Frequently Asked Questions

Practically every functionality in Journyx Timesheet is optional, you don't have to use the things you don't need. Take for example a word process or spreadsheet program, they also offer a lot of functionality but you always figure out and start using the stuff you need. When you have gained some experience, you will use more functionality. It's the same with Journyx Timesheet. Start simple and activate functionality whenever you're ready for it. Timesheet is flexible and scalable!

Access to functionality is determined by something that is called an authorisation role. Timesheet is installed with several default authorisation roles, ranging from the administrator role (access to everything) to the user role (limited access). Besides the default roles, you can create custom roles (only iin payed version) where you determine which functionality is available. So if you don't want your users to have access to the expense and mileage tabs on the entry screen, just create a new custom rule but don't select the options 'Acces to expenses' and 'Access to mileage'. This will 'remove' the tabs to these administrations from the entry screen.

Journyx Timesheet is scalable, from just a few users to thousands users, we gladly provide you with a quote for the numbers of licenses you need. The software can be used for free (without any time limits or nag screens), if you have less than 10 users.

Journyx has handled many implementations and has developed a standard approach to implementations, the Journyx ProStart Implementation. During this implementation phase we will discuss with you the kind of information you want when you run Timesheet reports and the possible different ways to set things up. For example, together we will determine how many different entry screens you need, how many columns you want to use on these entry screens, which periods you want to use and which groups needs to be defined. Depending on your situation this can be done in just a few hours to several days.

The amount of time needed basically depends on the complexity of your organisation. Journyx uses a standard implementation approach where the following subjects are discussed:

• What information you want to get out of Timesheet?
• Which project/task structure is needed?
• Do you need different entry screens (for example a different screen per department)?
• Which authorisation roles are needed?
• Which custom fields need to be set up?
• Which groups need to be defined (for example, a group per department or groups per projects)?

If your organisation is not complex, implementation can be done in a few hours. If you have a large organisation with a complex hierarchy and many different needs, it will take several days. As said before, the needed amount of time really depends on the individual organisation and can be determined more accurately after we have discussed it more in detail.

The amount of time needed depends on the person. If he or she already has experience with (doing administrative tasks for) other software systems, has some knowledge of project management and the procedures in the organisation, then the training should not take more than a few hours. On average, administrator training takes something between 4 and 12 hours. Basic training consists of:

• explanation and exercise in adding projects, tasks, users and groups
• day to day administrative tasks,
• meeting after the training (several days in between so the administrator can try thingsout for some time) to discuss which items are not clear to the administrator

Yes, you can add custom fields on the column level and on the user level. Custom fields can be text fields, numeric, date or a field selction list. Custom fields are not shown on the entry screens but are available for reporting. You can define which authorisation role can see the field on the reports (for example a manager can see the custom field but an enduser can not).

Yes, you can define any kind of absence seperately, for example maternity leave, doctor visits or any other absence. You can also let Timesheet handle your leave requests (submitting request and approving or rejecting requests) and let Timesheet automatically calculate and display the remaining time on the entry screen of the user.

Journyx Timesheet is installed with a 'Quickstart guide' which basically guides you through the set-up steps. This guide is available from the main administrator menu, but is started automatically when you log on for the first time. It basically comes down to the following steps (starting from the main menu):

• Create your desired period for the entry screen (default is a weekly period which starts on Sunday). Main menu: Configuration, Periods.
• Define the number of columns on the entry screen. Main menu: Configuration, Time Entry Screens; Select your newly created period and choose the columns you want to display on the entry screen.
• Change the column names of the columns you are going to use. Main menu: Configuration, Entry Sheets.
• Change the format of date fields and currency symbol. Main menu: Configuration, Screen Appearance.
• Create any custom fields for users or for the columns you are using. Main menu: Configuration, Custom Fields.
• Define your users. Main menu: Management, User management.
• Create your projects. Main menu: Management, Project management (this link may have a different name, depending on how you have named the 1st column).
• Create the values for the other columns. Main menu: Management, Field values.
• Create the groups (who has access to which projects and tasks) you are going to use. Main menu: Management, Groups.
• Create any field value dependencies for the projects. Main menu: Management, Project management, Select a project, click on the link Modify Field Value Dependencies.

Click here to start a tutorial which shows you how to do the mentioned steps (the tutorial can also be found on the On-line presentations page (link with the title Quickstart Tutorial).

The default status of every project (or any column value for that matter) is 'Loggable and Reportable'. This means that the item in question is shown on entry screens (loggable) and on reports (reportable). If you change the status into 'Reportable only', the item will no longer be selectable on the entry screens (but is still available for reports).

Users have access to any project and task that are placed in the same group (or groups) as the user. If you do not define any 'Field Value Dependancies' then every tasks that is available to the user can be selected for every project. You can specify the tasks per project by defining field value dependencies (Main menu: Management, Project management, Select a project, click on the link Modify Field Value Dependencies). After you have defined dependencies for a project, users can only make a selection out of the tasks that you have defined as dependencies.

Yes, you define within Timesheet when users must have submitted their sheets (for example Monday morning at 10 am) and you activate the late e-mail message (text can be changed to your liking). An employee will receive this e-mail directly after the deadline and every day until his sheet has been submitted. You can also set it up that the manager also gets an e-mail whenever one of his employees are late.

There is a standard report 'Sheet Status Report' which shows you in one glance the status of every sheet for any period you desire. You can select that every sheet must be selected or just the sheets that are late.

No, you can use Timesheet without using the approval process. However, if you do not want to enable that users can change sheets of past periods then you must activate the approval process. The 'Submit your sheet' button is then displayed at the entry screen and a user will no longer can change their sheet after submission. Sheets can be approved/rejected in large quantities so it will not take much extra time for the administrator (or you can just leve them with the status 'Submitted for Approval').