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Employees

Employees

The Collabox offers the necessary tools to manage your employees.

The employee description sheets contain all the necessary information. Contact details, hourly rate, entry date, anniversary date.

Timesheets are the essential tool for preparing employee payrolls.

We also have the “bank of hours” system depending on the types of projects your clients have.

You can also manage vacations and time off.

Geolocated timesheet

By 10 advantages of working with Collabox, Digital transformation, Employees, Timesheet, Timesheet report

A new feature has just appeared in the Collabox  : the geolocation of the timesheet! This addition allows you to know where your employees enter their hours. This control tool is very useful to know if  the little latecomer from the office still between his hours on the bus or at the office. 

How to activate or deactivate geolocation?

Whether you want to enable or disable this option for your organization, the path is the same, you will only have to check the box or not. To do this, you must display the settings of the organization by clicking on “Organization”.

Organization

To activate the function, all you have to do is check the “Geolocation of timesheets” box. However, don’t forget to save the changes!
screen-shot-2016-11-10-at-14-23-23

Do you want to consult the geolocation data of your employees? Nothing could be simpler, since the report by employees tells you so. We even thought about giving you a Google Maps link to view the entries on a map. 

To access the report, you must first click on the “Reports” icon in the navigation bar at the top of the page. 

Then you must at least choose an option in the category “Report by employees” like “Include details of hours” in the example below. Don’t forget to check “Include geolocation”! 

screen-shot-2016-11-10-at-14-24-30

Here is an example of an employee report of timesheet entries. As you can see in the right column, entries with geolocation have a location link.
screen-shot-2016-11-10-at-14-25-46

If you click on the link, you will see the position where the entry was made on the map.

screen-shot-2016-11-10-at-14-27-02

Types of timesheets

By 10 advantages of working with Collabox, Digital transformation, Employees, Timesheet

Collabox offers you the possibility to choose between 4 types of timesheets:

  1. Standard timesheet
  2. Techno timesheet
  3. Weekly timesheet
  4. Express timesheet

We offer you a quick overview of their different characteristics so that you find your favorite.

1. The standard timesheet

This timesheet is designed for people who like to stick with their habits. Its design is reminiscent of traditional timesheets, while offering the advantages of digital. Detail your different tasks there! Take a tour of the standard timesheet

Example of a standard timesheet

2. The techno timesheet

This timesheet template features a new “drag and drop” design that will appeal to techies. The more modern aesthetic of its new graphical interface retains all of the standard timesheet options you like and use.

Example of a techno timesheet (“click-and-drag” design)

3. The weekly timesheet

With this timesheet, enter your hours per week rather than per day. It is perfect for generalists who want to register tasks with large blocks of time. It is also ideal when working on a project where the steps do not need to be detailed.

Example of a weekly timesheet

4. The express timesheet

Although timesheets all complement each other on desktop or mobile, the express timesheet is best suited for the interface of phones. And as the name suggests, it complements itself very, very quickly. Fill it in just 3 clicks!

Note: At any time you can switch from the express timesheet to the detailed timesheet (standard or techno) by clicking on the blue link Detailed timesheet .

Express timesheet

See how to complete your express timesheet

The same day is already selected for you by default. To start your time recording, go to the first step with the button Following.

Express timesheet: home page

1) Select the project you worked on.

Express timesheet: project selection

2) Choose your service.

Express timesheet: choice of a service

3) Enter the number of hours worked. Don’t forget to save!

Express timesheet: registration of hours worked

You can then repeat these steps to list other projects you worked on during the day.
Note: The entries in the express timesheet will be concurrent in the standard or techno timesheets, that is, they will all start at midnight. This data conversion is perfect if you don’t need to know when or how long your employees have been working on a particular project.

Have you made your choice? Contact us to change your timesheet, we will be happy to tell you how to proceed!

Project: Vacation

By Configuration, Employees, Reports, Sick vacation, Timesheet, Timesheet report

You don’t have a “Vacation” project? Do not worry. Follow these instructions to add it.

1- First click on “Organization” in the left side navigation bar.
2- Then, click on the “Projects” tab.

3- You must then update the project types by clicking on the link.

This page shows you all the types of projects in your organization.

To create a new one, click on “Add a project type”. Give the name “Vacation” to the project type and don’t forget to select the vacation option just at the bottom.

Bank of accumulated hours

By Configuration, Employees, Sick vacation, Timesheet, Timesheet report

Do you have trouble keeping track of your employees’ overtime hours? Collabox can help you with its bank of accumulable hours. You just have to determine the typical schedule for each of your employees and the timesheet does the rest. Indeed, when your employees enter their information in the timesheet, Collabox is able to deduct the total made and if it exceeds the usual schedule.

How do I configure an employee’s schedule?

Click on the “Configuration” icon in the navigation bar.

Then click on “Employees” in the left sidebar.

Choose the employee whose schedule you want to modify / view.

Click on the “Schedule” tab.

Finally, enter the days and hours worked. Do not forget to configure the bank of hours. You must enter the date of the start of the calculation of the bank of hours (generally associated with the start of the hiring of the employee) or the number of hours accumulated on the selected date (if you do not take the date of hiring). If you limit the number of hours that can be accumulated, indicate it in the specified place. Don’t forget to save your changes. You must complete these steps for each of your employees.

Once you have saved the changes, a detailed report will be generated automatically with hours worked, surpluses, etc.

maximiserprioriser les bonnes taches

Sequential tasks

By Calendar, Employees, Projects, Tasks

Screen Shot 2016-03-16 at 09.45.41If you are overwhelmed and want to follow your deliverables like in our example, you’ve come to the right place! Collabox has integrated a workflow system ( workflow ) to help you. So you can maximize and prioritize the right tasks. (It can also you  free up a few minutes to distract yourself with funny videos .) Our team of programmers worked hard to bring  point our workflow  family. Let me explain. In Collabox, the workflow works using parent and child tasks. All parent tasks must be completed before you can initiate the associated child task. This makes it possible to warn the people responsible for child tasks at the right time.

How to create a sequential task template

First of all, it is necessary to configure a template of sequential tasks. To do this, just click on “Sequential task template” in the left bar under the “Tasks” section.

Screen Shot 2016-03-16 at 09.45.00 

This page shows you all the templates you have created. In this page you can also modify  an existing template by clicking on its name or creating a new one. To do this, you must click on “Add a template of sequential tasks”.

Sequential tasks 2

The next step in creating a sequential task template is to give it a name and put it in the designated place. Once this is set, you can click on the “Steps” tab to add the tasks to the template.

Sequential tasks 3
Once in the “Steps” tab, you will see the template tasks or it will be empty.


Once you have mastered creating the sequential task template, the next step is to add tasks or appointments to this template. There are just a few clicks left and your workflow will be on foot.

To add a new task


If it is a new template, you must first add new tasks to it by clicking on “Add a task”.
sequential task 5

When creating a new task, complete the form on the screen by filling in the fields. Here is some additional information about the form titles.

Parent type  : It can be a task or an appointment. You therefore define the type of step.
Parent step  : This drop-down menu allows you to choose the parent of the step you are creating. In the example below, the child task is “Put the worm on the hook” and the parent task is “Catch the fish”. Thus, you must complete the child task before you can perform the parent task.
Title  : What name do you want to give to  your task or your appointment?
Expected time  : How much time do you want to devote to this task?
Interval  : Time  between the end of the parent task and the start of the child task.
Display cushion  : Period of time  before the task appears in the to-do list.

Description : This space allows you to write  more precise information about the task at hand. This way you can be sure that your employees understand the job at hand. 
Get approved by  : It is possible to designate a person responsible for validating that the task has been carried out.
Priority  : This box is used to determine the  level of importance of the task. You enter the number you want, but keep in mind that the higher the number, the more the task will be.  important.
Family : Group, by color, similar tasks. For example, you can to put  in pink everything related to accounting.

Sequential tasks 5


To facilitate your understanding of the relationship between parent and child tasks, we have chosen the example below including the steps to follow to make a potion of the  client Merlin the Enchanter. Child tasks are linked to their parent by a small hook. Both kinds of tasks can be started simultaneously, but parent tasks still need to be completed  before finalizing the child tasks. So if more than one employee is taking care of child tasks and one of them hasn’t finished, it can slow down all the work to be done. Indeed, in this situation, it will be impossible to finish the child task as long as the parent tasks are not complete.  
 Screen Shot 2016-03-16 at 09.48.25
 
 

Fill out your vacation timesheet

By Agenda, Calendar, Employees, Sick vacation, Timesheet, Timesheet report

Vacation time is fast approaching. If you want (or have to!) Enter your vacation into your timesheet, why not go ahead and enter it before you take time off. While it is a bit complicated (for philosophical reasons) to enter timesheets in the future, it is not impossible, however. Here’s how to do it (be careful, it’s an expert trick!):

 

1. Once you are connected to your Collabox ( www.collabox.com ), visit your timesheet. By default, when you visit this section, you are shown the timesheet for the current day.

 

2. If you look closely at the top of your screen, in the address bar of your browser (Internet Explorer, Firefox, Safari, etc.), you will be able to read an address that looks like this: https: //www.collabox .com / cbx / feuilletemps.php? currentdate = 2018-04-05. The last digits of the address correspond to the date on your timesheet.

Page Timesheet for Thursday, April 5, 2018

 

3. To consult, for example, the timesheet for May 5, simply change 2018-04-05 to 2018-05-05 in the address bar and press RETURN.

Date in the address bar on the page Timesheet

 

4. The page should now display ” Timesheet for Friday August 3, 2007 ”. For the rest, you just have to fill in your timesheet as usual. Don’t forget to click on Record !

Page Timesheet for Saturday, May 5, 2018

 

Proceed in the same way to fill the other days. If you are a manager, you might like to read the article Vacation management to better plan your employees’ vacations with Collabox.

Locking timesheets

By Employees, Projects, Timesheet

Project managers can closely monitor the hours worked by their employees thanks to the locking of timesheets. When they find that their employees have spent enough time on a project and want to invoice a client for it, for example, they just have to lock their timesheet so they don’t have to. plus the ability to make changes within the times entered. If they want to process payroll, they can lock entire days so they cannot be changed.

Here are the types of locks you can perform:

  • Timesheet : This option allows you to block the modification of time entries. If you lock a timesheet this way, the employee will no longer be able to modify what they have already entered in their timesheet for the specified period. He may, however, add news for hours.
  • Full day (s): Using this option, you will prevent the entry of data for a specified period. For example, if you lock the days from April 4 to 7 for one of your employees, he will no longer be able to enter anything in his timesheet for these days.

To use this function, click on the icon Timesheet .

Select Locking in the vertical menu.

Check the name of the employee or employees whose timesheets you want to lock. Choose the period covered, then the type of lock. Click on Lock .


Note: To unlock a timesheet, it’s the same way: check the employee (s) concerned, select the dates that interest you, the type of lock and click on Unlock .

When a full day is locked, a message appears on the employee’s timesheet to notify them.

To better track the overtime hours of your employees, read the article on bank of accumulable hours .

Do employees have access to financial data?

By Configuration, Employees

You have full control over the financial data your employees can see in Collabox. You are responsible for managing the access rights to this information from your administrator account. There are two places in the setup to change your preferences: the tab Menu and tab C advanced configuration .

To access these menus, click on the icon Configuration in the horizontal menu.

Go to the configuration page Employees .

Click on the name of the employee whose access to financial data you wish to modify. You will fall on the page Update an employee . The two tabs that interest you are at the top of this page ( Menu and Advanced configuration ).


Manage access to the module Billing and accounting

Under the tab Menu , you can manage access by module. This is the module Billing and accounting which relates to financial data. You can choose, using the checkboxes, to completely remove access to the module or to remove access to certain parts only.

Show amounts in reports

Under the tab Advanced configuration , you will find, in the module section Timesheets , the option Show amounts in reports . If the corresponding box is unchecked, your employee will no longer see any amount in the reports. This option is also useful when you want to show a report to a client without revealing your finances to them.


Please note : Your data privacy preferences will need to be changed for each employee.

Reports without amounts

By Configuration, Employees, Reports

You can allow your employees to print reports, but without the amounts equivalent to the total hours being displayed in the report (this option is also useful for copying and pasting the report to a client).

By default, money amounts are not displayed in reports, but if you prefer to allow an employee to see the amounts worked, here’s what to do:

Visit the Configuration section -> Employees, then view the employee’s record. Then in the Advanced configuration tab, check the option “Display amounts in reports”, then save.

Advanced Configurations page of [nom de l’employé]

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