products this user should be able to access

    This section is shown in the interface only when actiTIME is integrated with actiPLANS.

    Interface section for configuring access to the integrated products

    You should have 'Manage Users and Settings' permission in actiPLANS to enable user's access to it.

  3. Enter user information

    User information that can be specified for a new user includes:

    • First name, middle initial (MI), and last name

    • E-mail Address

      Provided e-mail address should be valid. For example, address yournick@domain.com is valid, but addresses yournick.domain.com and yournick@com are invalid.

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

      Department

      You can join users into departments when the 'Departments' feature is turned ON in the 'Turn Features
      On / Off' interface.

      It is allowed to keep department not assigned. In this case, the user will be shown in user lists and user selectors in the group named 'Users without Department'.

      You can create a new department when creating an invitation for a new user. To create a new department, select the '-- new department --' option in the department selector and enter the name of new department in the input field that will appear.

      Note that the name of new department should be unique.

      Create new user group in timesheet
      Creating new department along with new user account
    • Time zone group

      You can join users into time zone groups when the Time Zone Groups feature is turned ON in the 'Turn Features On / Off' interface.

      By default, the user's time zone group is pre-set to the default time zone group that is configured in the system settings.

      You can create a new time zone group when creating an invitation for a new user. To create new time zone group, select the '-- New Time Zone Group --' option in the time zone group selector and start entering the city name in the input field. Then choose the city from the list.

      Time zone groups in time tracking software
    • Hire Date

      By default, hire date is pre-set to today.

    • Work Schedule

      Work schedule is used for tracking user's leave time and overtime/undertime calculations. By default, user's work schedule is pre-set to the default corporate schedule configured in the system settings. The ‘Use corporate settings’ checkbox is selected.

      Work Schedule & Overtime Tracking in tmesheet
      Using the default work schedule

      When necessary you can define user-specific work schedule. To do that unselect the 'Use corporate settings' checkbox and enter workday duration in hours for the working days and '0' for the nonworking days.

      Personal work schedule
      Using custom work schedule
    • Cost of Work Rates

      When 'User Rates & Cost of Work Report' feature is turned ON in the ’Turn Features On / Off’ interface, you can enter hourly cost of work rates for users.

      Hourly rates that can be specified for the user include:

      • Regular rate - rate for the regular working hours

      • Overtime rate - rate for the overtime hours

        Overtime rate can be entered only when overtime/undertime tracking is enabled for the user.

      • Leave time rates - rates for all active leave types registered in the system

        Note that you cannot specify rates for archived leave types when creating a new user.

      Cost of work rates settings
      Hourly Rates Section

      When you enter a regular rate, overtime and leave time rates are automatically filled in with the default values. These default values are calculated on the basis of coefficients specified in

      The specified rates come into effect on their respective effective date. If there are no rates specified for a user, all rates are considered to be '0.00'.

      All working and leave time reported by the user before the first effective date is processed with zero ('0.00') rates.

      You can enter leave time rates only when 'Leave Time Tracking' feature is turned ON in the system settings.

    • Permissions that should be granted to the user

      List of permissions in timesheet
      Permissions Section of Create New User Lightbox

      Permissions are used to configure user’s access to actiTIME interfaces and data. Please note that permissions templates are available. They define user roles (regular user, manager, administrator etc.) in the system and simplify assigning these roles.

      See more details on permissions and permissions templates in the Edit User Permissions section.

  4. When you are ready click 'Save & Send Invitation' button. An invitation will be sent to the email you have specified in this interface.

    If you decided not to add a new user, click 'Cancel' button. The system will discard all the information entered in the interface and show you the User List interface.

Adding Users In Bulk

When you need to add many users, you can speed up this process by inviting several users at once. To do that, click on the '+ Add Users' button in the User List interface and select 'Invite several users at once'.

In this interface you will need to add only basic information: first and last name, email, and permission template.

Invite Several Users

After the users are invited, you will be able to configure their personal settings in their Account Information interfaces. Click on the user in the User List and edit their account settings. For more details, refer to the Edit User Information section.

After you have added new users, you can grant permissions and assign projects they should have access to (refer to the Edit User Permissions and Assign Projects to Users sections). You can also configure user’s PTO & Sick Days settings (refer to Configure Users’ PTO & Sick Days settings)

Assign Projects to Users

actiTIME allows you to assign projects to certain users and teams. It can be done either in the Project and Customers interface (refer to Create New Project section) or in the User List under the Account Settings tab (refer to Account Settings Tab).

In the Task Hierarchy column, you can grant Manage Customers, Projects & Tasks permission to the users:

Timesheet management permissions

If you want to allow access to all projects of all customers to the user (including customers and projects that will be created in the future), choose the "All projects of all customers (active and archived)" option. Otherwise, just select a set of projects the user should have access to.

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

Configure Users’ PTO & Sick Days settings

Please note that PTO and Sick Days settings are shown in the interface only when 'PTO Balance Calculations' and ‘Sick Days Balance Calculations’ features are turned ON in the ’Turn Features On / Off’ interface.

PTO Settings tab and Sick Days Settings tab are available in the User List to view and edit users’ PTO & Sick Days configuration.

In this interface you will be able to turn the PTO & Sick days control ON/OFF, set custom PTO & Sick days accrual rules, adjust the balance, and view the PTO & Sick days balance history.

PTO settings tips
Sick days settings

Important notes on PTO settings

Available types of manual balance corrections:

Set hard balance value - same thing as if 'reset' rule has been applied.

Use this correction when you know exactly how many PTO or Sick Days the user should have on the present date.

Increase balance - same thing as if an accrual rule has been applied. The current balance of the user is increased automatically for a certain number of days (hours).

You may want to use this type of balance adjustment, when you need to compensate employee overtime hours with PTO or sick days.

Decrease balance - you can decrease the current balance of a user for a certain number of days (hours).

You may want to use this type of PTO balance adjustment for an employee, when this employee worked less time than expected in the previous period and did not create a leave time request for the missing time.

Manual corrections are always applied to the current PTO or Sick Days balance, on the day of the correction.

How editing users’ leave time affects their PTO & Sick Days balances

Users can edit leave time in the Enter Time-Track interface. This can affect user's PTO or Sick Days balance when there are no triggered 'reset' rules between the corrected leave time and present date and 'hard' balance corrections made manually:

  • Additional leave time recorded for the past dates will be subtracted from the current PTO or Sick Days balance
  • Decreased (or removed leave time) will be added (returned) to the current PTO or Sick Days balance.
PTO balance editing

When there are triggered 'reset' rules or 'hard' balance corrections made manually between the corrected leave time and present date, any leave time edits in the past will not affect the current PTO or Sick Days balance.

PTO balance calculation rules

Events that trigger changes of user's PTO or Sick Days balance changes when:

  • The user records leave time for a leave type which calculation status is set to 'PTO' or to 'Sick Days' (see Browse Leave Types section for additional information).

    When user records a leave that lasts longer than one day, the balance is changed every day. However, the history will contain only one 'accumulated' record for the related balance changes. Effective date shown for this record will be the last date of the leave.

  • One of automatic accrual rules is triggered. Supported PTO & Sick Days accrual rules are described in the PTO Balance Calculations and Sick Days Balance Calculations sections.

  • Manual correction of user's PTO or Sick Days balance is made in the User List interface.

Edit User Information

To edit user information and permissions, follow the instructions below:

  1. Select a user by clicking on their name to open the Edit User Settings interface. For information on how to get to the User List interface see section Browse User List.

    You can also select a user to edit by typing in a part of user's first, last name or username in the user selector above the table with the user list.

    User list in time tracking software
    Selecting user by name
  2. Modify user information

    Edit user account
    Edit User Settings interface

    See details on user information that you can modify in this interface in the Add New User section.

    Along with the parameters that are available in the Add User interface, the Account Information interface allows you to configure following parameters:

    • New Work Schedule

      To create new user's schedule, click 'New Schedule' link and specify workday durations in the new row that will appear.

      Work Schedule & Overtime Tracking
      Configuring new user's schedule

      Note that by default new schedule will take effect from the date of its creation. You can click on the 'from' date and change it, if needed.

    • Overtime / Undertime

      You can configure overtime settings only when 'Overtime Registration' feature is turned ON in the ’Turn Features On / Off’ interface.

      Overtime tracking settings
      Overtime/Undertime Tracking Options

      Overtime/undertime calculation mode can be one of the following:

      • Disabled - if this mode is selected, overtime/undertime is not calculated, the section for entering overtime/undertime is hidden in the user's 'Enter Time-Track' interface, the user is not shown in the Overtime report.

      • Automatic calculation, hidden from the user - if this mode is selected, the section displaying overtime/undertime is not shown in the user's 'Enter Time-Track' interface, but the user is shown in the Overtime report.

      • Automatic calculation, visible for the user - if this mode is selected, the section displaying overtime/undertime is shown in the user's 'Enter Time-Track' interface, but the user cannot modify the automatically calculated values.

      • Allow user to enter overtime/undertime manually - if this mode is selected, the section displaying overtime/undertime is shown in the user's 'Enter Time-Track' interface, and the user is allowed to enter the overtime/undertime manually.

      You can specify hourly rates in actiTIME Pro and actiTIME Online editions only

      See also sections Enter Your Time-Track for the Current Week and Overtime & Leaves Report.

  3. Submit the modifications by clicking 'Save Changes' button.

    A notification on all modifications in the user’s profile will be sent to the email specified in the user’s account information. The user can disable these notifications in their personal profile that is available upon clicking on the user’s name in the right upper corner of the actiTIME interface:

    The notification can only be enabled when email settings are configured in the General Settings interface. Otherwise, an alert will be displayed that notifications are disabled.

For more information on how to configure assigned projects, please refer to the section Assign Projects to Users.

Edit User Permissions

User permissions are used to control users’ access to actiTIME interfaces and data. There are four groups of permissions in actiTIME:

Permissions Section of User Account Settings Interface
  1. Time-Track Submission

    • Enter Time-Track

      When this permission is granted, the user is able to enter and view their time-track in the Enter Time-Track and View My Time-Track interfaces.

    • Modify & Approve Time-Track of Other Users

      When this permission is granted, the user is able to use the functionality of the Lock Time-Track and Approve Time-Track interfaces for modifying, approving and locking time-track of other users. Also the user can enter and view time-track for other users in the Enter Time-Track and View Time-Track interfaces.

    Please note that you can enter, modify, approve and lock time-track of other users if you are assigned as approver of their time-track.

  2. Hierarchy Levels Management

    • Manage Customers & Projects

      When this permission is granted, the user is able to create and manage projects and customers in Projects & Customers and Archives. This permission also provides access to Lock Time-Track interface.

    • Manage Tasks

      When this permission is granted, the user is able to create and manage tasks in the Tasks interface.

  3. Reporting

    • Generate Time Reports

      When this permission is granted, the user is able to create, modify and share time reports in the Reports interface.

      Following Time reports are available:

      • Staff Performance Report
      • Overtime Report
      • Leave Time & Balances Report
      • Time-Track in Detail Report
      • Estimated vs. Actual Time Report

      If this permission is not granted, Time Reports functionality will be completely hidden in the interface. Other users will not be able to share time reports with the user without Generate Time Reports permission.

    • Generate Cost & Billing Reports

      When this permission is granted, the user is able to create, modify and share cost and billing reports in the Reports interface.

      Following Cost & Billing reports are available:

      • Billing Summary Report
      • Invoice Export
      • Cost of Work Report
      • Profit / Loss Report

      If this permission is not granted, Cost & Billing Reports functionality will be completely hidden in the interface. Other users will not be able to share cost & billing reports with the user without Generate Cost & Billing Reports permission.

  4. User Management & Settings

    • Manage PTO & Sick Days Settings

      When this permission is granted, the PTO Settings and Sick Days Settings tabs are available for the user in the User List interface. The user can review and modify these settings.

    • Manage Accounts & Permissions

      When this permission is granted, the User Account Settings functionality is available for the user in the User List interface. The user is able to review and modify account settings of other users. This permission also provides access to Lock Time-Track interface.

    • Manage System Settings

      When this permission is granted, the Settings menu under the Cog icon is available for the user. The user is able to review and modify following settings: Turn Features On / Off, Types of Work, Leave Types, Work Schedule, Notifications, General Settings, Logo & Color Scheme, Licenses.

actiTIME allows granting pre-defined permission sets to the users by applying permission templates. Four default templates are provided:

Template permissions in timesheet

These templates allow you assigning user roles: regular user, manager, administrator etc. The roles can be used to grant and restrict access rights and permissions.

You can also edit default permissions templates or create your own ones if you need to apply custom user roles.

Update User's Password

To update user's password, follow the instructions below:

  1. Open Edit User Settings interface (see section Edit User Information).

  2. Click on the ‘Reset password’ link. A dialog box will appear:

    Reset password in timesheet
  3. Click OK to reset the password and send instructions on creating a new password to the user’s email or click Cancel to cancel password reset.

To update your own password, use the My Profile interface; please see the section below.

Modify Own Information and/or Password

Follow the instructions below to modify your password and/or contact information in the My Profile interface:

  1. Click on your name in the top right corner of actiTIME menu to open My Profile interface.

    My profile in timesheet
    My Profile interface

    You can modify only the data in the white area. The modifications of the data in the grey area can be modified by users with ‘Manage Accounts & Permissions’ permission in the User Account Settings interface.

  2. Change password if necessary.

    Click on the ‘Change Password’ field.

    Change password in timesheet

    Enter your current password in the ‘Current Password’ field. Then type your new password in the 'New Password' field and confirm it in 'Retype Password' field. When creating a password, note that it is case-sensitive.

  3. Edit your name & e-mail address

    Note that provided e-mail address should be valid. For example, address yournick@domain.com is valid, but addresses yournick.domain.com and yournick@com are invalid.

  4. Specify how you would like to start new weeks in the Enter Time-Track interface

    By default, each new week starts with an empty timesheet, and actiTIME allows you to use one of shortcuts for adding all your recent tasks from the previous week. You can change this default behavior and always keep all tasks from the previous week.

  5. Choose if you want to receive notifications on changes made to your personal account settings by disabling or enabling the 'Notify me when my personal settings change' option.

  6. Submit the modifications by clicking 'Save Changes' button or discard them by clicking ‘Cancel’ button.

Disable User Account

Users cannot be completely removed from the system if they have reported some time-track. Instead their login access can be disabled.

To disable user access to the system, follow the instructions below:

  1. Go to the Edit User Settings interface (see section Edit User Information).

  2. Change the user's Access to 'disabled'.

  3. Submit modifications by clicking 'Save Changes' button at the bottom of the interface. The system will disable login access of the selected user and show you the User List interface. You can re-enable the user's login access later, if necessary.

Enable User Account

To enable user access to the system, follow the instructions below:

  1. Go to the Edit User Settings interface (see section Edit User Information).

  2. Change the user's Access to 'enabled'.

  3. Submit modifications by clicking 'Save Changes' button at the bottom of the interface. The system will enable the login access of the selected user and show you the User List interface.

You can enable user's access and update their information simultaneously (see section Edit User Information).

Delete User

To delete a user, follow the instructions below:

  1. Go to the Edit User Settings interface (see section Edit User Information).

  2. Click 'Delete User' button. You will be asked to confirm the user deletion. If you confirm it, the system will delete the user and show you the User List page.

If you are using integrated actiTIME + actiPLANS, please note that you cannot delete the user who is the last administrator in the second product.

The 'Delete User' button is disabled, if the user cannot be deleted. You cannot delete a user who has reported any time-track data. To be able to delete the user, you will need to delete all time-track data from their account and then delete the account.

Learn how to manage departments and time zone groups.