Management

With the Management tool you can keep track of all your clients, projects and employees (or contractors). The tool is split between these three tabs that handle each type of entity.

By pressing the green „plus” sign from the bottom-right you can add new clients, projects or people.

Clients

You can keep all the general and financial details of your clients, as well as a list of the contacts from the client side so that it’s always clear who your team can reach out to. The details that are visible here are the name of the client, its logo, its contacts (if you click on the contacts button), the country where the client is from, the number of burnt and invoiced hours for last month and the number of allocated hours for the current month. You can search by name from the left sidebar and you can include or exclude archived clients from this search. Archived clients are the clients that you no longer do business with. You can archive any client from the detailed view by using the Archive button from the top-right. On the far right on the list view there are two buttons: one to view the client, the other to edit it.

When you input new clients you can add a picture (that’s usually their logo), you can assign a code for the client, their name, their physical address including street, city, zipcode and country, their legal and bank details, information concerning the invoicing due date and any number of contacts that you deem necessary. The contacts will contain name, role, email, mobile and office phone numbers.

If you press on View for a particular client you will be able to see all this information plus a few other things:

  • a few statistics at the top of the screen like burnt and invoiced hours for the previous month and burnt and allocated hours for the current month
  • the client folder in the File Management System. This is similar to the Legal tool but it’s focused on the selected client so you’ll see only its folder and any subfolders or files that are stored here. For more information on how this tool works, click here.

Projects

This is where you will see all your current, future or previous projects. The info you can see in the list view contains the project logo (or any picture that you think fits the general idea of the project), the project’s code and name, the client that commissioned it, the duration of the project, its status (Ongoing, Potential and On Hold) and type (Billable Fixed Price, Billable Time and Material, Internal),  the total number of hours burnt so far on the project and finally, the total number of hours allocated on the project.

For fixed price projects the amount that will be invoiced is set at the beginning of the project while for time and material projects the invoiced amount depends on the number of burnt hours.

On the left side you have the Search sidebar. You can filter your searches by status (ongoing, on hold or potential) or type (fixed price, time and material or internal) and you can select a period or if you wish to search in the archived projects as well or not.

When you input new projects in the system you can add a picture, a code and a name for the project, you can select the client that commissioned it, you can set the status of the project, the start and end dates and a general description of the project. Furthermore, you can input the billing details for the project like the billing type (or project type) and the total budget in hours. For time and material projects you can add the default hourly rate while for fixed price projects you can set the total price. You can also set the currency in which your client will be billed for this particular project.

After that you can select if you want the hours that are inputted by your employees to be submitted without your or a manager’s approval or if this approval is needed before the submitted hours are considered confirmed. In addition to this you can allow all employees to log hours on this project or you can limit this to the people that you assign on it.

On the right-hand side you can select the project manager(s) of the project. They will be able to assign people to it and confirm the submissions that the team inputs in their timesheet.

Finally, on the bottom you have the custom rates selector. If you want to add custom rates that are different than the default one set by project, you can do that on a personal level or on a role level. So you can set a particular employee to have a different rate for this project as opposed to the rest of the assignees,  or you can set a particular role (like quality assurance engineer, for example) to have a different, higher or lower rate.

If you go to the details window of a project you’ll be able to see the number of burnt and allocated hours, all the details that you inputted when you created the project, the project phases and tasks. These can be created on a project level and are treated like a project within a project. You can make separate assignments on phases and you can assign different tasks to different people, depending on needs.

Below this you will see a planner with the current allocations. This helps you have a clear view of the workload assigned to people allocated to this project. You can zoom in at a daily level or zoom out for a yearly view of the current project. You can move forward and backward in time with the left-hand buttons. You can also make new allocations from this chart. Just select the time frame that you want to assign and a pop-up will appear, allowing you to make quick assignments for your employees from this window. The tool is similar to the Resourcing tool but it’s focused on the currently selected project. For more information on how this tool works, click here.

Below this is the Legal tab. Similarly to the functionality from the clients detail view, you can see the folder of the project with all its subfolders and files.

People

Here you can keep track of an employee’s personal details as well as hourly rate, personal time off and his or her elapseit licence status. In the list view you can see the photo of the employee or contractor, the cost that it implies for your company to work with him or her, the access level of the user, if he or she has an active elapseit licence, if the user’s account is a user account or not, the hours the user has burnt so far this month and the hours that the user has been allocated on different projects, if any.

As usual, on the left sidebar we have the search which can find particular people depending on the inputted word and filtered by different criteria: licensed or unlicensed, access level (user, project manager, project director, accounting, administrator), if it’s an employee or a contractor, department (these can be created by the account’s owner) and location (again, created by the account’s owner). You can also search through archived profiles if you wish to.

To quickly go over the different access levels:

  • User – this is the normal access level for an employee or contractor that just needs to be able to log his or her hours when working.
  • Project Manager – this is for your employees that manage projects. They have the extra options to create and edit projects and clients, access to the Timesheet Approvals submenu, access to the Resourcing tool, the Reports dashboard and an extra report. They also have access to the project rates, for the projects where they are set as Project Managers. They don’t have access to the employees costs.
  • Project Director – it’s almost the same as a Project Manager but with the addition of the Reports Analytics submenu and with the ability to edit all projects, clients and people in the system. .They have access to all the projects rates. They don’t have access to the employees costs.
  • Accounting – this builds on the Project Director role with access to the employee costs, Invoicing tool and all the financially related reports. This role can create new people in the system but can’t assign them licences.
  • Admin – has access to all the app’s tools and data and can assign or remove licences to different people in the system. Assigning a licence to a person allows you to use that person in the system. Assigning him or her a user account allows that person to personally log into the app and submit his or her hours by themselves.
  • Owner – has the full control of the application, this is the user that creates the account

When you input new people in the system you can add their picture, their first and last name, email, job title (you can select an already existing one or create a new one by pressing on the green plus sign next to the input field), access level and relation (employee or contractor). You can also assign a licence or remove it and you can make the account a User Account or not. People with a licence can be used in the system, so you can assign tasks to them, you can assign them to projects, etc. If the User Account tickbox is checked then that person can also log into the platform and input the time he or she spends on different projects in the Timesheet tool. Without this checkmark, the manager or admin has to do everything for him or her (inputting hours, confirming them, etc). For more information on how the Timesheet tool works, click here.

After that you can input the financial details of the person: the payment type (monthly pay or hourly rate), the cost for the company and the currency in which he or she will be paid. And finally, some HR details: how many vacation days per year the person has, how many weekly working hours, his or her mobile and office phone numbers, the department in which he or she is working and the location.

If you open the detailed view of a person you will see 3 graphs on the top of the page:

  • the amount of burnt hours for the previous and current months
  • the amount of available hours for the current month

Below the details of the person you have the Gantt chart of the allocations of this person. You can zoom in, zoom out, and scroll through this chart. You can also add new assignments directly from here. The general functionality is similar to the Resourcing tool. For more information on this you can click here.

After that you have the documents of the person. Again, this is similar to how the Legal tool works. More info on that, by clicking here.

Client list view
Client view page
Overview of a project including status tracking and other relevant information
Project phases and project tasks including description and budget
Project edit page
Overview of a person including status tracking
Person edit page

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