Skip to content
English
Sign in
  • There are no suggestions because the search field is empty.

How to create and edit employees

Learn how to create and edit an Employee (users) within the Accountability system. Know and understand each category field and what it is used for.

 

Table of Contents

Create a new employee

Steps:  

  1. Select Master Files > Employees.
  2. Select NEW EMPLOYEE. 
  3. Enter the following information.
    1. Details
    2. Postion
    3. Working Days
    4. Hours and Time Settings
    5. Preferences
    6. Other Detail

Details

Category 

Description 

Employee Code 

Alpha or numeric can be used.  

Tip:  

  • It is suggested to limit the code from 3-6 characters in length.  
  • The code structure should be applied consistently.  
  • The assigned code also acts as the Employee's user code when logging in to Accountability. 

Employee Name  

Enter the employee's name. 

Preferred Name

Enter the employee's preferred name

Email Address

Enter the employee's email address

Office

Assign the employee's default office.

Start Date

Enter the employee’s start date 

End Date

 End Date Enter the employee’s last date. Optional

Note: The employee's end date will remove the employee’s access to the system. 

Position

 

Category 

Description 

  

Title 

Select a title. Primarily allows report filtering/selection for timesheet data and is also required for Resource Tracking. Learn how to create a title by clicking here.

  

Department 

Select a department. Primarily allows report filtering/selection for timesheet data. Learn how to create a department by clicking here.

  
Supervisor 

Enter or select the employee's supervisor. - Optional 

  

Default Task Type 

Select a task type. Determines the default for the employee when they are entering their timesheets through MY TIME. 

  

Approval & Posting Rights 

There are three options available for employee approval rights:  

  • None - the employee has no rights to approve system transactions 
  • Defined - the employee has some approval rights. Tip: approval rights can be assigned by clicking the Approval Rights hyperlink at the top of the page 
  • Unrestricted - the employee is able to approve any type of system transaction they are able to access. 
  

User Access Group 

Determines the system functions employees will be able to access, and the type of access permitted. - Optional. 

Learn how to manage user access groups by clicking here.

  
Default Tax Code Use the drop down box to select the employees default tax code.   

Default Payroll GL Account 

Admins can set the default GL account for employees' actual cost to appear in Payroll Budget. - Optional 

  

Working Days :

Use the check the box for the employees default working days.

Hours & Time Settings

Category 

Description 

Daily Hours 

The expected number of hours the employee will work for each working day. - Optional 

Daily Timesheet Hours 

The number of hours the employee will be required to enter time for each working day. This will drive the Missing Time Report and Utilization reporting. - Optional 

Hourly Billable Rate 

Enter the default hourly rate for billable time performed by the employee. This will only be applied to client-specific or task-type specific time entered in the Employee Code of the Estimate.  

Hourly Cost Rate

Enter the hourly cost rate for the employee. 

Target Billable Time % 

Enter the expected % of time worked by the employee will be billable to clients and is used in various utilization calculations. 
Weekly My Time Submit Required

Check to enable employees to submit their timesheets on a weekly basis.

Preferences

Category 

Description 

Home Page 

The page that will present when an employee logs in. -Optional. Employees can manage this setting by going to User Name Profile>My Settings 

Data Entry Date Format 

Personalize the date format that will apply to data entered by the employee. - Optional
Report Date Format String

Personalize the date format that will apply for reports run by the employee. - Optional

Other Details

Other Details show all of your agency-defined fields.  

Back to Top

Create additional Employee settings 

Steps:   

  1. Select Master Files > Employees.
  2. Select an Employee Code.
  3. Click on Settings > Staff Restriction.
  4. On the Staff Access Restrictions page, check the box to the left of APPLY RESTRICTIONS TO DEPARTMENTS
  5. On the department restrictions page use the  >  symbol to grant access and  <  to remove access to a department.  
  6. Select SAVE or SAVE & CLOSE
Back to Top

Add or Remove Office Restrictions 

Steps:   

  1. Select Master Files > Employees.
  2. Select the employee code hyperlink 
  3. On the Employee landing page select Settings > Office Restrictions
  4. On the Office Access Restrictions page use the  >  symbol to grant access and  <  to remove access to an office
  5. Select Save

The office in italics represents the employees default office 

 

Add or Remove Client Restrictions 

Steps:   

  1. Select Master Files > Employees.
  2. Select an Employee Code.
  3. Click on Settings > Client Restrictions
  4. On the Client Access Restrictions page, check the box to the left of No Restrictions currently applied, check to apply restrictions
  5. On the Client Access Restrictions page use the  >  symbol to grant access and  <  to remove access to a client.  
  6. Select SAVE 

Back to Top