Your user administration screen allows you to create and modify Senomix user accounts for your staff. Projects can be assigned to user accounts to restrict options for time entry, and users can be assigned to an account to place those individuals in a manager's scope of responsibility for timesheet approval and reports access.
This screen is reached from your main menu.
The buttons and fields provided on this screen are as follows:
Home / Back
Exits the screen and returns you to your main menu.
Clears the screen to prepare it for entering a new user.
Saves to your database any changes made to the selected user.
Deletes the selected user from your database.
Selects the previous user displayed in the screen's table window.
Selects the next user displayed in the screen's table window.
Opens a new web page displaying help for your current screen.
The employee number provided for the selected user account. No two users can have the same employee number assigned.
The first name of the person assigned to the selected user account.
The last name of the person assigned to the selected user account.
The phone number of the person assigned to the selected user account.
The email address username of the person assigned to the selected user account. Used for the user account's system sign-in.
An alternate username with which the user can connect to their account instead of using their email address.
This value will be removed from use in the future. To provide a value here in the meantime, you can enter the first five characters of the user's name (or other text as you prefer).
The password the selected user account will use for system sign-in.
The QuickBooks Payroll Item to use in data export reports to your office's accounting software. If you are not using a third-party accounting package with Senomix Timesheets, this item can be ignored.
On import of employee data from QuickBooks, this field will be automatically populated with your office's QuickBooks Payroll Settings. In the example shown above, Marie has been set to have a Payroll Item of "Salary" in QuickBooks, with that attribute displayed in her Senomix user record. Payroll Items can also be set for individual projects.
If you would prefer not to export Payroll Items to QuickBooks on time export (for example, if all staff in your office are salaried employees, with timesheet data not used for paycheque creation in QuickBooks), this field should be left blank.
The system access rights granted to the selected user account.
Available options for selection are:
Full Timesheet Access:
Provides the user account with access to all functionality in the timesheet entry application.
Stopwatch Access Only:
Limits the user account to only using the stopwatch to record their time. Access to the timesheet entry and listing screens, as well as all expense claim functionality, is blocked for these users.
A start and stop timestamp will also be automatically set in the user's stopwatch comments, with those comments blocked from the user's direct edit. The start/stop timestamp for system users can be viewed by a manager or administrator by creating a timesheet comments report.
No Time Entry Allowed:
Blocks the user from recording any time or expenses for their account. Non-time entering users are not counted towards your office's user limit.
If you have system users in your office who will only perform administrative tasks such as generating reports, approving timesheets or otherwise managing your system without recording time themselves, you can set their user account to this access right and free up their license slot for use by another of your time recording employees.
The default billing rate to be used when generating invoices for time recorded by the selected user account. If an employee is billed at the same billing rate for all project work, that rate should be entered here.
If an employee is charged out at a different rate for different projects, this value should be left blank, with rates specified in your project or billing rate administration screens instead.
Hours Per Week
The number of hours which the selected user account is expected to have recorded in their timesheet for a typical work week. Used to determine whether a person's timesheet is incomplete for purposes of sending automated e-mail reminders, identifying overtime in a spreadsheet report, or generating an incomplete timesheets report.
If this field is left blank, the Hours in Week value entered in your application settings screen will be used to determine the user's expected work week. An hours value should only be entered in this field if an employee has a non-standard work week. For example, an employee working part time and expected to record only 16 hours per week would have "16" entered in this field.
Displays the system-assigned id of the selected user.
A checkbox which indicates whether or not the displayed user account is allowed to connect to your Senomix system. If a user's system access needs to be temporarily suspended, but their account will be reactivated at some point in the future, this checkbox can be used to handle that temporary suspension of system access.
A user account which has been set to a temporarily inactive state will still count against your office's recorded quantity of system users. To permanently inactive a user to remove them from your account total while still keeping all timesheets and expense claims for reference, you will want to set that user to be historic (as described below).
A checkbox which indicates whether or not the displayed user account has access rights to your administration application.
A user with administrative rights will automatically have full access to all system reports (both through your administration and reports applications), and so reports access for an administrative user will be fixed at "Full Reports Access".
The reports access rights granted to the selected user account. User accounts with administrative rights are automatically granted full reports access, with the default for new user accounts being no access to system reports.
Non-administrative users with an assigned level of reports access can sign in to their reports application through the system sign-in screen.
Available options for selection are:
Full Reports Access:
Provides the user account with access to all system reports. This is the same level of reports access which an administrative user has available through their administration application.
Non-Financial Reports Only
Provides the user account with access to all system reports, with the exception of those provided under the "Financial" and "Data Export" panels of the report creation screen.
Personal Reports Only
Provides the user account with access to non-financial system reports, restricted to the user's own recorded information (the data of other users is not available to Personal Reports users).
No Reports Access
Blocks the user account from all system reports. Sign-in to the reports application is not allowed for these user accounts.
For Full and Non-Financial reports access, if a user account has user records assigned to them (through the "Assigned Users" button, described below) the user account will only be provided with reports access to the data of system users noted as being in their scope of responsibility. If no users are assigned to a user account, all recorded data will be available for their reports. Similarly, a user account with projects assigned to them will have their report data limited only to those projects to which they have been provided access.
An administrative user will always have access to all project and user account data for their reports, regardless of project assignment or employees who may be assigned to them for purposes of timesheet approval.
Opens the assigned projects screen, displaying the project assignments for the selected user.
A user account with projects assigned to them will have their timesheet and expense claim entry options limited only to the projects to which they have been assigned. If the user account has been provided with reports access, their reports will also be limited to their assigned projects.
Opens the assigned users screen, displaying the user assignments for the selected user.
A user account with user records assigned to them is considered to have those system users in their scope of responsibility and so can approve timesheets created by those users. If the user account has full or non-financial reports access, they will also be able to create reports for data entered by those users set in their scope of responsibility.
Opens the time estimates screen for the selected user, displaying (and allowing edit of) all time estimates entered by that employee for their planned work.
Opens the billing rate administration screen, displaying all billing rates related to the selected user.
Opens the create timesheet screen, allowing a blank past or future timesheet to be created for the selected user.
If a timesheet more than ten weeks in the past or future needs to be created for a system user, that record can be created through this screen. For timesheets required within ten weeks of the current date, the off-week filing screen provided in the user's own time and expense entry application can be used to create missed past or pre-filed future timesheets.
Create Expense Claim
Opens a new expense claim for the selected user, allowing an administrator to enter expense claim data for the employee.
Expense claims can also be directly entered by a user through the expense claim entry screen provided in their time and expense entry application.
Send Welcome Email
Sends an invitation message to the email address set for the currently selected user. This provides the employee with their connection information (with the exception of their password, which is not safe to send via email) and a link to their sign-in page.
Opens a file selection dialog, allowing you to import Employee data from your QuickBooks accounting application (as described below), automatically creating Senomix user accounts for those employees.
Sets the displayed user to have a historic state (as described below). Setting a user to be historic permanently inactivates the user account and removes them from your system's registered user count while keeping all of their timesheets and expense claims for reference.
If a user account has already been set to a historic state, this button will be shaded red and have the label "Historic".
Showing All Users / Showing Only Active
Toggles the display of user records to only show user accounts which are active, or to show both active and inactive users.
To display all users which are active, inactive or set to a historic state, toggle this button to read "Showing All Users".
The table window in your user administration screen can be set to display records in order by last name, first name, username or employee number by clicking the corresponding table header.
A user record cannot be deleted if it is referenced in your system in timesheets or expense claims (either with that user account having entered timesheets or expense claims themselves, or having approved records for others). If a user account is associated with your system's timesheet or expense claim information, all timesheets and claims associated with that individual must first be deleted before that user can be removed.
Instead of deleting a user record, it is recommended that the user be set to a historic status instead. Setting a user to be historic permanently inactivates their account and frees up their license space in your system (so you can add another user in their place) while keeping all of their entered timesheet and expense claim information. Once a user has been set as historic, no further timesheets or expense claims can be created for that individual, and all of their existing records will be permanently blocked from edit.
Only users who have permanently left your organization should be made historic. Once a user has been made historic, the record cannot be reverted to a non-historic state through your administration application. However, Senomix Support can change a historic user's status for you if you would like to reverse that account's permanent inactivation and return them to active use. To reverse a historic user's status, please contact Senomix Support for assistance at firstname.lastname@example.org.
To set a system user to be historic, select their record and click the "Set Historic" button. Once that button has been clicked, a confirmation message will be displayed:
Clicking yes on that confirmation will display a secondary confirmation message, which reminds you that setting a record to be historic is not a reversible action:
After clicking yes on that secondary confirmation message, the displayed user record will be set as historic, with all of their timesheet and expense claim information locked from edit. The user administration screen will also be made non-editable for that user's account, with the set historic button changing to an alert shade of red to indicate the record's historic state.
For example, selecting the user Tycho Brahe from the user administration screen shown above and setting the account to be historic will display the following: