Managing Timekeepers
- Timekeeper Profile
- Timekeeper Contact
- Timekeeper Permissions
- Timekeeper Roles
- Timekeeper Matters
- Timekeeper Hourly Cost
- Timekeeper Abbreviations
- Timekeeper Groups
- 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. Or to change the user’s password, click on the ‘Change Password‘ link on the top right of the screen.
Status – inactive timekeeper will not be charged.
Type:
– Allows the user type “Timekeeper” to enter Time and Expense for selected Timekeepers as well as their own entries. Timekeeper type users can also define their own Global Rates and set up individual Matter Rates. This user type can enter Time and Expense for “Own and Specific Timekeepers”, “Own” only or for “Own and All Timekeepers.”
– The user type “Support” has basic and limited access to the account and can enter Time and Expense for all the Timekeepers and specific Timekeepers in addition to their own entries.
On the Time and Expense Entry screen, Specific Timekeepers selected by one timekeeper will not show up for selection by others.
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 Administrators can use 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 Firm’s data privacy by limiting access for users you do not want to grant full access to firm-wide settings and data. All labels marked with an asterisk are mandatory and must have at least one option selected from the dropdown.
Click on Account>Professionals/Staff/Timekeepers>[name]>Permissions.
Role – Assign a Role to the Timekeeper. See the next section on assigning Timekeeper Roles.
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 the year’s hours, amount, and billing rate. The Dashboard is visible to both admin and non-admin users. Admin users have more rights than non-admin users. The Firm admin can view the Dashboard of any non-admin user in that firm.
Clients – Timekeepers can have access to All Clients, View Only Access, or No Access at all.
Access to Assigned Matters Only – Timekeepers will only be able to view and access Matters that have been specifically assigned to them under Account>Professionals/Staff/Timekeepers>[name]>Matters.
Budgets – Allows Timekeepers to manage budgets for other Timekeepers, have view-only access to budgets, or have no access.
Conflicts – Allows Timekeeper to manage Client/Matter conflicts, view-only access, or have no access.
Calendar – Select to have the Timekeeper access to another Timekeeper’s Calendar, have view-only access to other’s Calendars, or have no access.
Time – Allows Timekeepers to enter Time for all Timekeepers, create their own entries only, or will be restricted from entering Time.
Update Billable Type – a ‘Billable Type’ field on the Time Entry screen 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.
Show on Calendar – Timekeepers will be able to see ‘All Time’ (Billable and Non-billable) or just the ‘Billable Only’ time.
Expense – Timekeepers can enter Expenses for all Timekeepers, create their own Expense entries only, or will be restricted from entering Expenses.
Update Billable Type – a ‘Billable Type’ field on the Time Entry screen allows users to define an entry as either billable, non-billable, or no-charge.
Invoices – Gives View Only, View/Edit, View/Edit/Create, All or No Access.
Payments – gives access to payments, external trust entries, and bank account features.
Documents – Gives View Only, All Access, or No Access to documents.
Reports – with TimeSolv Reports, you get a precise analysis of your company’s activities using your own data. Timekeepers can have Full, Limited, or Limited Access without Revenue Report.
Account – Timekeepers can ‘Import, Edit & Create’ accounts, Export, View, or have No Access to a customer’s account.
Note: permission changes will not take effect until the user signs out and logs back in.
Timekeeper Roles
Permissions can be assigned to users either directly or through a Timekeeper Role. A Timekeeper Role is a way to group permissions.
With Timekeeper Roles, you can assign the same set of permissions to multiple users in a single step or easily remove permissions in bulk.
Scroll down to the section on Assigning Roles in bulk, or click here.
Note:
A Role cannot be assigned to the Firm’s owners as they already have full access to the entire system.
Note: Timekeepers with a Role assigned to them cannot have their Permissions edited from the Timekeeper>Permissions screen unless the Role is un-assigned.
Manage Timekeeper Roles
The Timekeeper Roles can be created or modified from the main menu by navigating to the Account>Timekeeper Roles sub-section.
Creating a New Role
Assigning permissions through Roles allows controlled access to the Timekeepers in TimeSolv. Click on the New Role button in the top right corner to bring up the New Role dialog.
Enter the details to identify the Role and give the relevant permissions. The Save button saves your settings.
Please note that if a Role has been created previously, changes made to it won’t take effect until the next login.
Editing a Role
To edit a Role, click the Role from the list on the Manage Timekeeper Roles screen to bring up the Edit Role dialog.
Edit the permissions and click on the Save button to save your settings.
Deleting a Role
Timekeeper Roles can only be deleted if they are not assigned to any Timekeeper or group of Timekeepers. If a user attempts to delete a Role, which is assigned, the system alerts the user with a warning message in red.
To delete a Role, click the Delete link on the Manage Timekeeper Roles screen. A confirmation message is displayed before the Role can be deleted. Clicking on the OK button on this popup deletes the Role.
Assigning Roles
Assigning Roles makes it easier to manage Timekeeper Permissions if you have many users, as you would only need to change the permissions at the Role level.
Timekeeper Roles can be assigned in two ways:
– At the user level, where the Role is assigned individually from the Account>Timekeeper>(select timekeeper)/Permissions tab.
– Through the Timekeeper Import. This method allows permissions to be updated in bulk using the list of Timekeepers exported from Account>Import/Export/Export Excel/Select Entity/Timekeepers.
The Role column in the exported list can be updated, and the Excel sheet can be imported back into the system.
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 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 Timekeepers 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