Managing Timekeepers

In this article:

  1. Timekeeper Profile
  2. Timekeeper Contact
  3. Timekeeper Permissions
  4. Timekeeper Matters
  5. Timekeeper Hourly Cost
  6. Timekeeper Abbreviations
  7. Timekeeper Groups
  8. Timekeeper Commissions

Timekeeper Profile


The  Timekeeper Profile section is used to enter basic information about the timekeeper.

To create and edit timekeepers, click on Account>Professionals/Staff/Timekeepers

Password - the user will be emailed. To set a password expiry process for all users within the firm visit Account>Settings.

Status - inactive timekeeper will not be charged.

Type - a support user will have basic and limited access to the account.

Bypass approval/Manage Approvers/Approve for - will only be visible if approvals are enabled under Time>Settings>General>Enable Time Approvals by Professional.


Timekeeper Contact

This page is only available to Administrators to store Timekeepers contact information. You can store basic contact details under Timekeepers which can be used by administrators to access at any given time.

Timekeeper contact details can bet set under  Account>Professionals/Staff/Timekeepers>[name]>Contact


Timekeeper Permissions

This page is only available to Administrators to define accessibility for the user. 

You can protect your firms’ data privacy by limiting access for those users whom you do not want to grant full access to firm-wide settings and data.

Click on Account>Professionals/Staff/Timekeepers>[name]>Permissions.

Administrator - The user will have access to the entire system and can access timekeeper setups and the Firm’s account information.

Dashboard - a graphical representation of hours, amount and billing rate for the whole year. The Dashboard is visible to both admin and non-admin users. Admin users have more rights than non-admin users. Firm admin can view the Dashboard of any non-admin user in that firm.

Access to Assigned Matters Only - Timekeeper will only be able to view and access Matters that have been specifically assigned to them under Account>Professionals/Staff/Timekeepers>[name]>Matters.

Update Billable Type - on the Time Entry screen a billable type field allows users to define an entry as either billable, non-billable, or no-charge. 

Can view and override rate - rates can be set up at client levels and matter levels. Timekeepers need permission to access these features.

Payment - gives access to payments, external trust entries, and bank account features.

Reports - with TimeSolv Reports, you get a precise analysis of your company’s activities using your own data. 

Note: permission changes will not take effect until the user signs out and logs back in.


Timekeeper Matters

Click on Account>Professionals/Staff/Timekeepers>[name]>Matters to customize which Matters are made available to an individual Timekeeper. 

Note: Ensure the Timekeeper has the 'Access to assigned matters' checkbox marked under their permission settings ( Account>Professionals/Staff/Timekeepers>[name]>Permissions) before trying to assign Matters on this screen.


Timekeeper Hourly Cost

Click on Account>Professionals/Staff/Timekeepers>[name]>Hourly cost.

This is the firm's cost of the Timekeeper. 

This amount is used when running a Profitability Report.


Timekeeper Abbreviations

TimeSolv allows users to create abbreviations for frequently used sentences which can be used later on in the description of Time or Expense Entries. 

While firm-wide abbreviations are set under Account>Settings>Abbreviations, individual Timekeepers can have a list of their own personal abbreviations. These are set under  Account>Professionals/Staff/Timekeepers>[name]>Abbreviations

You can enter up to 2000 characters for a phrase. We suggest you use the upper case when setting up abbreviations to avoid any unwanted phrases being inserted by accident. 

Abbreviations make a firm profitable by saving time on the amount of typing a Timekeeper has to do per entry, and the time spent on proofreading later. It also helps create a professional, consistent, and concise language between Timekeepers. For example, your firm brand may prefer to use the word 'correspondence' instead of 'letter', 'memorandum' instead of 'memo', etc. And you don’t have to keep correcting commonly misspelled words like 'received'.

Hover over the paper icon on the Time Entry screen to view the list of abbreviations as a reminder. 


Timekeeper Groups

Keep Timekeepers under customized group names and provide a description of the group for its purpose/specificity. 

These groups can be used in our robust Reports section, where you can pull reporting data under various categories for a specific group of Tiimekeepers that you have created here.

To create Timekeeper Groups and Sub-groups, head under  Account>Settings>Timekeeper Groups

Once created, assign the Timekeeper to the group under Account>Professionals/Staff/Timekeepers>[name]>Timekeeper Group, and assign from the drop-down.


Timekeeper Commissions

Enabling commissions allows Timekeepers to earn specified percentages on Matters they work on. 

Click on Account>Settings>General>Enable Commissions

Originator Timekeeper commissions are set under  Clients>Clients & Matters>[matter name]>Originators.

TimeSolv allows users to add as many Originating Attorneys as needed against a Matter so that commissions can be distributed accordingly.

Administrators can specify a commission for each of the Originating Attorney added against a Matter.

Users with access to reports will be able to see the commissions for each Originating Attorney at the reporting level.

The reports that run Originating Attorneys are:

Invoices and WIP Aging report

Payment History report

Revenue and Commission report

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