Users In Timesheet 5.5

Users

Roles

Every individual who will access Timesheet is considered a user. Users can have one of several different roles that determine what abilities and access they will have in relation to Timesheet. The default possible roles in Timesheet are: User, Manager, Project Manager, Reporter, Time Keeper, and Admin. Below is a list of the possible roles and a summary of the abilities that each role possesses.

User:
A User is the basic role for Timesheet. A User has access to the following roles:
- Time Entry functions for himself only
- a limited number of reports that relate to that user alone
- expense entry (if enabled)
- Journals
- Password reset for that user alone
- Details about this particular installation of Timesheet
- a limited number of personal preferences
- A limited number of administrative tasks as they relate directly to that user
- online help information specifically for users
Manager:
A Manager serves as a low level administrator over users only. A Manager has access to all the functions that a normal User has, plus the following:
- Accrual management for users in groups that he is managing
- a number of reports that relate to both himself and to groups he manages
- Timesheet approval for users within groups he manages
- Password reset for himself and users within any groups he manages
- Time record creation for users within groups he manages
Project Manager:
A Project Manager serves the in the same capacity as a Manager, but also has the ability to create and modify projects. A Project Manager has access to all the functions that a Manager has, plus the following:
- Project creation and modification
- A number of reports that relate to projects
Reporter:
A Reporter has access to very few of the traditional user functions of Timesheet, but has full access to the reporting engine. A reporter cannot enter time or any other data, but he can view reports on any data within Timesheet. A reporter has access to:
- Reports that display information relating to any group, project, or user within Timesheet.
- Password reset for himself only
- Journals
Timekeeper:
A Timekeeper serves solely to enter time for other users. A Timekeeper may perform this action for any user within the system. A Timekeeper has access to the following:
- Time entry for himself
- Time Entry for other users in the system
- Password reset for himself
- Reports that relate to himself as well as those for whom he can enter time
Admin:
An Admin (administrator) serves as a master controller for Timesheet. He has access to many configuration parameters for Timesheet; however, an admin cannot enter time or expenses into Timesheet for himself. An Admin has access to the following:
- User creation and modification
- Time Entry for all users
- Timesheet approval for all users
- Expense Entry for all users (if enabled)
- Project creation and modification
- Task, Pay Type and Bill Type creation and modification
- Reports that relate to any group, project or users within Timesheet
- Accruals
- Rate rules and policy creation and modification
- Password reset for himself and for all users
- Custom role creation
- Time period and Timesheet definition
- Global Preference modification

User Creation and Modification

To create and modify users in Timesheet, an admin should enter the User Entry and Modification Screen from the main admin screen. This screen allows an admin access to all the necessary tools for user entry and modification. Existing users are displayed alphabetically in groups of 10 on this page. The navigation buttons at the top of the screen allow the admin to jump quickly between the different pages of users. For example, by pressing the Button, an admin can "scroll forward" to the next group of 10 users in the list. An admin may also choose to press one of the letters in the navigation portion, which will take him/her to the "top" of the list of users for that letter.

To modify or delete a user, an admin must select that user by clicking the box under the select name column, placing a check mark there to indicate which user(s) are to be modified or deleted. The admin then must click the Button or Button. If a user is being deleted, a pop up window confirming this process will appear. Modification of users is covered below under the Global User Modification Screen.

Additionally, in the User Entry and Modification Screen an admin may create up to five new users at a time. The creating admin must enter the Login Name, First Name and Last Name for the user(s) to be added. Additionally, it is at this time that a users' role and approval templates are specified. Once all necessary data has been entered, the admin should click the Button. Timesheet will then display the Global User Modification Screen.

Global User Modification Screen

This screen provides admins with the necessary tools to modify and assign the full range of characteristics that apply to users. Authority, Group affiliation, Hidden/Unhidden status, Recs to Input, Full name, Initial Comments, Time Entry Screen, Mileage Entry Screen and Expense Entry Screen are all accessible in this screen. Once the desired changes have been made to all selected users, the admin may click the Button or the Button.

Clicking the Button cause Timesheet to active the entered changes for the User(s) being modified. Timesheet will refresh the Global User Modification Screen and display a gree text message confirming your changes.

Clicking the Button will cause Timesheet to display the Extra User Fields Screen. This screen is described in the Extra Fields portion of this documentation.