Users
Last updated
Last updated
To add a new user, go to Administration - User and then select the Users tab in the submenu.
Click on Create user to create a new blank user card.
User:
Name: Enter the user's first and last name. If you want the users to be presented in alphabetical order by first name, enter the first name first.
Username: The username is used as a login and must therefore be unique. Please find a convention for creating new usernames, for example the first two letters of the first and last name.
Social security number: Enter the social security number in the format YYYYMMDD-NNNN
E-mail: Must be entered if the user is to receive e-mail when clicking on "Forgot password" on the login page and if the system is configured to send out reminder e-mails.
Password: Choose a password and repeat it. The password is entered by the user when logging into the system. The user can change their password after the first login. NOTE! For security reasons, passwords always display 10 black dots after a password has been saved, regardless of the actual length of the password.
Language: Select the language in which the system will be displayed to the user (default language is automatically selected if an active language selection is not made).
Country code: Enter the country code if applicable.
Employment:
Start date: This is mandatory. If you do not enter a date, today's date is set as the start date. Calculation of flexitime is based on the start date and the user cannot register any time in the system before the specified date.
End date: Filled in if the user has an end date. If an end date is set, it is not possible to register time after this date.
Calendar: Select the calendar on which the user's working time should be based. If the user works part-time, the easiest way to solve this is to create a Schedule for the user. Read more about this in the Calendar and Schedule guide. A user must always have a selected calendar, regardless of whether they work full or part-time.
Employment number: Enter employment number for the user. If you use integration to an external payroll system, it is important that the employment number is the same as in the payroll system.
Basic workload: This field that is only relevant if you use Project and Resource Planning module. Enter the basic occupancy in percent (proportion of booked time of the person's scheduled time) and the system will take it into account when calculating how much time a person is booked/scheduled.
Profit centre: Select if you use profit centre for follow up (Millnet Analys).
Department: Enter department if you use this for follow up (Millnet Analys).
Cost/hour: Thie is used in the system to calculates a standard hourly cost for each hour registered. This has affect in calculating costs in a project (e.g. under the Project Information in Invoicing module and in the follow up view (Follow-up-Project-Amount) Millnet Analysis also uses cost/hour in calculations of project costs in various reports.
Contact:
Fill in the contact information you want for the user. The fields are not mandatory - you choose what information you need.
It is possible for the user to adjust parts of their contact information from “My pages” in the timeregistration view. Which fields are adjustable for the user is configurable. Contact our support to adjust this.
Self-invoicing:
If you have the optional Self-invoicing feature, there is a field for this. Read more about how to use it in the separate chapter.
Note! Click Save to create the user and open up the other fields. Do not forget to save any further adjustments made. If you want to change any information on an already created user, click on the pen or double-click on the row of the user you want to adjust.
Permissions are set on the user to determine what they are entitled to, for example overtime. It also determines the user's rights in the system (see details below).
System Administrator - The user has full access to all tabs and thus full rights to administer everything in the system, as well as mass update projects. This right can only be granted by another system administrator.
Administrator - The user has access to all tabs except “Company” and rights to administer everything that can be accessed in the system.
Project Leader - The user becomes selectable as a project leader for projects. A project leader of a project has access to the Project Report tab in Invoicing module and is expected to create project reports for the projects they are project leader for (i.e. the first step in the invoicing process). A project leader can follow up their projects in the Follow-up tab and in the invoicing module.
Invoice manager - The user becomes selectable as a invoice manager for projects. The invoice manager of a project has access to the Invoice tab in the invoicing module and is expected to create invoices for the projects they are responsible for.
Access to Millnet Analyze - Applies if you have the analysis tool activated. The user with this permission gets access to the analysis tool directly from the menu.
Data Protection Officer - The user gets access to the anonymization function. The right can also be given at group level.
Accounting manager - The user get access to the Accounting tab in the invoicing module and receive the right to transfers of invoice information to external financial system by the function Webconnect. This user right can also be given at group level.
Supplier invoices - Gives the user access to the tab where supplier invoices are managed.
Payroll Admin - Allows the user to create payroll files in the Approval view.
Flex - Means that the system calculates and presents the current flex time balance to the user.
Can withdraw flex as money - Allows the user to choose to withdraw flex time as money. This is something the user will be possible to do when locking the month.
Overtime - Means that the user has the option to allocate their time beyond the normal working hours as Overtime 1 or Overtime 2.
Travel time - The user has the option to allocate time beyond the normal working hours as Travel time 1 or Travel time 2.
Plustime - The user has the right to allocate time beyond the normal working time as Plustime. Only relevant for users having a part-time schedule.
Please note! A user can get additional use rights by being a member of a specific group with configurated rights.
It's possible that a user will be a member of several groups for various reasons. For example: for approval, user rights, follow up, project member, pricing etc. In the user card you get an overview of which groups the user are a member of and you can add the user to a group or delete the user from a group in the user card.
If a user should have approval rights this is made by marking this in the column Approval rights beside the column Member in the section Group in the user card. All the members of the group will be presented in the Approval view.
Read more about groups in the chapter about groups.