actitime user guide · actitime collects time expenses for tasks associated with particular...

actiTIME 2.2 User Guide

With Management and Accounting Extensions

© 2011 Actimind, Inc.

actiTIME User Guide –Table of Contents v2.2 MA

© 2011 Actimind, Inc of 167

Table of Contents

1 Getting Started .................................................................................................. 6

1.1 Configure General System Settings ..................................................................... 6

1.2 Create Billing Types (optionally) .......................................................................... 7

1.3 Create Leave Types (optionally) .......................................................................... 7

1.4 Create Tasks ....................................................................................................... 7

1.5 Create User Accounts ......................................................................................... 8

2 Registration of Time Expenses ........................................................................ 9

2.1 Overview ............................................................................................................. 9

2.2 Enter Your Time-Track for the Current Week ...................................................... 9

2.3 Enter and Modify Your Time-Track for the Selected Date/Week .........................17

2.4 View Your Time-Track for a Selected Month ......................................................19

2.5 Delete Reported Time-Track ..............................................................................20

2.6 Remove Tasks From the Enter Time-Track Interface .........................................20

2.7 Complete Tasks From the Enter Time-Track Interface .......................................22

2.8 Enter and Modify Time-Track of Other Users .....................................................23

3 Locking and Unlocking Time-Track Data ...................................................... 25

3.1 Overview ............................................................................................................25

3.2 Lock Time-Track Data ........................................................................................25

3.3 Unlock Time-Track Data .....................................................................................30

4 Project & Customer Management .................................................................. 31

4.1 Overview ............................................................................................................31

4.2 Browse Active Projects and Customers ..............................................................32

4.3 Edit Project & Customer Descriptions .................................................................34

4.4 Create New Customer ........................................................................................35

4.5 Create New Project ............................................................................................36

4.6 Edit Information of Active Customers ..................................................................38

4.7 Edit Information of Active Projects ......................................................................39

4.8 Archive Projects & Customers ............................................................................41

4.9 Browse Archives .................................................................................................42

4.10 Edit Information of Archived Customers..............................................................43

4.11 Edit Information of Archived Projects ..................................................................44

4.12 Restore Projects & Customers from Archives .....................................................45

4.13 Delete Projects & Customers ..............................................................................46



5 Task Management ........................................................................................... 47

5.1 Overview ............................................................................................................47

5.2 Browse Open Tasks ...........................................................................................48

5.3 Edit Task Deadline When Browsing Open Tasks ................................................51

5.4 Edit Task Description When Browsing Open Tasks ............................................51

5.5 Create New Tasks ..............................................................................................52

5.6 View Open Task .................................................................................................57

5.7 Add and Edit Comments for an Open Task ........................................................58

5.8 Edit Open Task...................................................................................................59

5.9 Complete Tasks .................................................................................................61

5.10 Browse Completed Tasks ...................................................................................62

5.11 View Completed Task.........................................................................................64

5.12 Edit Completed Task ..........................................................................................65

5.13 Re-open Tasks ...................................................................................................67

5.14 Delete Tasks ......................................................................................................68

6 Reporting Overview ........................................................................................ 69

7 Staff Output Report ......................................................................................... 70

7.1 Report Description ..............................................................................................70

7.2 Generate Staff Output Report (HTML Format) ....................................................72

7.3 Export Report Data in CSV Format .....................................................................74

8 Time-Track In Detail Report ............................................................................ 76


8.2 Generate Time-Track In Detail Report (HTML format) ........................................79

8.3 Export report data in CSV format ........................................................................82

9 Estimated vs. Actual Time Report ................................................................. 84


9.2 Generate Estimated vs. Actual Time Report (HTML format) ...............................86


10 Overtime Report .............................................................................................. 90


10.2 Generate Overtime Report (HTML Format) ........................................................93




11 Leave Time Report .......................................................................................... 96


11.2 Generate Leave Time Report (HTML Format) ....................................................97


12 Billing Report ................................................................................................. 100

12.1 Report Description ............................................................................................ 100

12.2 Generate Billing Report (HTML Format) ........................................................... 103

12.3 Export Report Data in CSV Format ................................................................... 105

13 Cost Report .................................................................................................... 106


13.1.1 Report Sections ............................................................................................................... 106 13.1.2 Per-User Information Shown in the Report ...................................................................... 109 13.1.3 Compact and Detailed Report Formats ........................................................................... 110

13.2 Generate Cost Report (HTML Format) ............................................................. 112

13.3 Export report data in CSV format ...................................................................... 114

14 Profit/Loss Report ......................................................................................... 116


14.1.1 Report Sections ............................................................................................................... 117 14.1.2 Compact and Detailed Report Forms .............................................................................. 119

14.2 Generate Profit/Loss Report (HTML Format) .................................................... 121

14.3 Export Report Data in CSV Format ................................................................... 123

15 PDF Invoices .................................................................................................. 124

15.1 Overview .......................................................................................................... 124

15.2 Create Invoice in PDF Format .......................................................................... 128

16 Working with Report Configurations ........................................................... 132

16.1 Overview .......................................................................................................... 132

16.2 Create New Report Configuration ..................................................................... 132

16.3 Load Report Configuration ............................................................................... 133

16.4 Update Report Configuration ............................................................................ 133

16.5 Delete Report Configuration ............................................................................. 134



17 System Administration Overview ................................................................ 135

18 Billing Type Management ............................................................................. 136

18.1 Overview .......................................................................................................... 136

18.2 Browse Billing Types ........................................................................................ 136

18.3 Create New Billing Types ................................................................................. 137

18.4 Set the Default Billing Type .............................................................................. 138

18.5 Edit Billing Type ................................................................................................ 139

18.6 Change Order of Billing Types .......................................................................... 140

18.7 Delete Billing Type ........................................................................................... 140

19 Leave Type Management .............................................................................. 141

19.1 Overview .......................................................................................................... 141

19.2 Browse Leave Types ........................................................................................ 142

19.3 Create Leave Type ........................................................................................... 143

19.4 Edit Leave Type Parameters ............................................................................ 144

19.5 Change Order of Leave Types ......................................................................... 146

19.6 Delete Leave Type ........................................................................................... 146

20 User Management ......................................................................................... 147

20.1 Overview .......................................................................................................... 147

20.2 Browse System Users ...................................................................................... 148

20.3 Create New User .............................................................................................. 149

20.4 Edit User Information and Access Rights .......................................................... 154

20.5 Update User's Password .................................................................................. 157

20.6 Modify Own Information and/or Password ........................................................ 157

20.7 Disable User Account ....................................................................................... 158

20.8 Enable User Account ........................................................................................ 158

20.9 Delete User ...................................................................................................... 159

21 Management of Work Schedule and System Settings ............................... 160

21.1 Overview .......................................................................................................... 160

21.2 Configure Working and Nonworking Days ........................................................ 160

21.3 Adjust General System Settings ....................................................................... 162

actiTIME User Guide – Getting Started v2.2 MA


1 Getting Started

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 section does not describe the installation procedure. There is an

Administration Guide dedicated for this. It is assumed that you have just installed actiTIME.

Initial data setup consists of the following steps:

Configure general system settings

Create billing types (optionally)

Create leave types (optionally)

Create tasks

Create user accounts

After completion of these steps you and your colleagues will be ready to start entering time-track.

1.1 Configure General System Settings

It is recommended to start with configuring general system settings:

Name levels of the time-track hierarchy

Configure date and number formats

Configure calendar layout

Turn on/off optional features

Review the 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 Adjust General System Settings

section.



1.2 Create Billing Types (optionally)

If you are going to classify tasks using billing types, create the necessary billing types and specify billing

rates.

You can skip this step and return to creation of 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, you will have to update this association for all existing

tasks after creation of new billing types.

To create billing types follow the instructions listed in the Billing Type Management: Create New Billing

Type section.

1.3 Create Leave Types (optionally)

actiTIME supports tracking of leave time using custom leave types.

By default there are three predefined leave types named 'Time Off', 'Sick Leave', and 'Vacation'. You can

re-name the predefined 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.

You can disable leave time tracking in General System Settings.

To create leave types follow the instructions listed in the Leave Type Management: Create Leave Type

section.

1.4 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 Task Management: Create New Tasks 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.



1.5 Create User Accounts

Create accounts for your colleagues and grant them access rights 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.

Each user can be granted one or more access rights. The role executed by a user, as well as the category

a user belongs to, depends on the access rights granted to the user. There are no pre-defined user

categories (or roles) in actiTIME. You just grant a user those access rights that are necessary for his/her

everyday work, and that is all.

If you are going to track overtime, enable overtime tracking when creating user accounts. Otherwise it is

recommended to keep overtime / undertime tracking disabled because this will simplify interfaces for the

time-track submission.

If you are going to analyze project costs, specify hourly user rates.

To add new users, follow the instructions listed in the following sections:

User Management: Overview

User Management: Create New User

Now you can start collecting time expenses for the added tasks. For description of how to enter time-

track see the following sections:

Registration of time expenses: Overview

Registration of time expenses: Enter Your Time-Track for the Current Week

actiTIME User Guide – Registration of Time Expenses v2.2 MA


2 Registration of Time Expenses

2.1 Overview

Registration of time expenses consists of the following activities:

Entering & modifying personal time-track

Viewing personal time-track

Entering & modifying time-track of other users

Time-track is actiTIME's term used to refer to working time submitted and stored in the system.

To access the interfaces for entering time-track use the 'Enter Time-Track' option of the top-level menu

'Time-Track'.

To access the interfaces for browsing your time-track use 'View My Time-Track' option of the top-level

menu 'Time-Track'.

Users should have 'Enter Time-Track' access right to access interfaces for entering and modifying their

time-track and 'Modify Time-Track of Other Users' access right to be able to enter and modify time-track of

other system users. Note that the users who do not have any of these rights will not see these interfaces at

all.

Note that users who do not have 'Modify Time-Track of Other Users' access right can view the

time-track submitted by other users in the system reports (see section Reporting).

2.2 Enter Your Time-Track for the Current Week

To enter your time-track follow the instructions below:

1. Click 'Enter Time-track' option in the top-level menu 'Time-Track' to open the Enter Time-Track

interface.

The interface will be pre-set to the current week. If there is some time-track stored for the current

week, it will be shown in the interface.

Note that every time you open the interface Enter Time-Track using actiTIME menu it

(interface) is pre-set to the current week.



Figure 2-1 Enter Time-Track interface with no tasks selected

2. Select tasks to enter time-track for.

You can choose some of existing tasks or create new tasks, if you have "Manage Tasks" access right.

To add some of existing tasks:

1. Click 'Insert existing tasks' link above the table. This will open 'Insert Existing Tasks to the Enter

Time-Track Page' pop-up window. By default this window will show all open tasks available for

you.

Figure 2-2 Insert Existing Tasks to the Enter Time-Track Page pop-up window

2. If this list contains too many tasks, you can filter tasks by customers, projects, and/or task names.



To filter tasks by customers and projects, select customers and/or projects you are working on in

the customer and project selector:

Figure 2-3 Selector of Customers and Projects

To filter tasks by task names enter the first letters of the words contained in task names in the

'Filter Tasks by Name' field. For example, you may enter 'des' to find tasks containing word

'design' in their names.

Note that in this case task list will also contain tasks with words 'destination', 'description',

'desired', etc. To narrow the search results enter more letters of the words to find.

You can specify more than one keyword in the 'Filter Tasks by Name' field. In this case

the system will show the tasks which names contain all the specified words.

3. Select tasks you want to enter time-track for by setting the corresponding checkboxes.

4. Click 'Add Selected Tasks to the List' button. This will show the selected tasks in the Enter Time-

Track interface and close the pop-up window.



To create new tasks:

Only users who have the "Manage Tasks" access right can create new tasks.

1. Click 'Create new tasks' link above the table. This will open 'Create New Tasks' pop-up window.

Figure 2-4 Create New Tasks pop-up window

2. Enter parameters of the tasks to create (see section Task Management: Create New Tasks for

more information).

3. Click 'Create Tasks' button. This will create new tasks, add them to the Enter Time-Track

interface, and close the pop-up window.

Tasks added to the Enter Time-Track interface will be available for entering time-track until they are

completed or until you remove them from the list (see section Remove Tasks from the Enter Time-

Track Interface for more information).

Note that you do not have to select tasks each time you are going to enter some time-track.

When you open this interface again, the selected tasks will be automatically shown ready for

entering time.



3. Enter the time spent on the selected tasks.

When tasks for entering time-track are selected, the

interface shows you a table with columns that

correspond to the days of week, and rows that

correspond to the selected tasks. To track the time

spent for a task on a particular date, enter the time into

the corresponding cell.

Figure 2-5 Enter Time-Track interface with some tasks selected,

overtime tracking is disabled

You can enter working time for

future dates with Accounting

Extension only



Figure 2-6 Enter Time-Track interface with some tasks selected,

overtime tracking is enabled

The time can be entered in two formats:

In HH:MM format, where HH means hours and MM means minutes.

In this format, 2 hours and 30 minutes should be entered as '2:30'.

Note that if you enter '2:5', this will be interpreted as '2:05'.

In the decimal format (##.##), where ##.## means a number of hours.

In this format, 2 hours and 30 minutes should be entered as '2.5'.

In both formats whole hours can be entered as HH. For example, 8 hours can be entered as '8', or as

'8:00', or as '8.0'.

You can enter working time for future dates only when the corresponding feature is enabled in

the system settings (see section Adjust General System Settings for more information).

Note that 'Week Total' row shows total time reported for the week as well as total time reported

for each day of the week.



4. Enter comments for the selected tasks.

To enter a comment on a task for a particular date click an icon located in the corresponding cell. This

will open the pop-up window for entering comments:

Figure 2-7 Pop-up window for entering comments

Enter a comment and click 'OK' button. If you decided not to add a new comment click 'Cancel'

button.

Note that comments (as well as spent time) are stored in the system only when you submit

them by clicking 'Save Changes' button. If you enter some comments and then leave the

interface without saving time-track, all your modifications will be lost.

5. Enter leave time for the selected days (optionally).

To enter leave time for a particular date click a cell under this date in the header of the table with time-

track information. This will open the panel for entering leave time:

Figure 2-8 Panel for entering leave time

Select leave type in the drop-down, enter leave time, and click 'OK' button to close the panel. If you

decided not to enter leave time, click 'Cancel' button.

For each day you can enter time for one leave type only.



Only planned leaves are available for time entry for future dates. If there are no planned leaves

registered in the system, option for entering leave time for future dates will be disabled.

Note that information on leave time is stored in the system only when you submit it by clicking

'Save Changes' button. If you leave the Enter Time-Track interface without saving the

changes, all your modifications will be lost.

6. Enter overtime/undertime for the selected days (optionally).

This step is available only for the users with enabled overtime/undertime tracking whose

overtime/undertime calculation mode is set to 'Allow user to enter overtime/undertime

manually'.

Figure 2-9 Overtime/undertime section of 'Enter Time-Track' interface,

user is allowed to enter overtime/undertime

If overtime/undertime tracking is enabled and you are allowed to enter overtime/undertime information

manually, you can specify overtime/undertime in addition to the spent time.

When undertime tracking is turned OFF in the general system settings, the system collects

overtime information only. So the Enter Time-Track interface will show (and allow to enter)

overtime information only.

There are two ways how you can enter overtime/undertime for a day:

1. Enter overtime/undertime manually in the format HH:MM or in the format ##.##.

Positive entered values are considered as overtime. Negative entered values are considered as

undertime.

If entered overtime/undertime value differs from the automatically calculated value, it is marked

with an exclamation icon.

2. Click an icon above the corresponding overtime field to calculate overtime/undertime

automatically. This will fill in the corresponding overtime field with 'auto' value.

Click the question mark icon shown next to the field to view the auto-calculated value.

Rules applied when calculating overtime/undertime automatically are described in the section

Reporting: Overtime & Leaves Report: Report Description.



Note that overtime value cannot be greater than hours worked reported for the corresponding

date.

By default overtime/undertime fields are filled in with 'auto' value. If overtime/undertime is not specified

it is considered to be 0:00.

7. Complete the tasks you have finished working on. See section Complete Tasks from the Enter

Time-Track Interface for more information.

You can complete tasks only if you have 'Manage Tasks' access right.

On time task completion will help you to shorten your task list shown in Enter Time-Track

interface.

When you are ready, save the time-track by clicking 'Save Changes' button at the bottom of the

interface. The system will store the entered time and show you the Enter Time-Track interface with a

confirmation message.

2.3 Enter and Modify Your Time-Track for the Selected Date/Week

To modify your time-track for the selected date/week follow the instructions below:

1. Select a week to modify time-track for

There are two ways to do that:

1. Select the week in the Enter Time-Track interface using the calendar in the top right corner of the

page. Clicking a date in the calendar selects the week this date belongs to.

See section Enter Your Time-Track for the Current Week for information on how to get to Enter

Time-Track interface.

2. Click the date to modify the time-track for on the View My Time-Track interface. This will open the

Enter Time-Track interface pre-set to the week this date belongs to.

See section View Time-Track for a Selected Month for information on how to get to the View My

Time-Track page.

Interface Enter Time-Track will show the time reported for the days of the selected week. The time-

track reported for open tasks will be editable. The time-track reported for completed tasks as well as

time-track reported for locked dates will not be editable.

2. Modify the time-track data reported for the open tasks. If necessary, you can add the tasks to enter

time-track for to the interface.

For the description of how to select tasks to enter time-track for and how to enter time-track see the

section Enter Your Time-Track for the Current Week.

If you want to delete some previously reported time-track, just clear the time reported for the task on

the corresponding date.



Note that the time reported for completed tasks and locked dates cannot be modified.

If you need to modify time-track for a completed task, re-open this task before doing the time-

track modification (see section Re-open Tasks for more information).

If you need to modify time-track for a locked date, unlock this date before doing the time-track

modification (see section Unlock Time-Track History for more information).

3. Enter new and modify existing comments reported for open tasks.

To enter/edit a comment for a task for a particular date click an icon located in the corresponding cell.

This will open a pop-up window for entering comments.

Enter a comment and click 'OK' button. To discard the modifications click 'Cancel' button.

Note that comments (as well as spent time) are stored in the system only when you submit

them by clicking 'Save Changes' button. If you enter some comments and then leave the

interface without time-track submission, all your modifications will be lost.

4. Update leave time information (optionally).

To enter leave time for a particular date click a cell under this date in the header of the table with time-

track information. This will open the panel for entering leave time.

Enter or edit leave time for the selected date and click 'OK' button to close the panel. To discard the

modifications click 'Cancel' button.

For each day you can enter time for one leave type only.

Note that information on leave time is stored in the system only when you submit it by clicking

'Save Changes' button. If you leave Enter Time-Track interface without saving the changes, all

your modifications will be lost.

5. Update overtime/undertime for the days with updated time-track data (optionally).

If overtime tracking is enabled and you are allowed to enter overtime/undertime information manually,

you can specify overtime in addition to the spent time. See the section Enter your time-track for the

current week for information on how to do that.

Note that overtime/undertime values are not updated automatically when you update time

spent for open tasks.

If overtime/undertime value specified for a day differs from the automatically calculated value,

it is marked with an exclamation mark. However all overtime modifications you should do by

yourself.

If overtime/undertime is not specified it is considered to be 0:00.

6. When you are ready, save your modifications by clicking 'Save Changes' button at the bottom of

the interface. The system will store the entered time and show you the Enter Time-Track interface with

a confirmation message.



2.4 View Your Time-Track for a Selected Month

To view your time-track data stored in actiTIME follow the instruction below:

Click 'View My Time-track' option in the top-level menu 'Time-Track' to open the View My Time-Track

interface.

Figure 2-10 View My Time-Track interface

By default the interface shows the time-track reported for the current month on by-date basis. The dates

are sorted in the reverse chronological order. The topmost date is either today or the latest date with the

entered leave time.

For each date time-track is shown on a by-task basis. If some time is reported for a task on a date, the

interface will present you the following information about this task:

Task name

Name of the customer the task belongs to

Name of the project name the task belongs to

Time reported for the task

Comments reported for the task

The dates are clickable. Clicking a date opens the Enter Time-Track interface allowing to modify the time-

track reported for the corresponding date. For more information see section Enter and Modify Your Time-

Track for the Selected Date/Week.

To view your time-track reported for a past month use the drop-down located near the interface title.



Figure 2-11 Month Selector

Printable version of View My Time-Track interface has a placeholder for signature.

2.5 Delete Reported Time-Track

If you want to delete your time-track reported for a task on some date, open the Enter Time-Track interface

for the corresponding week and clear the time reported for the task on this date.

Note that you cannot delete time and comments reported for the completed tasks as well as time

and comments reported for the locked dates.

For more information about modification and deletion of submitted time-track see the following sections:

Enter and Modify Your Time-Track for the Selected Date/Week

Enter and Modify Time-Track of Other Users

2.6 Remove Tasks From the Enter Time-Track Interface

Removing tasks from the Enter Time-Track interface does not mean their deletion from the

system.

Tasks removed from the Enter Time-Track interface will be kept in the system, so you will be

able to add them to the Enter Time-Track interface again.

To remove tasks from the Enter Time-Track interface follow the instructions below:

1. Select the tasks you want to remove.

Select the tasks you want to remove - click on the 'Hide Row' link located to the right of the task row to

remove.



Figure 2-12 'Hide Row' Menu Option

(when you have 'Manage Tasks' access right)

The selected task will be marked for removal:

Figure 2-13 Tasks Marked for Removal

Note that when you do not have 'Manage Tasks' access right, 'Complete' link is not shown in

the interface.

2. Click the 'Save Changes' button at the bottom of the interface. The system will save all your time-track

modifications and remove the selected tasks from the interface.

If there is some time-track data entered for the selected week for the task to remove, the

system will delete this time-track data when removing the selected tasks from the interface.

However please note that time-track data reported for this task for other weeks will be kept.

Note that you cannot manually remove completed tasks from the Enter Time-Track interface. Instead the

system automatically hides completed tasks when the selected week does not contain any time-track

reported for them. See also section Task Management: Complete Tasks.

Also you cannot manually remove tasks from the Enter Time-Track interface when there is locked time-

track reported for them for the currently selected week. To remove these tasks from interface select a

week which does not contain locked time-track.



2.7 Complete Tasks From the Enter Time-Track Interface

If you have 'Manage Tasks' access right, you can complete and re-open tasks directly from the

Enter Time-Track interface.

To complete tasks from the Enter Time-Track interface follow the instructions below:

1. Select the tasks you want to complete.

To do that click on the 'Complete' link located to the right of the task row.

Figure 2-14 'Complete Task' Button

The selected task will be marked for completion:

Figure 2-15 Tasks Marked for Removal

2. Click 'Save Changes' button at the bottom of the interface. The system will save all your time-track

modifications and complete the selected tasks.

Figure 2-16 Completed Task

Time and comments reported for the completed tasks will become not editable. If there is no time

reported for a completed task for the selected week, this task will automatically disappear from the

page.



Tasks completion date will be set to the date of the last time-track reported for each task. If no time

and comments were reported for a task, it will be marked as completed directly on the date of the

completion.

In case you need to re-open a completed task, shown on the Enter Time-Track interface, select the task

to re-open and click on the 'Re-open' link located to the right of the task row.

Figure 2-17 'Re-open Task' Button

If you have 'Manage Tasks' access right, but do not have 'Manage Customers & Projects'

access right, you will be able to re-open completed tasks from the active projects only.

To re-open completed tasks from archived projects you should have both 'Manage Tasks' and

'Manage Customers & Projects' access rights.

2.8 Enter and Modify Time-Track of Other Users

If you have 'Modify Time-Track of Other Users' access right, you can modify other users' time-track in the

Enter Time-Track interface.

To enter and modify time-track for a user follow the instructions below:

1. Select the user whose time-track you would like to modify in the drop-down list on the top of 'Enter

Time-Track' interface. See section Enter Your Time-Track for the Current Week for information on

how to access this interface.

The drop-down with user list is shown in the interface only when you have 'Modify Time-Track

of Other Users' access right.

Figure 2-18 The drop-down with user list on the top of the 'Enter Time-Track' interface



Once you have selected a user, actiTIME will reload the interface with her time-track for the selected

week.

Note the different interface colors indicating that you are modifying time-track and comments

for another user.

Figure 2-19 The 'Enter Time-Track' interface after you have selected a user

2. Now you can enter and modify time-track for the selected user similarly to the way you enter and

modify your own time-track. For more information see the following sections:

Enter Your Time-Track for the Current Week

Enter and Modify Your Time-Track for the Selected Date/Week

View Your Time-Track for a Selected Month

Delete Reported Time-Track

Remove Tasks from the Enter Time-Track Interface

Complete Tasks from the Enter Time-Track Interface

3. To return to your time-track click the 'Back to my time-track' link in the top part of the interface or

select the 'Me' option in the drop-down with user list.

actiTIME User Guide – Locking and Unlocking Time-Track Data v2.2 MA


3 Locking and Unlocking Time-Track Data

3.1 Overview

You can protect reported time expenses from modification by locking the selected time periods for the

selected users. Time-track reported for a locked time period becomes not modifiable for all system users.

This function is useful when you need to create various reports for your management and

clients:

Billing reports and invoices issued for your customers;

Project status reports prepared for your management;

Tax and audit reports for tax authorities;

etc.

In case you need to modify locked time-track data, you can unlock any locked day, modify the time-track,

and then lock the modified time-track again.

There are two (2) access rights defined for locking and unlocking the time-track:

Manage Customers & Projects

Manage Users

You should have at least one of these access rights to be able to lock and unlock time-track data.

To access the interface for locking and unlocking time periods use 'Lock Time-Track' option of the top-level

menu 'Time-Track'.

3.2 Lock Time-Track Data

To lock time-track data follow the instruction below:

1. Select 'Lock Time-Track' option in the top-level menu 'Time-Track' to open Lock Time-Track

interface.

To access Lock Time-Track interface you must have one of the following access rights:


Manage Users

Locking and unlocking of time-

track history is available with

Management or Accounting

Extension only



Figure 3-1 Lock Time-Track interface

By default the interface shows you information for all system users for the current and previous

weeks:

Numbers shown in the table represent the total time reported by users for the corresponding

days, including working time and leave time:

Total Time = Working Time + Leave Time

Background color of the cells represents the locking status of the corresponding days:

Cells with gray background represent locked days

Cells with white background represent unlocked days

Striped cells represent the future dates that cannot be locked in advance

Note that users with disabled access are shown at the end of the list



2. Select date range and users to view (optionally)

You can choose one of the preconfigured date ranges or specify a custom date range:

Figure 3-2 Date range selector

By default the interface shows information for all system users, however you can choose to view

only selected ones, for example, members of your workgroup.

Figure 3-3 User selector

actiTIME automatically saves parameters of the user filter and will pre-set them the next

time you open Lock Time-track interface.



Click 'Apply Filter' button after configuring date range and user filter. actiTIME will reload the interface

with filter parameters applied.

3. Review time-track to lock

Click on the user name to view detailed information on working and leave time reported by this user

for the selected date range:

Figure 3-4 Detailed time-track information



4. Lock the selected time-track records

There are several ways to lock data in the Lock Time-Track interface:

1. Click on a cell with unlocked data - this will lock the selected day for the selected user.

Figure 3-5 Locking one selected day for one selected user

2. Click-n-drag to select more than one cell to lock, then choose 'Lock Selected' option from the

showed up menu.

Figure 3-6 Locking one selected day for one selected user

3. You can lock a date or date range for all selected users

Figure 3-7 Locking selected dates



This operation locks records of all selected users - including the ones not shown on the

current page (when list of users is shown on more than one page).

4. You can lock time-track of all selected users till the selected date

Figure 3-8 Locking all dates till the selected one

This operation is useful when you need to be sure that all data in the past is locked.

Time-track reported for the locked time period becomes not modifiable for all system users. See section

Unlock Time-Track for information how to unlock the locked time periods.

3.3 Unlock Time-Track Data

Interface Lock Time-Track allows you to unlock any selected date for any selected user to address the

cases when locked data needs to be corrected.

Process of unlocking time-track data is similar to the process of locking it:

To unlock one day for one user - just click on the corresponding cell in the table.

To unlock more than one day for one user - select the data you want to unlock and then choose

the 'Unlock' option in the showed up menu.

actiTIME User Guide – Project & Customer Management v2.2 MA


4 Project & Customer Management

4.1 Overview

Project & Customer management includes the following activities:

Browse Active Projects and Customers

Edit Project & Customer Descriptions

Create New Customer

Create New Project

Edit Information of Active Customers

Edit Information of Active Projects

Archive Projects & Customers

Browse Archives

Edit Information of Archived Customers

Edit Information of Archived Projects

Restore Projects & Customers from Archives

Delete Projects & Customers

Note that in User Guide the default names for the time-track hierarchy levels are used:

Top level: 'Customer'

Middle level: 'Project'

Time entry level: 'Task'

You can change the default names of the hierarchy levels in the general system settings. See the

Adjust General System Settings section for more information.

To access the interfaces for Project and Customer Management use top-level menu option 'Tasks'.

There are three (3) access rights defined for Project and Customer Management:


Manage Tasks

Enter Time-Track

Users who have 'Manage Customers & Projects' access right can access all system interfaces related to

task, project, and customer management. Grant this access right to those users who are responsible for

customer & project management in your organization. For example, you can grant them to project

managers.

Users who have 'Manage Tasks' access right can create and modify tasks in the active projects assigned

to them. Grant this access right to those users who should be able to create tasks by themselves.

Users who have 'Manage Customers & Projects' access right always have 'Manage Tasks' access

right.



Users who have 'Enter Time-Track' access right only are allowed to browse tasks and modify task

comments, but are not allowed to modify other task information. Moreover such users will not see the

project & customer management interfaces at all.

Note that users having none of these access rights will not see any of the task, project & customer

management interfaces.

See User Management section for information on how to grant access rights to system users.

4.2 Browse Active Projects and Customers

Select option 'Projects & Customers' in the 'Tasks' top-level menu to open the interface Active Projects &

Customers.

Figure 4-1 Active Projects & Customers interface

By default this interface lists all active customers and projects registered in the system. The list is sorted

alphabetically by customer name and then by project name.

If you want to browse projects related to a particular customer, select this customer in the top part of the

interface and then click 'Show' button.



Active Projects & Customers interface provides you with brief description of active projects and customers.

For each customer/project this information includes:

Customer/Project name

Clicking a customer name opens Edit Customer Information interface (see section Edit

Information of Active Customers). Clicking a project name opens Edit Project Information

interface (see section Edit Information of Active Projects).

Customer/Project description icon

Clicking a customer/project description icon opens a pop-up window for editing description of the

corresponding customer/project.

Number of users assigned to the project

This number includes the users who have access to all projects in the system.

Link 'add project' for adding new project to the customer

Clicking this link opens Create New Project interface (see section Create New Project for more

information).

Link 'add tasks' for adding new tasks to the project

Clicking this link opens Create New Project interface (see section Create New Tasks for more

information).

Number of open tasks

Number of open tasks shown for a customer is the total quantity of open tasks calculated through

all projects related to this customer.

Clicking a number of open tasks opens Open Tasks interface listing open tasks related to the

corresponding customer/project.

Number of completed tasks

Number of completed tasks shown for a customer is the total quantity of completed tasks

calculated through active projects related to this customer.

Note that this number does not include completed tasks of archived projects related to this

customer.

Clicking a number of completed tasks opens Completed Tasks interface listing all completed

tasks related to the corresponding customer/project.

Spent time reported for the customer/project

Spent time reported for a customer is calculated through the active projects related to this

customer.



Note that spent time shown for a customer does not include the time reported for archived

projects related to this customer.

Option for deleting or archiving customer/project

See section Archive Projects & Customers for information on how to archive selected projects

and customers. See section Delete Projects & Customers for information on how to delete

selected projects and customers.

When there are more than 10 active customers a pager appears.

You can switch pages by clicking the links under the customer/project list. To change the number of

customers simultaneously shown on one page select the corresponding option in the 'Show XX customers

on a page' drop-down under the list.

If you do not want the projects to be shown in the interface, unselect 'Show projects' checkbox in the top

part of the interface and then click 'Show' button. After that the interface will list customers only.

4.3 Edit Project & Customer Descriptions

You can edit project & customer descriptions directly in the list of active projects and customers. For

information on how to get to the Active Projects & Customers interface see section Browse Active Projects

and Customers.

To edit a description follow the instructions below:

1. Click the description icon shown next to the name of the corresponding customer/project. This will

open a pop-up window for editing the description:

Figure 4-2 Pop-up window for editing description

2. Enter (or edit) the description. Size of description shall be less than 2000 characters.

3. Click 'OK' button to save the entered description.

If you decided not to modify the selected description, click the 'Cancel' button. The system will discard the

modifications and close the pop-up window.



4.4 Create New Customer

You can create new customers simultaneously with adding new tasks. See section Create

New Tasks for more information on how to do that.

To create a new customer from Active Projects & Customers interface follow the instructions below:

1. Click 'Create New Customer' button on Active Projects & Customers interface to open Create New

Customer interface. For information how to get to the Active Projects & Customers interface see

section Browse active projects and customers.

Figure 4-3 Create New Customer interface

2. Enter customer information. The information in the fields marked with a red asterisk is mandatory.

Information that can be specified for a new customer includes:

Customer name

Customer name shall be unique among the registered customers. Verification of uniqueness is

case-insensitive. So customer names 'Actimind, Inc' and 'actimind, inc' will be considered as the

same.

Description

Size of customer description shall be less than 2000 characters.

3. Select what you are going to do after registering this customer.

The available options are:



Browse list of active projects and customers

Create a new project for this customer

Add more customers

4. When you are ready, submit the page by clicking 'Create Customer' button at the bottom of the

interface.

The system will register a new customer with the specified parameters and show you an interface

according to your selection.

If you decided not to register a new customer, click 'Cancel' button at the bottom of the page. The system

will discard all the information entered in the interface and show you Active Projects & Customers

interface.

4.5 Create New Project

You can create new projects simultaneously with adding new tasks. See section Create New Tasks

for more information on how to do that.

To create a new project from Active Projects & Customers interface follow the instructions below:

1. Open Create New Project interface.

There are two ways how you can do that starting from Active Projects & Customers interface:

Click 'Create New Project' button located in the top part of the interface

The customer selected in the top part of Active Projects & Customers interface before the click

will be automatically pre-selected in the Create New Project interface.

Find a customer you want to register a new project for and click 'add project' link shown next to

the customer name.

The corresponding customer will be automatically pre-selected in the Create New Project

interface.

For information on how to get to the Active Projects & Customers interface see section Browse Active

Projects and Customers.



Figure 4-4 Create New Project interface

2. Select a customer to register a new project for.

In most cases customer will be pre-selected automatically. However, you can change it if you need.

3. Enter project information. The information in the fields marked with a red asterisk is mandatory.

Information that can be specified for a new project includes:

Project name

Project name shall be unique among the projects registered for the selected customer.

Verification of uniqueness is case-insensitive. So project names 'Corporate Web Site' and

'corporate web site' will be considered as the same.

Description

Size of project description shall be less than 2000 characters.



Project team

Select users that should have access to this

project tasks

Note that users having access rights "Manage Users" and/or "Manage Customers &

Projects " always have access to all projects of all customers

4. Select what you are going to do after registering this project.

The available options are:

Browse list of active projects and customers

Add tasks to this project

Add more projects

5. When you are ready, submit the page by clicking 'Create Project' button at the bottom of the interface.

The system will create a new project, associate it with the selected customer, and show you an

interface according to your selection.

If you decided not to create a new project, click 'Cancel' button at the bottom of the page. The system will

discard all the information entered in the interface and show you Active Projects & Customers interface.

4.6 Edit Information of Active Customers

To edit information of an active customer follow the instructions below:

1. Click a customer name on the Active Projects & Customers page to open Edit Customer Information

interface. For information on how to get to the Active Projects & Customers interface see section

Browse Active Projects and Customers.

2. Modify customer information. The fields marked with a red asterisk are mandatory.

Customer information that can be modified includes:

Customer name

Customer name shall be unique among the registered customers. Verification of uniqueness is

case-insensitive. So customer names 'Actimind, Inc' and 'actimind, inc' will be considered as the

same.

Description

Size of customer description shall be less than 2000 characters.

You can assign project teams with

Management Extension only



Figure 4-5 Edit Customer Information interface

3. If you are going to archive this customer, select 'Archive this customer after saving changes'

checkbox.

4. Submit the modifications by clicking 'Save Changes' button at the bottom of the page. The system will

save your modifications and show you Active Projects & Customers interface.

If you selected to archive the selected customer, it will be archived along with all its projects. If

customer projects contain open tasks, these tasks will be automatically marked as completed.

Customers and projects that were archived can be browsed on the Archived Projects &

Customers interface (see section Browse Archives).

If you decided not to edit the selected customer, click 'Cancel' button at the bottom of the page. The

system will reject all modifications of customer information and show you Active Projects & Customers

interface.

4.7 Edit Information of Active Projects

To edit project information follow the instructions below:

1. Click a project name on the Active Projects & Customers interface to open the Edit Project Information

interface. For information on how to get to the Active Projects & Customers interface see section

Browse Active Projects and Customers.



Figure 4-6 Edit Project Information interface

2. Modify project information. All the fields marked with a red asterisk are mandatory.

Project information that can be modified includes:

A customer the project is associated with

By changing the project customer you can move the selected project between the registered

customers.

The list of available customers contains active customers only. So you cannot associate

an active project with an archived customer. To associate active projects with an archived

customer you should restore the customer from archives (see section Restore Projects &

Customers from Archives).



Project name

Project name shall be unique among all projects registered for the selected customer (active and

archived). The check for uniqueness is case-insensitive. So project names 'Corporate Web Site'

and 'corporate web site' will be considered as the same.

Description

Size of project description shall be less than

2000 characters.

Project team - users that should have access to

the this project tasks

Note that users having access rights "Manage Users" and "Manage Customers & Projects"

always have access to all projects of all customers.

3. If you are going to archive this project, select 'Archive this project after saving changes' checkbox.


save your modifications and show you Active Projects & Customers interface.

If you selected to archive the selected project, all open tasks associated with this project will

be automatically marked as completed.

Customers and projects that were archived can be browsed on the Archived Projects &

Customers interface (see section Browse Archives).

If you decided not to edit the selected project, click 'Cancel' button at the bottom of the page. The system

will reject all modifications of the project information and show you the Active Projects & Customers

interface.

4.8 Archive Projects & Customers

To archive one or several projects and/or customers follow the instructions below:

1. Go to Active Projects & Customers interface (see section Browse Active Projects and Customers for

information on how to get to this page).

2. Select projects and customers to archive. To do that set corresponding checkboxes in the rightmost

table column.

When you select a customer to archive, customer's projects are automatically selected along

with the customer.

If you want to select all customers and projects shown on the page, click the 'All' link in the header of

'Select Customers & Projects' column.

You can assign project teams with




If you want to unselect all selected customers and projects, click 'None' link in the header of 'Select

Customers & Projects' column.

3. Click 'Archive Selected' button at the bottom of the page. The system will archive the selected

customers and projects and show you Active Projects & Customers interface.

All open tasks of the projects selected for archiving will be automatically marked as completed.

Customers and projects that were archived can be browsed on the Archived Projects & Customers

interface (see section Browse Archives for information on how to get to this page).

4.9 Browse Archives

Select option 'Archives' in the top-level menu 'Tasks' to open the Archived Projects & Customers interface.

By default this interface shows all archived customers and projects. The list is sorted alphabetically by

customer name and then by project name.

Figure 4-7 Archived Projects & Customers interface

If you want to browse projects related to a particular customer, select this customer in the top part of the

interface and then click 'Show' button.

Archived Projects & Customers interface provides you with brief description of archived projects and

customers. For each customer/project this information includes:

Customer/Project name

Clicking a customer name opens Edit Customer Information interface (see section Edit

Information of Archived Customers).



Clicking a project name opens Edit Project Information interface (see section Edit Information of

Archived Projects).

An archived project can be associated with an active customer. In this case word 'active'

is shown in brackets after the customer name.

Customer/Project description icon

To view the description of the corresponding customer/project, click on a customer/project

description icon.

Number of users assigned to the project

This number includes the users who have access to all projects in the system.

Number of completed tasks

Number of completed tasks shown for a customer is calculated through archived projects

only.

Spent time reported for the customer/project

Spent time shown for an active customer is calculated through archived projects only.

Option for restoring customer/project from archives or deleting it

See section Restore Projects & Customers from Archives for information on how to restore

selected projects and customers from archives.

See section Delete Projects & Customers for information on how to delete selected projects and

customers.

When there are more than 10 archived customers a pager appears.

You can switch pages by clicking the links under the customer/project list. To change the number of

customers simultaneously shown on one page select the corresponding option in the 'Show XX customers

on a page' drop-down under the list.

If you do not want the interface to show projects, unselect 'Show projects' checkbox in the top part of the

interface and then click 'Show' button. After that the interface will list customers only.

See also section Browse Active Projects and Customers.

4.10 Edit Information of Archived Customers

Editing information of archived customers is similar to editing information of active customers. The only

difference is that you should select a customer to edit on the Archived Projects & Customers interface.



Figure 4-8 Edit Customer Information interface (for an archived customer)

See section Browse Archives for information on how to get to the Archived Projects & Customers interface.

See section Edit Information of Active Customers for the detailed description of editing customer

information.

If you select option to restore the customer from archives, the system will restore customer after

saving changes. However all customer projects will be kept archived.

4.11 Edit Information of Archived Projects

Editing information of archived projects is similar to editing information of active projects. The only

difference is that you should select a project to edit on the Archived Projects & Customers interface.

See section Browse Archives for information on how to get to the Archived Projects & Customers interface.

See section Edit Information of Active Projects for the detailed description of editing project information.

In contrary to the active projects you can move archived projects between all customers registered

in the system - active and archived.



Figure 4-9 Edit Project Information interface (for an archived project)

4.12 Restore Projects & Customers from Archives

To restore one or several projects and/or customers from archives follow the instructions below:

1. Go to Archived Projects & Customers interface (see section Browse Archives for information on how

to get to this page).

2. Select projects and customers to restore. To do that select corresponding checkboxes in the rightmost

table column.

When you select a project to restore, the project's customer is automatically selected along

with the project (if this customer is not already active).

If you want to select all customers and projects shown on the page, click 'All' link in the header of




If you want to unselect all selected customers and projects, click 'None' link in the header of the


3. Click 'Restore Selected From Archives' button at the bottom of the page. The system will restore the

selected customers and projects from archives and show you Archived Projects & Customers

interface.

Customers and projects that were restored from archives can be browsed on the Active Projects &

Customers interface (see section Browse Active Projects and Customers for information on how to get to

this page).

4.13 Delete Projects & Customers

To delete one or several projects and/or customers follow the instructions below:

1. Select projects and customers to delete either in the Active Projects & Customers or in the Archived

Projects & Customers interface. To do that set corresponding checkboxes in the rightmost table

column.

If you want to select all customers and projects shown on the page, click 'All' link in the header of


If you want to unselect all selected customers and projects, click 'None' link in the header of 'Select

Customers & Projects' column.

2. Click 'Delete Selected' button at the bottom of the page. The system will delete the selected

customers and projects along with all their tasks and time-track reported for them.

Be careful when deleting customers and projects. This action cannot be undone.

When you delete a project with tasks and reported time-track, all this information is deleted

permanently. After deletion it will no longer be available in the system reports.

actiTIME User Guide – Task Management v2.2 MA


5 Task Management

5.1 Overview

Task management includes the following activities:

Browse Open Tasks

Edit Task Deadline When Browsing Open Tasks

Edit Task Description When Browsing Open Tasks

Create New Tasks

View Open Task

Add and Edit Comments for an Open Task

Edit Open Task

Complete Tasks

Browse Completed Tasks

View Completed Task

Edit Completed Task

Re-open Tasks

Delete Tasks

Note that in User Guide the default names for the time-track hierarchy levels are used:

Top level: 'Customer'

Middle level: 'Project'

Time entry level: 'Task'

You can change the default names of the hierarchy levels in the general system settings. See the

Adjust General System Settings section for more information.

To access the interfaces for Task Management use top-level menu option 'Tasks'.

There are two (2) access rights defined for Task Management:

Manage Tasks

Enter Time-Track

Users who have 'Manage Tasks' access right can create and modify tasks in the active projects

assigned to them. Grant this access right to those users who should be able to create tasks by

themselves.

Users who have 'Enter Time-Track' access right only are allowed to browse tasks and modify task

comments, but are not allowed to modify other task information. Moreover such users will not see the

project & customer management interfaces at all.



Note that users having none of these access rights will not see any of the task, project & customer

management interfaces.

See User Management section for information on how to grant access rights to system users.

5.2 Browse Open Tasks

When you click on the 'Tasks' option in the top-level menu, the system shows Open Tasks interface with

all the tasks currently open. To get to this interface from the customer and project management pages,

select 'Open Tasks' option in the second-level menu.

Figure 5-1 Open Tasks interface



If you want to browse open tasks that are associated with specific customers and/or projects, select

the corresponding customers and projects in the filter located above the task list:

Figure 5-2 Filter by Customers and Projects

Select checkbox near a customer name to get all open tasks of all active projects of this customer

When you select a customer all its projects are automatically selected. When you de-

select a customer, selection is cleared from all customer projects as well.

Select checkbox near a project name to get all tasks that are currently open for the selected

project.

To select all customer projects but one, select the corresponding customer and then

unselect the project you do not want to view.

In addition to filtering tasks by customers and projects, you can filter tasks by words contained in their

names.

To filter tasks by words contained in task names enter the first letters of these words in the 'Filter

Tasks by Name' field. For example, you may enter 'des' to find tasks containing word 'design' in

their names.



You can specify more than one keyword in the 'Filter Tasks by Name' field. In this case

the system will show the tasks which names contain all the specified words.

After you configured the filter, click 'Apply Filter' button.



Open Tasks interface provides you with brief description of open tasks. For each of the tasks shown this

information includes:

Customer the task is associated with

Project the task is associated with

Task name

Task description icon

Task deadline

Time-Track Summary

o Date of the last time-track submission

o Total time spent on the task

o Time estimate specified for the task

o Variance between estimated and spent time

Option for completion or deletion of the task

Variance between estimated and spent time is calculated as:

<Variance> = <Time Estimate> - <Spent Time>

When spent time is less than time estimate, variance is positive and means remaining time. When spent

time is greater than time estimate, variance is negative and means extra time spent for the task.

If time estimate is not shown for a task, this means that this task does not have an estimate.

Total time spent on the task as well as date of the last time-track submission may be hidden in

the interface if option 'Do not display reported time and comments of other users on pages

with detailed task information' is set in the system settings. See Adjust General System

Settings section for more information.

Task names, deadlines, and description icons are clickable:

Clicking a task name opens View Open Task interface.

Clicking a deadline opens a pop-up window for editing the deadline.

Clicking a task description icon opens a pop-up window for editing the corresponding task

description.

If a deadline date is in the past, it is shown in red color.

When there are more than 20 open tasks to show, a pager appears. You can switch pages by clicking the

links under the task list. To change the number of tasks simultaneously shown on one page select the

corresponding option in the 'Show XX tasks on a page' drop-down above the task list.

For information on how to complete selected tasks see section Complete Tasks.

Time estimates are supported with




5.3 Edit Task Deadline When Browsing Open Tasks

You can edit task deadlines directly in the list of open tasks. For information on how to get to the Open

Tasks interface see section Browse Open Tasks.

To edit a task deadline follow the instructions below:

1. Click a deadline you want to edit. This will open a pop-up window for editing the deadline:

Figure 5-3 Pop-up window for editing deadline

2. Enter (or edit) the deadline.

The system accepts a variety of date formats. For example: "Mon DD, YY", "Month DD,

YYYY", "MM/DD/YY", etc. So you can enter deadline using almost any date format you like.

3. Click 'OK' button to save the entered deadline.

This will save modifications in the system and update task deadline in the list of open tasks.

If you decided not to modify the selected deadline, click 'Cancel' button. The system will discard the


5.4 Edit Task Description When Browsing Open Tasks

You can edit task descriptions directly in the list of open tasks. For information on how to get to the Open

Tasks interface see the section Browse Open Tasks.

To edit a task description follow the instructions below:

1. Click the description icon shown next to the name of the corresponding task. This will open a pop-up

window for editing the description:



Figure 5-4 Pop-up window for editing description

2. Enter (or edit) the description.

Size of task description shall be less than 2000 characters.

3. Click 'OK' button to save the entered description.

If you decided not to modify the selected description, click 'Cancel' button. The system will discard the


5.5 Create New Tasks

If you have ‘Manage Customer s & Projects’ access right, you can create new customers and

projects when creating new tasks.

To create new tasks follow the instructions below:

1. Open Create New Tasks interface.

There are several interfaces from where you can get to the Create New Tasks interface:

The Open Tasks interface

Click 'Create New Task' button to open the Create New Tasks interface.

The project and/or customer selected in the Open Tasks interface before the click will be

automatically pre-selected in the Create New Task interface.

For information on how to get to the Open Tasks interface see section Browse Open Tasks.

The Active Projects & Customers interface

Select a project you want to add new tasks for and click 'add tasks' link next to the project's

name.

For information on how to get to the Active Projects & Customers interface see section Browse

Active Projects & Customers.



Figure 5-5 Create New Tasks interface

2. Select a customer to add new tasks for (if necessary).

In most cases a customer will be pre-selected automatically. However, you can change it if you need.

Note that only active customers are available for selection.

When you select a customer, the system refreshes the list of projects to the active projects of

the selected customer.

Figure 5-6 Create New Tasks page when '-- new customer --' option is selected



To create a new customer select '-- new customer --' option in the 'Customer' drop-down and

enter a name of the customer to create.

3. Select a project to add new tasks for (if necessary).

In most cases a project will be pre-selected automatically. However, you can change it if you need.

Note that only active projects of the selected customer are available for selection.

To create a new project select '-- new project --' option in the 'Project' drop-down and enter a

name of the project to create.

Figure 5-7 Create New Tasks page when '-- new project --' option is selected

If you selected to create a new customer on the previous step, you will be required to specify a

name of a new project to add tasks for.

4. Enter information for the tasks to create.

You can simultaneously create as many tasks as you need. If the tasks table contains not enough

rows, use links under the table to add more rows to it.

Information that can be specified for a new task:

Task name

Task name shall be unique among the tasks registered in the selected project. The check for

uniqueness is case-insensitive. So task names 'User Management Interfaces' and 'user

management interfaces' will be considered as the same.

Time Estimate

Enter time estimate in the format hh:mm or

##.##. The entered value will be used for

calculations in the Estimated vs. Actual Time

Report.

You can leave this field blank. This will mean that you do not need to control budget

variance for this task.





Deadline

Task deadline is shown in the Enter Time-Track interface. Fill in deadline, if you want to inform

task executors about it via actiTIME interfaces.


YYYY", "MM/DD/YY", etc. So you can enter deadline using almost any date format you

like.

Billing type

Select one of the registered billing types.

By default billing type for all new tasks is pre-set to the default billing type configured for the

system (see section Billing Type Management for information on how to set the default billing

type).

Description

To enter a description for a task click an icon located next to the task name. This will open a pop-

up window for entering description:

Figure 5-8 Pop-up window for entering description

Enter a description and click 'OK' button. Size of task description shall be less than 2000

characters.

If you decided not to add a description click 'Cancel' button.

Note that if you specified a deadline and/or description for a task, you will be required to

enter a task name as well.

If you are granted the "Enter Time-Track" access right, you can mark tasks that should

be automatically added to your Enter Time-Track interface once they are created.



Instead of entering tasks information manually you can copy it form an existing project.

To do that click 'Import tasks from other project' link located over the tasks table. This will open the

Import Tasks From Other Project pop-up window:

Figure 5-9 Pop-up window for selection of a project to copy tasks information from

Select a project to copy tasks information from and then click 'Import Tasks' button. This will copy

tasks information from the selected project and add it to list of tasks to create.

5. When you are ready, submit the page by clicking 'Create Tasks' button at the bottom of the interface.

The system will create new tasks with the specified parameters and show you the Open Tasks

interface.

Tasks selected in the column 'Add to My Time-Track' will be automatically added to your Enter

Time-Track interface.

If you decided not to add new tasks, click 'Cancel' button at the bottom of the page. The system will

discard all the information entered in the interface and show you the interface from where you got to the

Create New Tasks interface.



5.6 View Open Task

Click a task name on the Open Tasks interface. The system will show the View Open Task interface.

For information on how to get to the Open Tasks interface see section Browse Open Tasks.

Figure 5-10 View Open Task interface

The interface shows general task information as well as all

time and comments reported for the task.

Sub-sections 'Executors / Spent time' and 'Time-Track

summary' show summary time-track information for the

task.





Figure 5-11 Time-Track Summary sub-section with different combinations of estimated and spent time

Information about task executors as well as time-track summary, time-track, and comments of

other users may be hidden in the interface if option 'Do not display reported time and comments of

other users on pages with detailed task information' is set in the system settings. See the Adjust

general system settings section for more information.

If selected task is not listed on your Enter Time-Track page, you can add it there by clicking the link

'list this task on your Enter Time-Track page' shown after the task status.

5.7 Add and Edit Comments for an Open Task

In the View Open Task interface you can add comments to your time-track reports and edit existing task

comments made by you.

For information on how to get to the View Open Task interface see section View Open Task.

Note that you cannot add comments for the time-track reported by other users as well as you

cannot edit comments made by other users.

Process of adding task comments and process of editing task comments are very similar. To add / edit

task comments follow the instructions below:

1. Open the View Open Task interface

2. To enter comments for an existing time report click either 'enter comment' or 'edit your comment' link

(if some comment already exists) in the corresponding time report row.

If you need to add a comment to the selected task, but you did not report any time-track for this task,

click 'Enter Comment for Today' link located over the table with time-track and comments.



You will get a pop-up window for editing task comments:

Figure 5-12 Pop-up window for editing comments

3. Enter (or edit) the comment.

4. Click 'OK' button to save the entered comment.

This will save modifications in the system and update the View Open Task interface.

If you decided not to modify/enter task comments, click 'Cancel' button. The system will discard the


5.8 Edit Open Task

To edit an open task follow the instructions below:

1. Open the interface 'View Open Task' for the corresponding task (see section View Open Task).

2. Click 'Edit Task Parameters' link to get to the Edit Open Task interface.



Figure 5-13 Edit Open Task interface

3. Modify task information. Fields marked with a red asterisk are mandatory.

Information that can be modified for an open task includes:

Customer and project this tasks belongs to

By changing the task project you can move the selected task between registered projects.

You cannot move an open task to an archived project.

Task name




Time Estimate

Enter time estimate in the format hh:mm or

##.##. The entered value will be used for

calculations in the Estimated vs. Actual Time

Report.

You can leave this field blank. This will mean that you do not need to control budget

variance for this task.





Deadline

Task deadline is shown in the Enter Time-Track interface. Fill in the deadline, if you want to

inform task executors about it via actiTIME interfaces.

Billing type

Select one of the registered billing types.

Description

4. Select an interface you want to switch to after editing the task.

To edit information of other open tasks select option 'Show list of open tasks', otherwise select option

'Return to the view open task page'.

5. Submit the modifications by clicking 'Save Changes' button at the bottom of the page.

The system will store the modifications made in the interface and show you either the View Open Task

interface or the Open Tasks interface (depending on the selection made on the previous step).

Click 'Cancel' button at the bottom of the page, if you decided not to edit the selected task. The system will

reject all the modifications of task information and show you the View Open Task interface.

5.9 Complete Tasks

To complete one or several tasks follow the instructions below:

1. Go to the Open Tasks interface (see section Browse Open Tasks for information on how to get to this

page).

2. Select tasks to complete. To do that set the corresponding checkboxes in the rightmost table column.

If you want to select all open tasks shown on the page, click 'All' link in the header of 'Select Tasks'

column.

If you want to unselect all selected tasks, click 'None' link in the header of 'Select Tasks' column.

3. Click 'Complete Selected Tasks' button at the bottom of the page. The system will complete the

selected tasks and show you the Open Tasks interface.

Tasks completion date will be set to the date of the last time-track reported for each task. If no time

and comments were reported for a task, its completion date will be set to the date of task completion.

You can also complete the tasks you are working on directly from the Enter Time-Track

interface (see section Complete Tasks From the Enter Time-Track Interface).

Completion date is used in the Billing Report for filtering tasks.



You can edit task completion date in the Edit Completed Task interface (see section Edit

Completed Task for more information).

Tasks that were completed can be browsed on the Completed Tasks interface (see section Browse

Completed Tasks for information on how to get to this page).

5.10 Browse Completed Tasks

Select the option 'Completed Tasks' in the top-level menu 'Tasks' to open the Completed Tasks interface.

Figure 5-14 Completed Tasks interface

By default the interface is configured to show all completed tasks for all active customers and projects.

To browse all completed tasks registered in actiTIME select 'All projects of all customers (active and

archived)' option in the filter by customers and projects.

If you want to browse completed tasks that are associated with particular customers and/or projects,

select the corresponding customers and projects in the filter:



Figure 5-15 Filter by Customers and Projects

Select checkbox near a customer name to get all completed tasks of this customer projects

When you select a customer all its project are automatically selected. When you de-select

a customer, selection is cleared from all customer projects as well.

Select checkbox near a project name to get all completed tasks of this project.

To select all customer projects but one, select the corresponding customer and then de-

select the project you do not want to see.

To see archived customers and projects in the customers and projects selector, select 'Show

archived customers and projects...' checkbox above the list of customers and projects.

If you select a customer when option 'Show archived customers and projects...' is not

selected, tasks of the archived projects of this customer will not be shown.

In addition to filtering tasks by customers and projects, you can:

filter tasks by words contained in their names:

To filter tasks by words contained in the task names enter the first letters of these words in the

'Filter Tasks by Name' field. For example, you may enter 'des' to find tasks containing word

'design' in their names.



You can specify more than one keyword in the 'Filter Tasks by Name' field. In this case the

system will show the tasks which names contain all the specified words.

filter tasks by their completion date:

o Specify the 'from date' and the 'to date' if you want to browse tasks that were completed

within the specified date range



o Specify only the 'from date' if you want to browse tasks that were completed on the specified

date and later

o Specify only the 'to date' if you want to browse tasks that were completed on the specified

date and before it

o If you do not want to filter tasks by their completion dates, leave both 'from' and 'to' dates

unspecified

The Completed Tasks interface provides you with brief description of completed tasks. For each of the

tasks shown this information includes:

Customer the task is associated with

Project the task is associated with

Task name

Task description icon (for those tasks which have a description)

Task deadline

Completion date

Total time spent on the task

Time estimate specified for the task

Option for re-opening the task

Total time spent on the task may be hidden in the interface if option 'Do not display reported time

and comments of other users on pages with detailed task information' is set in the system settings.

See the Adjust general system settings section for more information.

Task names and description icons are clickable:

Clicking a task name opens the Edit Completed Task interface.

Clicking a task description icon opens a pop-up window for viewing the corresponding task

description.

When there are more than 20 completed tasks to show, a pager appears. You can switch pages by

clicking the links under the task list. To change the number of tasks simultaneously shown on one page

select the corresponding option in the 'Show XX tasks on a page' drop-down above the task list.

For information on how to re-open selected tasks see section Re-open Tasks.

5.11 View Completed Task

Click a task name on the Completed Tasks interface. The system will show the View Completed Task

interface.

For information on how to get to the Completed Tasks interface see section Browse Completed Tasks.





Figure 5-16 View Completed Task interface

The interface shows general task information as well as all time and comments reported for the task.

Information about task executors as well as time-track and comments of other users may be hidden

in the interface if option 'Do not display reported time and comments of other users on pages with

detailed task information' is set in the system settings. See the Adjust General System Settings

section for more information.

5.12 Edit Completed Task

To edit a completed task follow the instructions below:

1. Open the interface 'View Completed Task' for the corresponding task (see section View Completed

Task).

2. Click 'Edit Task Parameters' link to get to the Edit Completed Task interface.



Figure 5-17 Edit Completed Task interface

3. Modify task information. All fields marked with a red asterisk are mandatory. Information that can be

modified for a completed task includes:

Customer and project this tasks belongs to

By changing the task project you can move the selected task between registered projects.

Completion date

Specify a completion date that is most suitable for your accounting procedure.

Completion date is used in the Billing Report for filtering tasks.


YYYY", "MM/DD/YY", etc. So you can enter completion date as well as deadline using

almost any date format you like.

Task name






Time estimate

Deadline

Billing type

Description

4. Select an interface you want to switch to after editing the task.

To edit information of other completed tasks select option 'Show list of completed tasks', otherwise

select option 'Return to the view completed task page'.


store the modifications made in the interface and show you either the View Completed Task interface

or the Completed Tasks interface (depending on the selection made on the previous step).

If you decided not to edit the selected task, click 'Cancel' button at the bottom of the page. The system will

reject all the modifications of task information and show you the View Completed Task interface.

5.13 Re-open Tasks

You can re-open tasks from archived projects only if you have both 'Manage Tasks' and 'Manage

Customers & Projects' access rights.

To re-open one or several tasks follow the instructions below:

1. Go to the Completed Tasks interface (see section Browse Completed Tasks for information on how to

get to this page).

2. Select tasks to re-open. To do that set the corresponding checkboxes in the rightmost table column.

If you want to select all completed tasks shown on the page, click 'All' link in the header of 'Select

Tasks' column.

If you want to unselect all selected tasks, click 'None' link in the header of 'Select Tasks' column.

3. Click 'Re-open Selected Tasks' button at the bottom of the page. The system will re-open the selected

tasks and show you the Completed Tasks interface.

If you are re-opening tasks from an archived project, this project will be automatically restored

from the archives.

Tasks that were re-opened can be browsed on the Open Tasks interface (see section Browse Open Tasks

for information on how to get to this page).





5.14 Delete Tasks

You can delete tasks from archived projects only if you have both 'Manage Tasks' and 'Manage

Customers & Projects' access rights.

There are three ways to delete tasks:

Select tasks to delete on the Open Tasks interface and then click 'Delete Selected Tasks' button at the

bottom of the page. (See section Browse open tasks for information on how to get to the Open Tasks

page).

Select tasks to delete on the Completed Tasks interface and then click 'Delete Selected Tasks' button

at the bottom of the page. (See section Browse completed tasks for information on how to get to the

Completed Tasks page).

Click 'Delete This Task' button on either the View Task interface or the Edit Task interface (see

sections View Open Task and Edit Open Task for information on how to get to these pages).

In both cases you will be asked to confirm task deletion. If you confirm it, the system will delete the

selected tasks along with all time and comments reported for them and show you the Open Tasks

interface.

Be very careful when deleting tasks. This action cannot be undone.

When you delete tasks with reported time-track, all this information is deleted permanently. After

deletion it will no longer be available in the system reports.

You should have either 'Manage Customers & Projects' or 'Manage Users' access right, to be able

to delete tasks that have locked time or comments reported for them.

actiTIME User Guide – Reporting Overview v2.2 MA


6 Reporting Overview

actiTIME provides you with several reports which can be used for billing, management, and cost analysis

purposes:

Time Reports

o Staff Output Report

o Estimated vs. Actual Time Report

o Time-Track In Detail Report

o Overtime Report

o Leave Time Report

Cost & Billing Reports

o Billing Report

o Cost Report

o Profit/Loss Report

You can also create PDF invoices on the base of information and parameters of Billing Report.

Each of the reports can be generated in the detailed and summary form. Records included into a report

may be grouped by projects, customers, dates, users and billing types. Availability of grouping options

depends on the selected report.

actiTIME users can save named configurations of report parameters individually for each of the reports.

Saved report configuration are public and available for all users who have access to the corresponding

report. See section Working With Report Configurations for more information on report configurations.

To access the reporting interfaces of actiTIME, use the top-level menu option 'Reports'.

The following access rights are defined for accessing system reports:

Generate Time Reports

This access right regulates a user's access to the Staff Output, Estimated vs. Actual Time, Time-

Track In Detail, Overtime, and Leave Time reports.

Generate Cost & Billing Reports

This access right regulates a user's access to the Billing, Cost, and Profit/Loss reports.

System users may have any combination of these access rights.

Note that users who do not have an access right will not see the corresponding interfaces at all.

See section User Management about information on how to grant access rights to system users.

actiTIME User Guide – Staff Output Report v2.2 MA


7 Staff Output Report

7.1 Report Description

Staff Output report provides you with information on who, when, on which tasks, and how much time has

reported. Staff Output report helps you monitor personal time expenses in everyday work.

Figure 7-1 Example of Staff Output report, detailed form

Information presented in the report includes:

Summary data on users' leave time

When option 'Enable leave time tracking' is not selected in the system settings, information on

leave time is hidden in the report (see also section Adjust General System Settings).

Information on hours worked grouped according the selected grouping options. The available

grouping options are:

o by customers

o by projects

o by projects having the same names (by project names)

o by tasks having the same names (by task names)

o by billing types

o by dates

Grouping by task names allows to generate reports on "generic" tasks, i.e. typical tasks with

same names that are created in a number of projects.



You can select up to 2 levels of data grouping. For example:

o First group results by customer, then group by project

o First group results by date, then group by customer

o First group results by date, then group by project

o First group results by project, then group by date

o First group results by billing type, then group by customer

o etc.

The second grouping level is optional.

actiTIME automatically calculates subtotals when grouping report data.

If there are users' comments for the time-track included into the report results, the corresponding time-

track numbers are clickable. Clicking a number opens pop-up window with user's comments:

Figure 7-2 Pop-up window with comments

Staff Output report may be generated in the detailed or summary form. In the detailed form, the report

contains information about tasks. In the summary form, the information about tasks is hidden and the

report presents only summary records according to the selected grouping options.

Figure 7-3 Example of Staff Output report, summary form



The following filters are available for the Staff Output report:

System users - you can create a report for all staff or for the selected system users only.

Date range

Customers and projects - you can create a report for

o all projects of all customers

o all active projects of all active customers

o one or several selected customers and/or projects

To access Staff Output report interfaces, use sub-menu 'Staff Output' of the top-level menu 'Reports'.

Only the users who have 'Generate Time Reports' access right may generate Staff Output reports.

Note that the users who do not have this right will not see the reporting interfaces at all.

7.2 Generate Staff Output Report (HTML Format)

Figure 7-4 Staff Output Report form



To generate and view a Staff Output report in HTML format follow the instructions below:

1. Select option 'Staff Output' in the top-level menu 'Reports' to open the report interface.

2. Specify parameters for the report to be generated.

You can load a report configuration with pre-configured report parameters. See section

Working With Report Configurations for more information.

The report parameters include:

Users to generate report for - all or selected actiTIME users

If you select option 'All Staff', report will show information for all users who entered time within

the specified date range.

Note that users who did not enter time within the date range will not be shown in the

report.

If you select specific users, all selected users will be shown in the report even if some of them

did not enter time within the selected date.

Combined with grouping report records by dates, this option is useful for analysis who

did not enter time-track on the specific dates.

To show users with disabled access in the 'Selected Staff' list select 'Show users with disabled

access' checkbox under the list.

Data grouping options

Time format to be used in the HTML report - either decimal format (##.##) or hours/minutes

format (HH:MM).

This option is not applicable to the reports in CSV format. Reports in the CSV format

always use decimal format for time data.

Whether to show leave time information in the report

When option 'Enable leave time tracking' is not selected in the system settings, report

parameters related to configuring leave time options are hidden in the report form (see

also section Adjust General System Settings).

Date range - you can use one of pre-defined date ranges or configure a custom date range.

Customers and projects to generate the report for





Figure 7-5 Customers and Projects Selector

If you select a customer when option 'Show archived customers and projects...' is not selected,

archived projects of this customer will not be shown in the report.

Initially, just after your login to actiTIME, the report parameters are pre-set to the following options:

Users: All staff

Data grouping: Group results by dates, hide tasks (second grouping level and details are

turned off)

Time format: As configured in the general system settings

Leave time: Show in the report

Date range: Current month

Customers and projects: All active projects of all active customers

After you have generated a report, the interface saves its parameters and will pre-set them when you

open the report page next time.

3. When you are ready, submit the page by clicking 'Generate Report' button at the bottom of the

interface. The system will generate and show the report according to the specified parameters.

If you want to modify parameters of the generated report, click the link 'Change report parameters' above

the table. This will return you to the page with report parameters. Modify them and generate the report

again.

7.3 Export Report Data in CSV Format

To export data of the Staff Output report in CSV format follow the instructions below:

1. Specify report parameters in the same way as for generating an HTML report (for more information

see section Generate Staff Output Report).

2. When you are ready, submit the page by clicking 'Export Report to CSV Format' button at the bottom

of the interface. The system will generate and return a file with report data in CSV format.



Save the generated file. For examining exported data open the saved file in Microsoft Excel or any

other spreadsheet software.

Report records will be delimited by the field separator configured in the general system

settings. You may need to change the default field separator if your spreadsheet software

does not automatically split the report data in columns (for more information see section Adjust

General System Settings).

Numbers shown in the report will be formatted using decimal symbol configured in the general

system settings.

In contrast to HTML reports, CSV reports always convert time to the decimal format. This

means that if HTML report shows spent time as "1:15", CSV report will contain value "1.25".

You can also export the report data to CSV format just after generating a report in the HTML format. To do

that click on the 'Export to CSV format' link under the report. The system will generate and show you a new

report in the CSV format using the same report parameters as in the previously generated HTML report.

If some data were updated in actiTIME after you had generated the HTML report, the CSV

report may differ from the HTML report being viewed because it will include these data

modifications.

actiTIME User Guide – Time-Track In Detail Report v2.2 MA


8 Time-Track In Detail Report


Time-Track In Detail report provides all time-track information including users' comments on the entered

time.

To access Time-Track In Detail report interfaces, use sub-menu 'Time-Track In Detail' of the top-level

menu 'Reports'.

Figure 8-1 Example of Time-Track In Detail report

(with two levels of data grouping)

Only the users who have the 'Generate Time Reports' access right may generate Time-Track In

Detail report. Note that the users who do not have this right will not see the reporting interfaces at all.

Time-Track In Detail report has the following columns:

Customer

Project

Task

Billing Type

Date

User

Time Spent

Comments

You can group the report data by any column except 'Time spent' and 'Comments'.

Time-Track In Detail Report is

available with Management or

Accounting Extension only



If you have typical projects associated with different customers, you can group report data by

project names. Your report will contain data related to each typical project.

If you have typical tasks present in a number of projects, you can group data by task names. You

report will contain data related to each typical task.

Time-Track In Detail report allows you to select up to three levels of data grouping. For example:

Group results by customers (only)

Group results by users (only)

First group results by customers, then group by billing types

First group results by billing types, then group by dates

First group results by customers, then group by dates, and then group by users

etc.

actiTIME automatically calculates subtotals when grouping report records.

In addition to grouping report records by columns, you can join reported time and comments by tasks.

In this case columns Date and User are hidden (if they are not selected as grouping options), and columns

Spent Time and Comments contain aggregated values.

Figure 8-2 Example of Time-Track In Detail report

(with two levels of data grouping and comments joined by tasks)



You can also use plain report format if you need raw data.

Figure 8-3 Example of Time-Track In Detail report, plain report format

The following filters are available for Time-Track In Detail report:

Customers and/or projects - you can create a report for any subset of active and archived

customers and projects registered in the system.

Date range



8.2 Generate Time-Track In Detail Report (HTML format)

To generate and view Time-Track In Detail report in HTML format follow the instructions below:

1. Select option 'Time-Track In Detail' in the top-level menu 'Reports' to get to the report interface.

Figure 8-4 Time-Track In Detail report form



Customer(s) and project(s) to generate the report for:

To see archived customers and projects in the customers and projects selector, set the 'Show

archived customers and projects...' check box above the list of customers and projects.





selected, archived projects of this customer will not be shown in the report.

Report format - you can select the number of grouping levels to use in the report and whether

you want to join comments by tasks.

Report form shows you a preview of the report structure while you are selecting

different report format options.

The following formats are available for selection:

o Raw data without grouping:

o Report with 1 level of data grouping:



o Report with 1 level of data grouping and comments joined by tasks:

o Report with 2 levels of data grouping:

o Report with 2 levels of data grouping and comments joined by tasks:

o Report with 3 levels of data grouping:



o Report with 3 levels of data grouping and comments joined by tasks:


format (HH:MM).


always use decimal format for time-track data.

Date range



Report format: Report with 2 levels of data grouping

Time format: as configured in the general settings

- Date range: Current month

After you have generated a report, the interface 'memorizes' its parameters and will pre-set them

when you open the report page next time.

3. When you are ready, submit the page by clicking 'Generate HTML Report' button at the bottom of the




again.

8.3 Export report data in CSV format

To export data of Time-Track In Detail report in CSV format follow the instructions below:


see section Generate Time-Track In Detail report).

2. When you are ready, submit the page by clicking 'Generate CSV Report' button at the bottom of the

interface. The system will generate and return a file with report data in CSV format.






settings. You may need to change the field separator symbol if your spreadsheet software


general system settings).

In contrast to HTML reports, CSV reports always present time in the decimal format. This





If some data was updated in actiTIME after you had generated the HTML report, the CSV report

may differ from the HTML report being viewed because it will include these data modifications.

actiTIME User Guide – Estimated vs. Actual Time Report v2.2 MA


9 Estimated vs. Actual Time Report


Estimated vs. Actual Time report shows time estimates specified for the tasks of the selected customers

and projects, spent time reported for these tasks by actiTIME users, and variance between estimated and

spent time.

Spent time and variance between estimated and spent time are calculated on the date specified in the

report parameters.

Figure 9-1 Example of the Estimated vs. Actual Time Report, detailed form

Variance between estimated and spent time is calculated as

<Variance> = <Time Estimate> - <Spent Time>

When spent time is less than time estimate, variance is positive and means remaining time budget. When

spent time is greater than time estimate, variance is negative and means extra time spent for the task,

customer, or project.

Estimated vs. Actual Time Report

is available with Management

Extension only



Estimated vs. Actual Time report supports up to 3 levels of data grouping. The available grouping options

include:

Customers

Projects

Projects having the same names (by project names)

Tasks

Task having the same names (by task names)

Billing Types

Grouping by project and task names allows to generate reports on "generic" projects and tasks, i.e.

those ones that are usually presented in a number of customers (in case of grouping by project

names) and projects (in case of grouping by task names).

For example, you can create Estimated vs. Actual Time report with the following structure:

Group results by customers (only)

Group results by projects (only)

First group results by customers, then group by billing types

First group results by billing types, then group by customers

First group results by customers, then group by projects, and then group by tasks

etc.


On the 'lowest level' report shows either per-user or per-task data. The report can be configured to hide

this information and show only summary records, calculated according to the selected grouping options.



Figure 9-2 Example of the Estimated vs. Actual Time Report, summary form

(per-user information is hidden)

To access Estimated vs. Actual Time report interfaces, use sub-menu 'Estimated vs. Actual Time' of the

top-level menu 'Reports'.

Only the users who have the 'Generate Time Reports' access right may generate Estimated vs.

Actual Time report. Note that the users who do not have this right will not see the reporting

interfaces at all.

9.2 Generate Estimated vs. Actual Time Report (HTML format)

To generate and view Estimated vs. Actual Time report in the HTML format follow the instructions below:

1. Select option 'Estimated vs. Actual Time' in the top-level menu 'Reports' to open the report interface.



Figure 9-3 Estimated vs. Actual Time Report form





Customer(s) and project(s) to generate the report for:

To see archived customers and projects in the customers and projects selector, set the

'Show archived customers and projects...' check box above the list of customers and

projects.






Tasks to generate report for - one of the following options:

o open tasks only

o completed tasks only

o all tasks (open and completed)

By default report shows only started tasks that have time estimates. In addition you can

configure how to process not started tasks and tasks without estimates:

o If you want to get all time estimates specified for the selected projects - select option

'Include estimates of not started tasks'

o If you want to see all time spent on the selected project by the specified date

(including time spent on the not estimated tasks) - select option 'Include time spent

on the tasks without estimates'



format (HH:MM).



Date to calculate spent time and variance between estimated and spent time on.


Customers and projects: All active customers, All active projects

Tasks: All tasks (open and completed), include estimates of not started tasks

Data grouping: Group records by customers, then by projects, then by tasks; show per-user

information

Time format: as configured in the general system settings

Date: Today









again.


To export data of the Estimated vs. Actual Time report in CSV format follow the instructions below:


see section Generate Estimated vs. Actual Time Report).






settings. You may need to change the default field separator if your spreadsheet software




system settings.






If some data were updated in actiTIME after you had generated the HTML report, the CSV report


actiTIME User Guide – Overtime Report v2.2 MA


10 Overtime Report


This report provides you with information about overtime/undertime and overall leave time reported by

actiTIME users within the selected date range.

Figure 63 Example of Overtime report (undertime tracking is turned ON)

Overtime/undertime information includes:

overtime/undertime automatically calculated for the system users

overtime/undertime manually reported by the system users

Leave time tracking may be turned off in the system settings. In this case information on leave

time is hidden in the report (see section Adjust General System Settings).

Undertime tracking may be turned off in the system settings. In this case the report does not

provide undertime information (see section Adjust General System Settings).



Figure 10-1 Example of Overtime report (leave time & undertime tracking are turned off)

Report results can be grouped by users and by dates:

First group results by users, then by dates

First group results by dates, then by users

Group report results by users only

Group report results by dates only

For each user and/or date the report provides you with the following information:

Overtime/undertime manually entered by the users who are allowed to do that (see section User

Management: Create New User for the detailed description of overtime/undertime tracking settings

that can be configured for a user).

If a user is allowed to enter overtime/undertime manually, the system will inform this user when

the specified overtime differs from an automatically calculated value, but the final decision how

much time to report as overtime/undertime the user makes by him/herself.

Thus overtime submitted by a user may differ from the overtime automatically calculated by

the system.

If overtime/undertime calculation mode configured for a user is 'Automatic', this column shows

'-' instead of the entered overtime/undertime.



Overtime/undertime automatically calculated by the system

Auto-calculated overtime/undertime

= ∑( Hours worked for nonworking

days )+ ∑ ((

Hours worked for working day

) + ( Leave Time

) – ( Workday Duration

) )

The system applies the following rules when calculating overtime/undertime automatically:

1. All working hours submitted for nonworking days are considered as overtime

2. When sum (time-track + leave time) reported by a user for a working day exceeds workday

duration set up for this user, the time exceeding workday duration is considered as overtime

(but no more than hours worked for this day).

3. If a sum (time-track + leave time) reported by a user for a working day is less than workday

duration set up for this user, then

o when undertime tracking is turned on - time difference between workday duration and

this sum is considered as undertime

o when undertime tracking is turned off - overtime is considered to be 0:00

4. If leave time tracking is turned off in the system settings, all leave time is ignored (even if users

had reported some leave time before its tracking was turned off).

Note that overtime values are positive and undertime values are negative.

For information on how to specify workday duration for a user see section System

Administration: User management: Edit user information and access rights.

Hours worked reported by the user/for the specified date

Total leave time reported by the user/for the specified date (if leave time tracking is not turned off in

the system settings)

The following filters are available for the Overtime report:

System users - you can create a report for all staff with enabled overtime/undertime tracking or only

for the selected system users.

Date range

To access the Overtime report interfaces use 'Overtime' sub-menu of the top-level menu 'Reports'.

Only users who have 'Generate Time Reports' access right may generate Overtime reports. Note

that the users who do not have this right will not see the reporting interfaces at all.



10.2 Generate Overtime Report (HTML Format)

To generate and view an Overtime report in HTML format follow the instructions below:

1. Select 'Overtime' option in the top-level menu 'Reports' to open the report interface.

Figure 10-2 Overtime/Undertime Report form





Users to generate report for - all staff with enabled overtime/undertime tracking or selected

actiTIME users.



To show users with disabled access in the 'Selected Staff' list select 'Show users with

disabled access' checkbox under the list.



format (HH:MM).





Users: All staff with enabled overtime/undertime tracking

Data grouping: Days by Users









again.


To export data of the Overtime report in CSV format follow the instructions below:


see section Generate Overtime Report).





Report records will be delimited by the field separator configured in the general system settings You

may need to change the default field separator if your spreadsheet software does not automatically

split the report data in columns (for more information see section Adjust General System Settings).



Numbers shown in the report will be formatted using decimal symbol configured in the general system

settings.



You can also export the report data to CSV format just after generating a report in the HTML format. The

system will generate and show you a new report in the CSV format using the same report parameters as in

the previously generated HTML report.



actiTIME User Guide – Leave Time Report v2.2 MA


11 Leave Time Report


This report provides you with information about leave time reported for the selected leave types by

actiTIME users.

Figure 11-1 Example of Leave Time Report

Leave Time Report is available in actiTIME interface only when Leave time tracking is turned on

in the system settings (see section Adjust General System Settings).

Leave time information presented in the report includes:

Overall leave time reported for the selected leave types within the specified date range

Time reported for each of the selected leave types within the specified date range

Report results can be grouped by users, by dates, and by calendar months. For example:

First group results by users, then by dates

First group results by users, then by months

First group results by months, then by users

Group report results by users only

Group report results by dates only

Group report results by months only

etc.

The following filters are available for the Leave Time report:

Leave Time Report is available

with Management or Accounting

Extension only



System users - you can create a report for all staff or only for the selected system users.

Leave types - you can create a report for all leave types users reported time for or for the selected

leave types.

Date range

To access the Leave Time report interfaces use the 'Leave Time' sub-menu of the top-level menu

'Reports'.

Only users who have the 'Generate Time Reports' access right may generate Leave Time reports.


11.2 Generate Leave Time Report (HTML Format)

To generate and view a Leave Time report in HTML format follow the instructions below:

1. Select the 'Leave Time' option in the top-level menu 'Reports' to open the report interface.

Figure 11-2 Leave Time Report form







Users to generate report for - all or selected actiTIME users.

To show users with disabled access in the 'Selected Staff' list set the 'Show users with

disabled access' checkbox under the list.

Leave types to generate report for - all or selected leave types.

Figure 11-3 Leave Type Selector

To see archived leave types in the selector, set the 'Show archived leave types...'

checkbox under the list of leave types.



format (HH:MM).







Users: All staff

Leave Types: All leave types (users have reported time for)

Data grouping: Group by Users









again.


To export data of Leave Time report in CSV format follow the instructions below:


see section Generate Leave Time Report).






settings You may need to change the default field separator if your spreadsheet software does

not automatically split the report data in columns (for more information see section Adjust



system settings.



You can also export the report data to CSV format just after generating a report in the HTML format. The

system will generate and show you a new report in the CSV format using the same report parameters as in

the previously generated HTML report.



actiTIME User Guide – Billing Report v2.2 MA


12 Billing Report


Billing report provides you with information about time expenses reported for different billing types and

billable amounts calculated on the basis of assigned billing rates.

There are two types of Billing reports:

1. Count all time reported within a date range

A Billing report of this type is based on the number of hours spent on the tasks (including incomplete

tasks) within the specified date range.

2. Count only time reported for tasks completed within a date range

A Billing report of this type is based on the overall number of hours (starting from task creation) spent

on the tasks that were completed within the specified date range (according to their completion dates).

For both report types you can choose which information to show in the report. The available options are:

Spent time only

o for billable tasks

o for non-billable tasks

o for billable and non-billable tasks

Figure 12-1 Billing Report (spent time only)

Billing Report is available with




Billable amounts only (calculated for the billable tasks)

Figure 12-2 Billing Report (billable amounts only)

Both time spent on the billable tasks and billable amounts calculated for them

Figure 12-3 Billing Report (spent time & billable amounts only)

Billing report supports up to 2 levels of data grouping. The available grouping options are:

by customers

by projects

by projects having the same names (by project names)

by tasks having the same names (by task names)

by users

by dates

Grouping by task names allows to generate reports on "generic" tasks, i.e. typical tasks with same

names that are created in a number of projects.



For example:

First group results by customer, then group by project

First group results by date, then group by customer

First group results by date, then group by project

First group results by project, then group by date

First group results by user, then group by customer

etc.



Billing reports may be generated in the detailed or summary forms. In the detailed form, the report contains

information about the tasks. In the summary form, the information about the tasks is hidden and the report

presents only summary records for the selected grouping options.

Figure 12-4 Billing Report (spent time only, summary form)

The following filters are available for the Billing report:

Date range

Customer and project - you can create a report for

o all projects of all customers

o all active projects of all active customers

o one or several selected customers and/or projects

To access the Billing report interfaces of actiTIME, use sub-menu 'Billing' of the top-level menu 'Reports'.

Only users who have the 'Generate Cost & Billing Reports' access right may generate Billing reports. Note

that the users who do not have this right will not see the reporting interfaces at all.



12.2 Generate Billing Report (HTML Format)

To generate and view Billing report in HTML format follow the instructions below:

1. Select the 'Billing' option in the top-level menu 'Reports' to open the report interface.

Figure 12-5 Billing Report form

2. Specify parameters of the report to generate.







To see archived customers and projects in the customers and projects selector, set the

'Show archived customers and projects...' checkbox above the list of customers and projects.




Report type - one of

o Count all time reported within a date range

o Count only time reported for tasks completed within a date range


Information to show in the report - one of

o Show spent time (for billable tasks, for non-billable tasks, or for both billable and

non-billable tasks)

o Show billable amounts

o Show spent time & billable amounts


format (HH:MM).





Report type: By time reported for a date range



Information to show in the report: Billable amounts only

Data grouping: Customers by projects; hide tasks (summary form)





open the report page the next time.





again.


To export data of the Billing report in CSV format follow the instructions below:


see section Generate Billing Report).

2. When you are ready, submit the page by clicking the 'Export Report to CSV Format' button at the

bottom of the interface. The system will generate and return a file with report data in CSV format.






general system settings).


system settings.






If some data were updated in actiTIME after you had generated the HTML report, the CSV

report may differ from the HTML report being viewed because it will include these data

modifications.

actiTIME User Guide – Cost Report v2.2 MA


13 Cost Report


Cost report provides you with information on costs calculated for working and leave hours reported by the

selected system users. Costs are calculated on the base of hourly user rates.

Figure 13-1 Example of Cost Report, detailed form

To access Cost report interfaces, use sub-menu 'Cost' of the top-level menu 'Reports'.

Only the users who have 'Generate Cost & Billing Reports' access right may generate Cost reports.


13.1.1 Report Sections

The Cost report consists of three sections:

Costs calculated for the selected customers and projects on the base of regular user rates

Cost Report is available with




Figure 13-2 Cost report, Costs calculated for the selected customers and projects

This section shows costs calculated for the working time reported by the selected system users for

the selected customers and projects within the specified date range.

Note that costs shown in this report section are:

Always calculated on the base of regular user rates

Always calculated for all working time reported by the users for the selected customers

and projects

In particular, this means that costs shown in this report section include cost of overtime

hours calculated on the base of regular user rates. See also description of the Overtime

Addition costs listed below in the description of the General costs report section.

You can configure how to group information shown in this section. The available grouping options

are:

by customers

by projects

by projects having the same names (by project names)

by tasks having the same names (by task names)

by billing types

by dates

There are 2 levels of data grouping available. For example:

First group results by customers, then group by projects

First group results by dates, then group by customers

First group results by projects, then group by dates

First group results by billing types, then group by customers

etc.

Grouping by task names allows to generate reports on "generic" tasks, i.e. typical tasks

present in a number of projects.





General costs

Figure 13-3 Cost report, 'General costs' section

This section shows costs that do not depend on the selected customers and projects and

depend only on the date range selected for the report.

General costs include:

Leave Time costs - costs calculated on the base of leave time user rates.

Overtime Addition costs - additional costs calculated for users' overtime hours reported

within the specified date range. Overtime Addition costs are calculated as specified below:

Overtime Addition Cost = (Overtime Hours) * (Overtime Rate - Regular Rate)

Where parameter 'Overtime Hours' means one of the following:

o Overtime hours reported by the users who are allowed to enter overtime/undertime

manually

o Auto-calculated overtime hours for the users with overtime calculation mode set to

'Automatic calculation'

Note that Overtime Addition does not depend on selected customers and projects. It

shows additional overtime costs for the selected dates independently of the tasks

users were working on at that time.

This means that Overtime Addition does not change when you filter report

records by customers and projects; thus in some cases report section with per-

customer costs might not contain any spent time and costs (as they were filtered

out), but the Overtime Addition Costs will be greater than zero.

Grand Total

Figure 13-4 Cost report, 'Grand Total' section

This section presents sum of costs shown in the other two report sections.

Note that when you filter report records by customers and/or projects, section with

general costs does not change, but the section with per-customer costs may depend on

your filters.



In this case summation of general costs and per-customer costs may provide you with

results that are hard for interpreting, especially when selected users were working on the

projects that were filtered out.

When displaying of leave time and overtime costs is turned off in report parameters, corresponding

report section is hidden.

Figure 13-5 Example of Cost report,

displaying of leave time and overtime costs is turned off

13.1.2 Per-User Information Shown in the Report

Cost report presents the following information for the selected users:

Spent time - working or leave time reported by the user.

You can turn off displaying of spent time in the report parameters.

Rate - hourly user rate, one of the following:

Regular rate

This rate is shown in the section presenting costs calculated for the selected customers and

projects.

Leave Time rates

These rates are shown in the General costs section, in the lines presenting leave time costs.

Overtime Addition rate

This rate is shown in the General costs section, in the line presenting additional cost of

overtime hours. Overtime addition rate is calculated as (Overtime Rate - Regular Rate).



Average rate

Average rates are shown in the summary rows 'Total for Leave Time' and 'Grand Total'.

Average rates are calculated as (Cost / Spent Time).

You can turn off displaying of user rates in the report parameters.

Cost calculated on the base of hourly user rates

If hourly rates were changed for a user within the date range selected in the report parameters, the

report will contain several sets of user-specific columns for each set of user rates.

Figure 13-6 Cost report, columns for different user rates

For example, if rates for Billy Crown were changed on January 07, 2009, and report is generated for the

date range January 01, 2009 January 08, 2009, the report will contain two column sets for Billy Crown:

One for date range January 01, 2008 January 06, 2009

And another for date range January 07, 2009 January 08, 2009

13.1.3 Compact and Detailed Report Formats

You can generate cost report in the compact or detailed form. Level of details to show in the report is

configured in the report parameters.

You can show or hide the following information:

Report columns:

o Spent time

o User rates

o Average rates

Report rows:

o Per-task costs



In the most detailed form cost report shows all available information on the calculated costs:

Figure 81 Example of Cost report, detailed form

In the most compact form cost report shows only costs without any supplementary details.

Figure 13-7 Example of Cost report, compact form

You can also hide report rows displaying leave time and overtime addition costs.



13.2 Generate Cost Report (HTML Format)

To generate and view Cost report in HTML format follow the instructions below:

1. Select option 'Cost' in the top-level menu 'Reports' to open the report interface.

Figure 13-8 Cost Report form



Working with report configurations for more information.


Users to generate report for - all or selected actiTIME users



To show users with disabled access in the 'Selected Staff' list select 'Show users with disabled

access' checkbox under the list.

Data grouping options in the report section with customer- & project-specific costs.


format (HH:MM).

This option is not applicable to the reports in CSV format. Reports in the CSV format always

use decimal format for time data.

Information to show in the 'General costs' report section:

o Leave time costs

o Overtime addition costs

Whether to show columns with supplementary information:

o Spent time

o Average rates

o User rates











Users: All staff

Report format and level of details in the report section with customer- & project-specific costs:

Group results by customers, then by projects, Hide tasks



o Leave time costs: show in the report

o Overtime addition costs: show in the report


o Spent time: hide

o Average rates: show in the report

o User rates: hide









again.

13.3 Export report data in CSV format

To export data of the Cost report in CSV format follow the instructions below:


see section Generate cost report).



Save the generated file. For examining exported data open the saved file in Microsoft Excel or in any








Numbers in the report (time, rate, and cost) will be formatted using decimal symbol configured

in the general system settings.








actiTIME User Guide – Profit/Loss Report v2.2 MA


14 Profit/Loss Report


Profit/Loss report provides you with comparative information on billable amounts and costs.

Figure 14-1 Example of Profit/Loss Report

Profit/Loss is calculated as

Profit/Loss = (Billable Amount - Cost)

Billable amounts are calculated on the base of hourly rates associated with billing types. Costs are

calculated on the base of hourly user rates.

Profit/Loss report provides only summary information on costs and billable amounts. To get more

detailed data generate Cost Report or Billing Report with the same parameters as you set for the

Profit/Loss report.

To access Profit/Loss report interfaces, use sub-menu 'Profit/Loss' of the top-level menu 'Reports'.

Only the users who have 'Generate Cost & Billing Reports' access right may generate Profit/Loss reports.


Profit/Loss Report is available

with Accounting Extension only



14.1.1 Report Sections

The Profit/Loss report consists of three sections:

Profit/Loss calculated for the selected customers and projects

Figure 14-2 Profit/Loss Report, P/L calculated for the selected customers and projects

This section shows both costs and billable amounts calculated for the selected customers and

projects.

Costs shown in this section are calculated for the working time reported by the users for the

selected customers and projects. These costs are always calculated on the base of regular user

rates (see also section User Management: Create New User for information on how to configure

user rates).

Note that customer & project-specific costs are calculated on the base of all working time

reported by the users, and thus include cost of overtime hours calculated on the base of

regular user rates.

There are also additional costs of overtime hours that depend on the difference between

regular and overtime user rates. These costs are shown in the General Costs report section

(see more details in this section description).

Billable amounts are calculated on the base of hourly rates specified for billing types that are

configured for the tasks actiTIME users reported time for (see also section Billing Type

Management for information on how to configure billing rates).

Information shown in this section is always grouped by customers, then by projects, and then by

tasks. You can also choose to hide by-project and by-task information in the report parameters.

General Costs

Figure 14-3 Profit/Loss Report, 'General Costs' section

This section shows general costs that do not relate to specific tasks and thus do not depend

on the selected customers and projects. These costs depend only on the date range selected for

the report.



General costs include:

o Leave Time costs - costs calculated on the base of leave time user rates.

o Overtime Addition costs - additional costs calculated for users' overtime hours reported

within the specified date range. Overtime Addition costs are calculated as specified below:

Overtime Addition Cost = (Overtime Hours) * (Overtime Rate - Regular Rate)

Where parameter 'Overtime Hours' means one of the following:

Overtime hours reported by the users who are allowed to enter overtime/undertime

manually

Auto-calculated overtime hours for the users with overtime calculation mode set to

'Automatic calculation'

Note that Overtime Addition does not depend on selected customers and projects. It

shows additional overtime costs for the selected dates independently of the tasks

users were working on at that time.

This means that Overtime Addition does not change when you filter report

records by customers and projects; so in some cases it is possible that report

section with per-customer costs will not contain any spent time and costs (because

they were filtered out), but the Overtime Addition Costs will be greater than zero.

This section does not show any billable amounts since general costs are not associated with

specific tasks.

You can turn off calculation of general costs in the report parameters.

Overall Profit/Loss

Figure 14-4 Profit/Loss Report, 'Grand Total' section

This section presents sum of billable amounts, costs, and profit/loss shown in the other two report

sections.

Note that when you filter report records by customers and/or projects, section with

general costs does not change, but the section with Profit/Loss calculated for the selected

customers and projects may depend on your filters.

In this case summation of general costs and per-customer profit/loss data may provide you

with results that are hard for interpreting, especially when working time was reported on the

projects that were filtered out.

When leave time and overtime costs display is turned off in report parameters, Profit/Loss report contains

only one section - Profit/Loss calculated for the selected customers and projects.



Figure 14-5 Example of Profit/Loss Report,

displaying of leave time and overtime costs is turned off

14.1.2 Compact and Detailed Report Forms

You can generate Profit/Loss report in the compact or detailed form. Level of details to show in the report

is configured in the report parameters.

You can show or hide the following information:

Report columns:

o Spent time

o Rates (billing rates and user rates)

Report rows:

o Per-task profit/loss

o Per-project profit/loss

In the most detailed form the report shows all available information on the calculated profit/loss.

In the most compact form cost report shows only billable amounts, costs, and profit/loss.

You can also hide report rows displaying leave time and overtime addition costs.



Figure 14-6 Example of Profit/Loss report, detailed form

Figure 14-7 Example of Profit/Loss report, compact form



14.2 Generate Profit/Loss Report (HTML Format)

To generate and view Profit/Loss report in HTML format follow the instructions below:

1. Select option 'Profit/Loss' in the top-level menu 'Reports' to open the report interface.

Figure 14-8 Profit/Loss Report form



Working with report configurations for more information.










Report format and level of details in the report section with customer- & project-specific data.

You can choose to hide per-project and per-task data.


o Leave time costs

o Overtime addition costs


o Spent time

o Rates



format (HH:MM).

This option is not applicable to the reports in CSV format. Reports in the CSV format always

use decimal format for time data.



Report format and level of details: Show P/L for customers, projects, and tasks




o Leave time costs: show in the report

o Overtime addition costs: show in the report


o Spent time: show in the report

o Rates: show in the report









again.


To export data of the Profit/Loss report in CSV format follow the instructions below:


see section Generate Profit/Loss Report).



Save the generated file. For examining exported data open the saved file in Microsoft Excel or in any



settings You may need to change the field separator symbol if your spreadsheet software does




system settings.




that click on 'Export to CSV format' link under the report. The system will generate and show you a new




actiTIME User Guide – PDF Invoices v2.2 MA


15 PDF Invoices

15.1 Overview

You can create invoices in PDF format on the base of billable information shown in Billing Report (see

section Billing Report for more information on the report).

Though both Billing reports and invoices contain similar data, the invoice data structure differs from the

data structure of Billing Report:

When you configure grouping options for a Billing report, you define how to group the report rows and

which sub-totals to calculate.

When you configure grouping options for an invoice, you define the information that will be shown in the

invoice lines and how much detailed their description will be:

The first configured grouping level defines what will be shown in the invoice lines.

Additional grouping levels (2nd grouping level and level of details) define the information that will be shown

as additional description of invoice lines.

You can turn off both the 1st and 2nd grouping levels. In this case 'the first configured

grouping level' in fact will be the details level, and invoice will contain a list of tasks.

Invoice is always created on the base of the time reported for billable tasks. If Billing Report

shows time reported on non-billable tasks, it will be filtered out from the invoice data.

This feature is available with




Examples:

If you configure data grouping options as Customers / Projects / Tasks, the invoice will contain one line

for each pair 'customer / billing type' (with customer names accompanied by the related project and task

names):

Customers / Projects / Tasks

Billing Type 1

33.00 $/mh Billing Type 2

25.00 $/mh

Spent Amount Spent Amount

Customer A 34:00 1122.00 49:00 1225.00

Project A-1 23:00 759.00 26:00 650.00

Task A-1-X 12:00 396.00 16:00 400.00

Task A-1-Y 11:00 363.00 10:00 250.00

Project A-2 11:00 363.00 23:00 575.00

Task A-1-W 7:00 231.00 11:00 275.00

Task A-1-Z 4:00 132.00 12:00 300.00

Data shown in Billing Report

DESCRIPTION ITEM QTY RATE

($/mh) AMOUNT

($)

Customer A

- Project A-1

- Task A-1-X

- Task A-1-Y

- Project A-2

- Task A-2-W

- Task A-2-Z

Billing Type 1 34.00 33.00 1122.00

Customer A

- Project A-1

- Task A-1-X

- Task A-1-Y

- Project A-2

- Task A-2-W

- Task A-2-Z

Billing Type 2 49.00 25.00 1225.00

Data shown in the corresponding invoice



If you configure data grouping options as Projects / Tasks, the invoice will contain one line for each pair

'project / billing type' (with project names accompanied by the related task names):

Projects / Tasks

Billing Type 1


25.00 $/mh


Project A-1 23:00 759.00 26:00 650.00

Customer A, Task A-1-X 12:00 396.00 16:00 400.00

Customer A, Task A-1-Y 11:00 363.00 10:00 250.00

Project A-2 11:00 363.00 23:00 575.00

Customer A, Task A-1-W 7:00 231.00 11:00 275.00

Customer A, Task A-1-Z 4:00 132.00 12:00 300.00



($/mh) AMOUNT

($)

Project A-1

- Task A-1-X

- Task A-1-Y

Billing Type 1 23.00 33.00 759.00

Project A-1

- Task A-1-X

- Task A-1-Y

Billing Type 2 26.00 25.00 650.00

Project A-2

- Task A-2-W

- Task A-2-Z

Billing Type 1 11.00 33.00 363.00

Project A-2

- Task A-2-W

- Task A-2-Z

Billing Type 2 23.00 25.00 575.00




If you configure data grouping options as Projects and turn off the 2nd grouping level and details, the

invoice will contain one line for each pair 'customer / billing type' without additional details:

Projects

Billing Type 1


25.00 $/mh


Customer A, Project A-1 23:00 759.00 26:00 650.00

Customer A, Project A-2 11:00 363.00 23:00 575.00



($/mh) AMOUNT

($)

Project A-1 Billing Type 1 23.00 33.00 759.00





Please note that created invoices are not stored in actiTIME. If you need to get a copy of a

previously created invoice, you will need to re-create it.



15.2 Create Invoice in PDF Format

To generate an invoice follow the instructions below:

1. Select the 'Billing' option in the top-level menu 'Reports' to open the Billing Report interface.

Figure 15-1 Billing Report form



2. Configure report parameters to define the information that will be included into the invoice (see section

Billing Report for the general description of the report parameters).

If you want to create an invoice for a specific customer or project, select it in the customers and

projects selector.

If you select a customer when the option 'Show archived customers and projects...' is not

selected, the archived projects of this customer will not be shown in the invoice.

Specify how you want to calculate working time for the invocie (configure Report type parameter)

- one of:

o Count all time reported within a date range

o Count only the time reported for tasks completed within a date range

Configure data grouping options.

If you are creating an invoice for a specific customer, you may need to group data as

'Projects / Tasks' or 'Projects':

1st grouping level: 'Projects'

2nd grouping level: Turned off

Details: 'Tasks' or Hidden

If you are creating an invoice for a specific project, you may need to turn off the 1st and

2nd grouping levels, and keep only the details:

1st grouping level: Turned off

2nd grouping level: Turned off

Details: 'Tasks'

Specify date range for the invoice.

Please note that actiTIME does not mark time included into the invoice as billed. Thus, be

carefull when selecting the date range for your invoice to avoid the same data being

included into different invoices.

3. Click 'Prepare Invoice' button to proceed to the interface for editing the invoice data.

If you want to pre-view the data in Billing Report, you can click 'Generate Report' button,

review the report data, and then click 'Prepare Invoice' link under the report.



Figure 15-2 Prepare Invoice form

4. Review and edit invoice data.



All information shown in the invoice is editable (except the auto-calculated amounts). Note that you

can add and delete the invoice lines as well as add and delete the lines with taxes and discounts.

If there are non-taxable lines in the invoice, mark them as this in the �Amount' column.

Notes on discounts and taxes:

Discounts and taxes can be entered either as % of the invoice sub-total or as flat amounts.

When discount is entered as a flat amount, it is evenly distributed between taxable and non-

taxable invoice lines.

Discounts are applied to the invoice sub-total amount before calculating taxes.

When you specify several discounts, they are calculated independently of each other.

Taxes are applied to the taxable part of the invoice sub-total amount after applying the discounts.

When you specify several taxes, they are calculated independently of each other.

5. When you are ready, click 'Create Invoice' button at the bottom of the interface to get the invoice in

PDF format.

You can click this button as many times as you need. For example, you can preview your

invoice in PDF format, then edit its parameters, and then create it again.

When you create the invoice in PDF format, actiTIME saves all its parameters, except for the lines

with the invoice data, and will pre-set them when you create the next invoice.

actiTIME User Guide – Working with Report Configurations v2.2 MA


16 Working with Report Configurations

16.1 Overview

actiTIME users can save configurations of report parameters individually for each of the reports. Saved

report configurations are public and available for all users who have access to the corresponding report.

Working with report configurations includes the following activities:

Create New Report Configuration

Load Report Configuration

Update Report Configuration

Delete Report Configuration

16.2 Create New Report Configuration

You can save configuration of report parameters for future use when generating reports (in both HTML and

CSV formats). To save a configuration of report parameters follow the instructions below:

1. Configure all report parameters up to the point when you are ready to generate a report.

2. Select 'Save configuration of this report as' option at the bottom of the report form and enter the name

of new report configuration.

Figure 16-1 Option 'Save configuration of this report as'

Note that the name of report configuration should be unique for the report you are working

with. If you enter the name which already exists in the system, actiTIME will update the report

configuration stored under this name with the new report parameters.

3. Generate report in HTML or CSV format. The system will store report configuration under the specified

name and show you the report in the chosen format.

Note that saved report configurations will store date range only if it was set to one of the

following: 'current month', 'current week', 'previous month', or 'previous week'. If stored, date

range will also be loaded as 'current month', 'current week', 'previous month', or 'previous

week'.



16.3 Load Report Configuration

To load a report configuration select the needed one in the drop-down list located above the report form.

The system will automatically load parameters of the selected configuration to the report form.

Figure 16-2 'Load report configuration' option

Note that saved report configurations may contain date range settings stored as 'current month',

'current week', 'previous month', or 'previous week'. In this case loading of a report configuration

will also pre-set date range parameters of your report form.

16.4 Update Report Configuration

To update a report configuration follow the instructions below:

1. Configure all report parameters up to the point when you are ready to generate a report.

You can also load a report configuration and then change report parameters.

2. Enter the name of the report configuration to update in the field 'Save configuration of this report as'

(or select a configuration to update in the drop-down list).

Figure 16-3 Selecting a report configuration to update

3. Generate report in HTML or CSV format. The system will update the selected configuration according

to the configured report parameters and show you the report in the chosen format.

Note that saved report configurations are public. So changes in a report configuration will

affect all system users who have access to the corresponding report.



16.5 Delete Report Configuration

To delete a report configuration follow the instructions below:

1. Load a report configuration (see section Load Report Configuration).

2. Click on 'delete this report configuration link' link.

Figure 16-4 'delete this report configuration link' link

You will be asked to confirm deletion of the selected configuration. If you confirm it, the system will

delete this report configuration.

Note that saved report configurations are public. So deletion of a report configuration will affect

all system users who have access to the corresponding report.

actiTIME User Guide – System Administration Overview v2.2 MA


17 System Administration Overview

System Administration includes the following activities:

Billing Type Management

Leave Type Management

User Management

Management of work schedule and system settings

To access the system administration interfaces of actiTIME, use the top-level menu options 'Users', 'Work

Schedule', and 'Settings'.

There are four (4) access rights defined for accessing the System Administration interfaces:

Manage Billing Types

Manage Users

Manage Work Schedule

Manage General Settings

Each of these access rights regulates user access to the corresponding subset of the system interfaces.

System users may have any combination of these access rights. For example:

A user who has only 'Manage Users' access right will be able to create new system users and

modify registered ones, but will not be allowed to create new billing types and manage work

schedule and system settings.

A user who has only 'Manage Billing Types' access right will be able to create and modify billing

types but will not be able to register new system users and manage work schedule and system

settings.

Grant these access rights to users according to their responsibilities in everyday work.

Note that the users who do not have an access right will not see the interfaces associated with it.

See section User Management about information on how to grant access rights to system users.

actiTIME User Guide – Billing Type Management v2.2 MA


18 Billing Type Management

18.1 Overview

Billing type management includes the following activities:

Browse Billing Types

Create New Billing Type

Set the Default Billing Type

Edit Billing Type

Change Order of Billing Types

Delete Billing Type

To access the interfaces for billing type management, use sub-menu 'Billing Types' of the top-level menu

'Settings'.

Only the users who have the 'Manage Billing Types' access right can access the billing type

management interfaces. Note that the users who do not have this right will not see billing type

management interfaces at all.

18.2 Browse Billing Types

Select option 'Billing Types' in the top-level menu 'Settings' to get the list of registered billing types.

Figure 18-1 Billing Types interface



For each of the billing types, the list presents:

Name of the billing type

Status of the billing type - either 'active' or 'archived'.

Archived billing types are not available for selection when new tasks are added, but still available

for viewing in the reports.

You can change billing type status directly in the billing type list. To do that just click on the

status you want to change.

Type of the billing type - either 'Billable' or 'Non-Billable'.

You can change type of the billing type directly in the billing type list. To do that just click on

the type you want to change.

Billing Rate - hourly rate associated with the billing

type

Option allowing to configure the billing type as the

default billing type

If billing type is already configured as the default billing type, word 'Default' is shown instead of the

link 'set as default' (see also section Set the Default Billing Type).

Options for changing the order of billing types in actiTIME interfaces

Option for billing type deletion

The option is shown only for those billing types that are not associated with tasks.

Use form in the top part of the interface to filter list of billing types by their type and status.

Names of billing types are clickable. Click on a billing type name opens the Edit Billing Type interface.

18.3 Create New Billing Types

To register new billing types follow the instructions below:

1. Click 'Create New Billing Type' button on the Billing Types interface to open the Create New Billing

Type interface. For information on how to get to the Billing Types interface see section Browse Billing

Types.

Only actiTIME with Accounting

Extension supports billing rates



Figure 18-2 Create New Billing Type interface

2. Enter the name of the billing type to create.

Each billing type name shall be unique among the registered billing types. The check for uniqueness

is case-insensitive. So billing types 'Web Development' and 'web development' will be considered as

the same.

3. Specify type of the billing type - either 'Billable' or

'Non-Billable'.

4. Specify billing rate, if you chose the 'Billable' type.

5. When you are ready, submit the page by clicking the

'Create Billing Type' button at the bottom of the

interface. The system will register new billing type with specified name and show you the Billing Types

interface.

If you decided not to add new billing type, click the 'Cancel' button at the bottom of the page. The system

will discard all the information entered in the interface and show you the Billing Types interface.

18.4 Set the Default Billing Type

The default billing type is used as pre-configured billing type when you create new tasks. Note that

only an active billing type can be configured as the default billing type.

To set the default billing type follow the instructions below:

1. Open the Billing Types interface (see section Browse Billing Types for information on how to do that).

2. Click the 'set as default' link shown next to the name of the billing type you want to configure as the

default billing type.

The system will set the selected billing type as the default billing type and update the Billing Types

interface.

You can create more than one

Non-Billable billing type as well

as specify billing rates with




18.5 Edit Billing Type

To edit name of a billing type follow the instructions below:

1. Click a billing type name on the Billing Types interface to open the Edit Billing Type interface. For

information on how to get to the Billing Types interface see section Browse Billing Types.

Figure 18-3 Interface Edit Billing Type

2. Update billing type name.

Note that each billing type name should be unique among the registered billing types. The

check for uniqueness is case-insensitive. So billing types 'Web Development' and 'web

development' will be considered the same.

3. Update type and status of the billing type. If you changed

type to the 'Billable' one, specify billing rate.

4. Submit the modifications by clicking the 'Save Changes'

button at the bottom of the page. The system will update

the name of the selected billing type and show you the

Billing Types page.

If you decided not to edit the selected billing type, click the 'Cancel' button at the bottom of the page. The

system will reject the modifications of the billing type name and show you the Billing Types page.

You can create more than one

Non-Billable billing type as well

as specify billing rates with




18.6 Change Order of Billing Types

Billing types are shown in all actiTIME interfaces in the order configured in the Billing Types interface.

By default billing types are shown in the order of their creation. You can change order of billing types using

controls in the column 'Change Order':

Figure 18-4 Controls for reordering billing types

For information on how to get to the Billing Types interface see section Browse Billing Types.

18.7 Delete Billing Type

Only billing types that are not associated with tasks can be deleted from the system.

There are two ways to delete an unused billing type:

Click an appropriate 'delete' link on the Billing Types interface (see section Browse Billing Types for


Open the Edit Billing Type interface (see section Edit Billing Type for information on how to get to this

page) and click the 'Delete This Billing Type' button.

Note, that if the status of the selected billing type is 'in use', the 'Delete This Billing Type' button is

disabled.

In both cases you will be asked to confirm the billing type deletion. If you confirm it, the system will delete

the selected billing type and show you the Billing Types interface.

actiTIME User Guide – Leave Type Management v2.2 MA


19 Leave Type Management

19.1 Overview

actiTIME allows you to create custom leave types.

By default there are three predefined leave types named 'Time Off', 'Sick Leave', and 'Vacation'. You can

re-name the predefined leave types and create

unlimited number of new ones.

Leave type management includes the following

activities:

Browse Leave Types

Create New Leave Types

Edit Leave Type Parameters

Change Order of Leave Types

Delete Leave Type

To access the interfaces for leave type management, use sub-menu 'Leave Types' of the top-level menu

'Settings'.

Only the users who have 'Manage General Settings' access right can access the leave type

management interfaces. Note that the users who do not have this right will not see leave type

management interfaces at all.

You can create custom leave

types with Management or

Accounting Extensions.

The basic version of actiTIME

supports two leave types only:

'Time Off' and 'Sick Leave'



19.2 Browse Leave Types

Select option 'Leave Types' in the top-level menu 'Settings' to get the list of registered leave types.

Figure 19-1 Leave Types interface

For each leave type, this interface shows:

Leave type name and icon

You can change leave type icon directly in the leave type list. To do that just click on the

icon you want to change.

Default hourly rate

The specified rate will be used in the user

management interfaces to pre-set the corresponding

leave time rate after a regular rate is entered (see

section User Management).

Regular rate is the rate for regular working hours.

Status - either 'active' or 'archived'

Archived leave types are not available for entering time, but still available for viewing reported leave

time in the reports.

When you archive a leave type, time already entered for it is not blocked from modifications.

However users will not be able to report time for this leave type for new dates.

You can change leave type status directly in the leave type list. To do that just click on the

status you want to change.

You can specify leave time rates




Option allowing marking the leave type as planned

Only planned leaves are available for time entry for future dates. If leave type is not marked

as planned, it is available for time entry for present and past dates only.

Options for changing the order of leave types in actiTIME interfaces

Option for the leave type deletion

You can delete only the leave types users did not enter leave time for. If there is some leave time reported

for a leave type, text 'in use' is shown instead of the option for the leave type deletion.

Leave type names are clickable. Click on a leave type name opens the Edit Leave Type interface.

19.3 Create Leave Type

To create a new leave type follow the instructions below:

1. Click 'Create New Leave Type' button on the Leave Types interface to open Create New Leave Type

interface. For information on how to get to the Leave Types interface see section Browse Leave

Types.

Figure 19-2 Create New Leave Type interface

2. Enter the name of the leave type to create.

The leave type name should be unique among the registered leave types. The check for uniqueness

is case-insensitive; this means that leave types 'Vacations' and 'vacations' will be considered as the

same.

3. If you are going to allow entering leave time for this leave type for future dates, mark it as 'planned

leave'.

4. Select an icon for the new leave type.



You can select one of 20 predefined icons. Different leave types can share the same icon.

5. Specify default hourly rate for this leave type.


management interfaces to pre-set the corresponding

leave time rate after a regular rate is entered (see

section User Management).


6. Enter optional text to show on the Enter Time-Track interface when time reported by user for this

leave is equal to user's workdays duration.

For example, for the preconfigured leave type 'Time Off' this text is 'day off'.

7. When you are ready, submit the page by clicking 'Create Leave Type' button at the bottom of the

interface. The system will create a leave type with specified parameters and show you the Leave

Types interface.

If you decided not to add new leave type, click 'Cancel' button at the bottom of the page. The system will

discard all the information entered in the interface and show you the Leave Types interface.

19.4 Edit Leave Type Parameters

To edit parameters of a leave type follow the instructions below:

1. Click a leave type name on the Leave Types interface to open the Edit Leave Type interface. For

information on how to get to the Leave Types interface see section Browse Leave Types.

Figure 19-3 Edit Leave Type interface





2. Update leave type parameters:

Leave type name

The leave type name should be unique among the registered leave types. The check for

uniqueness is case-insensitive; this means that leave types 'Vacations' and 'vacations' will be

considered as the same.

'Planned Leave' mark

If you want to allow entering leave time for this leave type for future dates, mark the leave type

as 'planned leave'.

Note that you can mark leave type as planned directly in the Leave Types interface.

Status

When you archive a leave type, time already entered for it is not blocked from modifications.

However users will not be able to report time for this leave type for the new dates.

Note that you can change leave type status directly in the Leave Types interface.

Leave type icon - you can select one of 20 predefined icons.

Note that you can change leave type icon directly in the Leave Types interface.

Default hourly rate


management interfaces to pre-set the

corresponding leave time rate after a regular rate

is entered (see section User Management).


Optional text to show on the Enter Time-Track interface when time reported by user for this

leave is equal to user's workdays duration.


update parameters of the selected leave type and show you the Leave Types interface.

If you decided not to edit the selected leave type, click 'Cancel' button at the bottom of the page. The

system will reject the modifications of the leave type parameters and show you the Leave Types interface.





19.5 Change Order of Leave Types

Leave types are shown in all actiTIME interfaces in the order configured in the Leave Types interface.

By default leave types are shown in the order of their creation. You can change order of leave types using

controls in the column 'Change Order' (of the table with leave type list):

Figure 19-4 Controls for reordering leave types

For information on how to get to the Leave Types interface see section Browse Leave Types.

19.6 Delete Leave Type

You can delete only the leave types users did not enter leave time for.

There are two ways to delete an unused leave type:

Click an appropriate 'delete' link on the Leave Types interface (see section Browse Leave Types for


Open the Edit Leave Type interface (see section Edit Leave Type Parameters for information on

how to get to this page) and click 'Delete This Leave Type' button.

Note, that if there is some leave time reported by users for this leave type, 'Delete This

Leave Type' button is disabled.

In both cases you will be asked to confirm the leave type deletion. If you confirm it, the system will delete

the selected leave type and show you the Leave Types interface.

actiTIME User Guide – User Management v2.2 MA


20 User Management

20.1 Overview

User management includes the following activities:

Browse System Users

Create New User Account

Edit User Information and Access Rights

Update User's Password

Modify Own Information and/or Password

Disable User Account

Enable User Account

Delete User Account

There are a number of access rights that define a user's permission to access actiTIME interfaces and

data.

Each user can be granted one or more access rights. The role executed by a user, as well as the category

a user belongs to, depend on the access rights granted to the user. There are no pre-defined user

categories (or roles) in actiTIME. You just grant a user those access rights that are necessary for his/her

everyday work, and that is all.

To access the user management interfaces, use top-level menu 'Users'.

Only users who have 'Manage Users' access right can access the user management interfaces. Note that

the users who do not have this right will not see the user administration interfaces at all.

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

users.



20.2 Browse System Users

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

shows up.

Figure 20-1 User List interface

The User List interface allows you to get summary information and status of system users at a glance. For

each user this information includes:

Last name, first name, middle initial, and username

Status of the user's account

Access rights granted to the user

Number of projects this user has access to

Effective hourly rates configured for the user: Regular Rate and Overtime Rate

User's workday duration

User names, statuses of the users' accounts, and access rights are clickable:

Clicking a user name opens the Edit User Settings interface.

Note that your name is not clickable as you cannot modify your own access rights. To

modify your password and/or contact information use the My Account interface instead of

the user management interfaces (see section Modify own information and/or password).

Clicking status of the user's account switches it from the 'enabled' to the 'disabled' state and vice-

versa

Clicking an access right grants/revokes it to/from the user (depending on the current status of the

access right)

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 corresponding

option in the 'Show XX users on a page' drop-down under the user list.



20.3 Create New User

To create a new user follow the instructions below:

1. Click 'Create New User' button on the User List interface to open the Create New User interface.

Figure 20-2 Create New User interface



2. Enter user information. The information in the fields marked with a red asterisk is mandatory.

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

Username

Username shall be unique among the registered users. The check for uniqueness is case-

insensitive. So usernames 'john' and 'John' will be considered as the same.

Status of the user's account - either enabled or disabled

Password

Note that password is case-sensitive.

First name

Last name

Middle initial

E-mail address

If you provide an e-mail address for the user, it (e-mail address) should be valid. For example,

address [email protected] is valid, but addresses yournick.domain.com and

yournick@com are invalid.

Phone #

Fax #

Mobile #

Other contact #

Workday duration

Workday duration is used for tracking user's leave time and overtime/undertime.

Overtime/undertime tracking settings

Overtime/undertime tracking may be either enabled or disabled.

If you enable overtime/undertime tracking for the user, you should also specify

overtime/undertime calculation mode to be used and hire date.

Figure 20-3 Overtime/Undertime Tracking Options



Calculation mode can be one of the following:

Automatic calculation, hidden from the user - if this mode is selected, section displaying

overtime/undertime is not shown on the user's interface Enter Time-Track.

Automatic calculation, visible for the user - if this mode is selected, section displaying

overtime/undertime is shown on the user's interface Enter Time-Track, but user cannot

modify the automatically calculated values.

Allow user to enter overtime/undertime manually - if this mode is selected, section

displaying overtime/undertime is shown on the user's interface Enter Time-Track, and

user is allowed to enter the overtime/undertime manually.

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

When overtime/undertime tracking is disabled, section for entering overtime/undertime is hidden

on the user's interface Enter Time-Track.

When undertime tracking is turned OFF in the general system settings, the system

collects overtime information only, and the corresponding option is named 'overtime

tracking settings'.

Hourly rates

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

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

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

user.

Figure 20-4 Hourly Rates Section

You can specify hourly rates




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

However, if you need to specify a rate for an archived leave type, you can do that in the

Edit User Settings interface.

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 base of coefficients specified in

general system settings - for overtime rate (see section Adjust General System Settings)

leave type management interfaces - for leave time rates (see section Leave Type

Management)

The specified rates come into effect on the corresponding effective date. If there are no rates

specified for a user, all the rates are considered to be '0.00'.

All working and leave time reported by the user before the first effective date is

processed using zero ('0.00') rates.

Set of access rights that should be granted to the

user

Projects this user should have access to

Figure 20-5 Projects Selector

If you want to allow user's access to all projects of all customers (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.

To select/unselect all project of a customer, double click on the line with customer name.

You can configure project

assignments with Management

Extension only



Users having access rights "Manage Users" and/or "Manage Customers & Projects "

always have access to all projects of all customers.

3. When you are ready, submit the page by clicking 'Create User' button at the bottom of the interface.

The system will create a new user and set his/her login access according to the selected option.

If you decided not to add a new user, click 'Cancel' button at the bottom of the page. The system will

discard all the information entered in the interface and show you the User List interface.



20.4 Edit User Information and Access Rights

To edit user information and access rights follow the instructions below:

1. Click a user name on the User List interface to open the Edit User Settings interface. For information

on how to get to the User List interface see section Browse System Users.

Figure 20-6 Edit User Settings interface



Note that you cannot modify your own contact information and access rights via the user

management interfaces. To modify your password and/or contact information use the My

Account interface instead (see section Modify Own Information and/or Password).

2. Modify user information. All the fields marked with a red asterisk are mandatory.

User information that can be modified includes:

Username

A username shall be unique among the registered users. The check for uniqueness is case-

insensitive. So usernames 'john' and 'John' will be considered as the same.

If you try to assign a duplicate username to the selected user, the system will not save the

modifications made in the interface and will ask you to select another user name.

Status of the user's account - either enabled or disabled

Password

Note that password is case-sensitive.

First name

Last name

Middle initial

E-mail address

If you provide or modify e-mail address for the user, it (e-mail address) should be valid address.

For example, address [email protected] is valid, but addresses yournick.domain.com and

yournick@com are invalid.

Phone #

Fax #

Mobile #

Other contact #

Workday duration

Overtime/undertime tracking settings

See section Create New User for the detailed description of overtime/undertime tracking

settings.

When undertime tracking is turned OFF in the general system setting, the system

collects overtime information only, and the corresponding option is named 'overtime

tracking settings'.



Hourly rates

Hourly rates that can be specified for the user

include:

o Regular rate - rate for the regular working hours

o Overtime rate - rate for the overtime hours

o Leave time rates - rates for the leave types registered in the system

Rates for archived leave types are optional.

See section Create New User for more

information on the hourly rates.

Set of access rights granted to the user

Projects this user should have access to

Figure 20-7 Projects Selector

If you want to allow user's access to all projects of all customers (including customers and

projects that will be added 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.

To select/unselect all project of a customer, double click on the line with customer name.

Users having access rights "Manage Users" and/or "Manage Customers & Projects"

always have access to all projects of all customers

3. Submit the modifications by clicking 'Save Changes' button at the bottom of the page

If you decided not to edit information of the selected user, click 'Cancel' button at the bottom of the page.

The system will reject all the modifications of user information and show you the User List interface.

You can specify hourly rates


You can configure project

assignments with Management

Extension only



20.5 Update User's Password

To update user's password follow the instructions below:

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

2. Provide two (2) copies of the new password in the fields 'New Password' and 'Retype Password'.

When creating a password, note that it is case-sensitive.

3. Submit the new password by clicking 'Save Changes' button at the bottom of the page.

You can update user password along with other user's information (see section Edit User Information).

To update your own password use the My Account interface (see section Modify Own Information and/or

Password).

20.6 Modify Own Information and/or Password

You cannot modify your own contact information and access rights via user management interfaces. To

modify your password and/or contact information use the My Account page.

1. Click the top-level menu option 'My Account'.

Figure 20-8 Edit Profile interface

2. Edit your contact information

Note the following when modifying your contact information:

All the fields marked with a red asterisk are mandatory.

If you provide or modify your e-mail address, it (e-mail address) should be valid. For example,

address [email protected] is valid, but addresses yournick.domain.com and yournick@com

are invalid.

3. Create a new password if necessary.



Provide two (2) copies of the new password in the fields 'New Password' and 'Retype Password', and

your current password in the field 'Current Password'. When creating a password, note that it is case-

sensitive.

4. Submit the modifications by clicking 'Save Changes' button at the bottom of the page.

20.7 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 click status of the user's account directly on the User List interface -

the system will switch status of the user's account from 'enabled' to 'disabled' state (see also section

Browse System Users).

You can also disable user access to the system on the Edit User Settings interface:


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

3. Submit the page by clicking 'Save Changes' button at the bottom of the page. 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.

You can disable user access and update his/her information simultaneously (see section Edit User

Information).

20.8 Enable User Account

To enable user access to the system click status of the user's account directly on the User List interface -

the system will switch status of the user's account from 'disabled' to 'enabled' state (see also section

Browse System Users).

You can also enable user access on the Edit User Settings interface:


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

3. Submit the page by clicking 'Save Changes' button at the bottom of the page. The system will enable

the login access of the selected user and show you the User List page.

You can enable user access and update his/her information simultaneously (see section Edit User

Information).



20.9 Delete User

To delete a user follow the instructions below:


2. Click 'Delete This 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.

Note that in the following cases users cannot be completely removed from the system:

user has reported some time-track or leave time

user has locked some time period from modifications (see section Locking and Unlocking

Time-Track History)

You can disable their login access instead (see section Disable User Account).

If the system knows that a user cannot be deleted beforehand, 'Delete This User' button is disabled.

actiTIME User Guide – Management of Work Schedule and System Settings v2.2 MA


21 Management of Work Schedule and System Settings

21.1 Overview

Management of work schedule and system settings includes the following activities:

Configure non-default working and nonworking days

Adjust General System Settings

There are two (2) access rights defined for management of work schedule and system settings:

Manage Work Schedule

Manage General Settings

Users who have the 'Manage Work Schedule' access right can configure non-default working and

nonworking days. To access the interfaces for configuring non-default working and nonworking days use

the top-level menu 'Work Schedule'.

Users who have the 'Manage General Settings' access right can configure general system settings. To

configure general system settings use the sub-menu 'General Settings' of the top-level menu 'Settings'.

21.2 Configure Working and Nonworking Days

To configure the working and nonworking days follow the instructions below:

1. Select the top-level menu option 'Work Schedule' to open the interface for configuring working and

nonworking days. The system will show you the interface with three months:

the current month (selected)

the previous month

the next month



Figure 21-1 Working and Nonworking Days interface

Working days will be shown on the white background. Nonworking days will be shown on the light blue

background in dark red font.

You can change the number of months shown in the interface. To do that click on the 'Select the

Number of Months to View' link and select the interface layout you prefer:

Figure 21-2 Pop-up panel for selecting the interface layout

actiTIME will memorize the selected interface layout and will automatically use it when you

open the interface the next time.

2. Select the month the days of which you want to modify. If this month is already shown in the interface,

just skip this step.



To select a month click on the name of the currently selected month and choose the month you need

in the pop-up panel:

Figure 21-3 Pop-up panel for selecting month

The pop-up panel for month selection shows months of the following four years:

the year of the currently selected month (the selected year)

two years before the selected year

one year after the selected year

If you need to view or modify a month in the past which is not currently available in the panel,

you will have to do this in two steps:

1. Select the earliest month which is currently available

2. Select the month you need after the page is reloaded and the list of available months is

updated

The earliest available month is January, 2003

3. Click a date you want to modify.

The system will switch the date status from 'working day' to 'nonworking day' and vice-versa.

21.3 Adjust General System Settings

To configure general system settings follow the instructions below:

1. Select the 'General Settings' option in the top-level menu 'Settings' to open the interface.



Figure 21-4 General Settings interface



2. Configure general system settings:

Names of the Time-Track Hierarchy Levels

You can rename the top, middle, and lowest (time-entry) levels of the time-track hierarchy using pre-

configured or custom names. The selected names are used in all system interfaces to reference the

corresponding hierarchy levels.

Figure 21-5 The default names of the time-track hierarchy levels

The pre-configured hierarchy names are listed below:

Top level:

o Client

o Customer (the default name)

o Product

o Product Line

o Project

Middle level:

o Job

o Project (the default name)

o Product

o Release

o Task

Lowest level:

o Task (the default name)

o Subtask

To use a custom name for a hierarchy level, select the '-- custom name --' option for the

corresponding level and enter the name in the singular and plural forms.

Figure 21-6 Using custom name for the top hierarchy level



Note that different hierarchy levels cannot have the same name. Time-track is always reported

for the lowest hierarchy level.

Time estimates support

Disable this feature if you do not need support of time

estimates on the time entry level. This will hide all

interface elements for entering and displaying time

estimates, including the Estimated vs. Actual Time report.

Maximum number of hours that can be reported by a user for a day

You can either limit sum of hours that can be reported by a user for one day (up to 24 hours) or

specify that this number is unlimited.

The latter is useful when several people (e.g. representing a subcontractor) report their time

expenses as a single actiTIME user.

Working time entry for future dates

Enable this feature if you want to allow users

to enter working time in advance.

Time-track of other users

This option defines whether users, that have neither "Manage Customers & Projects", nor "Generate

Time Reports", nor "Modify Time-Track of Other Users" access rights, can see time track and

comments entered by other actiTIME users:

When the option is selected, users without the access rights listed above can see only their own time

track and comments.

When the option is not selected, any user who has the "Enter Time-Track" access right can see time

track and comments entered by other users.

Leave time tracking

If you disable this feature, all interfaces related to entering and viewing leave time information will be

hidden. In particular, reports will not show leave time information even if it was collected before

disabling leave time tracking

Control of Overtime/Undertime

The system supports two modes of overtime/undertime calculation:

Collect both overtime and undertime

Select the 'Enable undertime registration' option to choose this calculation mode.

When this mode is selected, the system collects both overtime and undertime (as negative

values); and the Overtime & Leaves report shows balance of overtime and undertime.

Collect overtime only

Time estimates are available with


Working time entry for future

dates is available with




Unselect the 'Enable undertime registration' option to choose this calculation mode.

When this calculation mode is selected, the system does not allow collecting undertime, and all system

interfaces related to overtime/undertime (including reports) reference overtime only.

Default workday duration

The configured value is used as the default value for user's workday duration when you add create

actiTIME users.

Default overtime rate

The configured coefficient is used to pre-set overtime

rate when editing hourly user rates in the user

management interfaces (see section User Management).

Settings for reports generated in CSV format

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

character sets available for selection:

International character set (UTF-16)

If you select this 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>).

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

If you select this option, you will have to use only one character set, but will be able to select a

field separator for CSV reports.

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.

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.

Calendar layout

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

Hourly user rates are supported

in Accounting Extension only



Week starts on Sunday

Week starts on Monday

…

Week starts on Saturday

Date format

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

Note that there is an example of a date in the selected format shown next to the 'Date Format'

drop-down.

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.

3. When you are ready, submit the page by clicking the 'Save Changes' button on the bottom of the

interface.

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