The
FAQ may also be a help.
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- 3.1. Login
- 3.2. Attendance list
- 3.3. Time tracking by the time clock
- 3.4. Time tracking by the timesheet
- 3.5. Create a new user
- 3.6. The different user roles
- 3.7. Create a new time category
- 3.8. Create a new project
- 3.9. Settings
- 3.10. Export
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The Goodtime online time tracking system can usually be operated 'ad hoc' without prior training.
If you need further assistance,
please contact the support.
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3.1 Login:
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Login with your email address and password.
'Remember me': If you tick this box, the user name (your email address)
is stored and for the next login the email address is then filled in automatically
and you just have to enter your password. Optionally, you can of course use the
auto-save-function of form fields of your browser.
Characteristics on the initial login:
The account of the initial user is always the Admin account.
The Admin-user is a privileged user, who can manage and
maintaine the whole time recording system
(see The different user roles ).
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3.2 Attendance list:
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The attendance list shows all users with their current time stamp and
provides information on their current presence.
So the attendance list works just like a common table of attendance.
How a time stamp is displayed in the attendance list will be determined
by the category of the time stamp as well
(see Creating a new time category).
By default, the attendance list is not displayed. It can be turned on or off
in the Settings.
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3.3 Time tracking by the time clock |
The 'time clock' is used for recording the working hours
and performs like a 'classic' time recorder. This way of time tracking
is available to all user.
Simply confirm the creation of a time-entry by clicking on
the according 'Start'- or 'Stop'-button.
The application captures the working hours in minute increments.
Working hours that span over more then one day are recognized.
Depending on whether you ticked the 'prevent overlapping time entries' option
in the Settings a hint is shown for the
user on the following actions: Start and stop a time stamp within the same minute,
or if there already exists a time stamp in the same
time periode.
If in the Settings the entry
'Time clock tolerance' has a value exceeding '0' minutes, then the
users may adjust the punching-time of the attendance recorder
by the given time span.
The time for the time tracking is obtained from Goodtime-server,
considering your time zone (see Settings).
The time displayed in your browser is not updated automatically. You can trigger an update
by clicking on the 'refresh'-icon on the head of the recorder.
But whatever time is shown in your browser - always the server time is used
for the time stamp. The server time is synchronized via
NTP - so it is
very accurate.
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3.4 Time tracking by the timesheet: |
Click on 'Timesheet' on the menu to view or edit the recorded working hours.
If you are in the role of an admin or timesheet-manager, clicking on time sheet
brings up a list of all selectable users (including your own user). Please select the desired user,
by simply click on the user. If you are only allowed to edit your own time entries,
you will be forwarded to your own timesheet directly.
So the admin can view and edit the time stamps of all users - including his own working hours.
Users that have the role 'timesheet-manager' assigned can also do so.
'Regular' user whose property 'may edit own time stamps' is checked
in the settings, can change their own time stamps in the timesheet as well.
If this option is not ticked for a user, the user may view his own time data
but can not change it by the time sheet.
Browse through the time sheet:
In the top of the page you can set the desired week, the desired month and year.
The time stamps for the set period of time is displayed immediately after the selection.
When you choose 'All' for the weeks value, the time stamps for the whole accordant
month will be displayed.
Create a new time entry:
Click on 'Create new Time Stamp' to add a new time entry. In addition to the period of time
you can adjust the type of time entry (aboard, leave ...) and assign a project for the time stamp if desired.
Fields which are not relevant to the selected time type are hidden automatically. For example,
for time stamps which are calculated by the day
(see Create a new time category) a field for the date but
no fields for entering the start- or end-time are displayed.
If the time stamp exceeds the limit of a day, click on the 'over several days'-checkbox.
Additional fields for a 'multi-day' time stamp will be displayed then.
The generated time stamp will cover the entire adjusted period.
Depending on your role assignment, you can go directly to the timesheet of another user by
klicking on 'Select another user' at the current timesheet.
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3.5 Create a new user:
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For collecting labor time data for multible users you must first create new useraccounts:
If you are in the role of the 'admin' of the online time tracking system or
if you have assigned a 'user-manager' role, then
the entry 'Users' appears in the menu. Click on it and then
click on 'Create new User':
Enter a valid email address for the new user. This email address is also
the name for the login.
If you remove the check mark in the 'active' checkbox of the user - then the user can not logon
any longer. This approach is for example recommended for user who leave the
company.
'Roles and Permission'
With the link 'Edit permission' you can change the permission and roles of a user:
If you tick the 'May edit own time sheet' checkbox,
then the user may delete or edit his own time stamps by the timesheet. If this option is
not checked, the user can create time stamps only by the 'time clock'.
Under 'roles' you can assign the roles user-manager, timesheet-manager, project-manager or
application-manager to the created user. The assignment for the admin role is fixed and can
not be changed.
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3.6 The different user roles |
The 'admin' account will be assigned to the user that creates the time tracking system.
This account has all rights and can not be deleted or transferred. The administration of the
total time recording system can be done with it. For example, you can create new users
and change settings of the online time tracking system.
'User' are 'regular users' with no special roles assigned. They are limited to the essential
actions of tracking their own work time. They can for example 'punch in' and 'punch out' or change
(depending on the user settings) their onw time data.
'User-manager': Manages all users. A user-manager can, for example, create and change user accounts,
or delete them. He also assigns permission to users.
'Timesheet-manager: Manages all timesheets
and time stamps. He may insert, delete or edit all time stamps of each user.
The timesheet-manager can also manage the time categories
and export the working hour data of all users.
'Project-manager: Manages all projects.
He can create and manage projects and inspect the project statistics.
'Application-manager: Manages the global settings of the online attendance recording system.
He may for example change the time zone or the company address. He may also view the invoices.
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3.7 Create a new time category:
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If you are logged in as 'admin' or 'timesheet-manager', the entry 'Time categories'
appears in the menu. Click on it and then click on 'Create new time category':
Label: The 'name' of the time category which is displayed to all user.
Input Type: Working time can be tracked by the hour or by the day (e.g. for leave).
Just select the type of tracking you need.
Project time: If this box is checked, then the time category can be assigned to projects.
For example for the time category 'leave' is does not make sense to allow an assigned to projects.
On Site: The entry determines whether the activity is carried out on location.
Time stamps with checked On site-field will be listed on the
Attendance list as such.
Active: If you tick off the active-entry then this time category can't be selected for time entries
any longer. Any change in the time category also affects all existing time entries that use this time category.
Therefore sometimes it is better to create a new time category and uncheck the active field of the old category
than edit an existing time category.
'Default Selection': The selected time type is displayed as 'pre-selection' for all users for choosing a time type.
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3.8 Create a new project:
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If you are logged in as 'Admin' or 'project-manager', the entry
'Projects' appears on the menu.
Click on it and then click on 'Create new Project'.
Enter a name for the project. This name is then displayed for all users
in the selection of the project for a time entry.
If you set the 'Projectstate' to 'closed', then the project is no longer
available for a selection for the time stamps.
You can turn off the selection of projects at all, if you don't need
project management: See Settings.
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3.9 Settings
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Click on 'Settings' on the menu page.
'Time zone':
Set your time zone here. If the displayed time of the attendance system is
exactly one or more hours before or after your actual time, then perhaps the
time zone is not set correctly. Even if the provided time
is no longer correct after the start or end of summer or winter time,
than it is probably due to the selection of a wrong time zone.
If you don't know your time zone than
this site will help you
to figure it out.
'Time clock tolerance ... +/- minutes':
With this field you can specify how many minutes
the 'punching-time' of the time recorder can be shifted by the user.
This is for example useful for considering some travel time,
or to allow your employees to adjust the working time to a 'round lot'.
If this field is set to '0' then no time correction is
possible at 'punch in' and 'punch out' and the exact real time
is used.
'Prevent overlapping time stamps':
If this box is not checked, time stamps which interleave with other
time stamps are allowed.
If the box is checked, then attempting to create such a time stamp
is answered by an error message.
'Enable comments for time entries':
If this box is checked, each time entry has an additional
entry field for entering a commentary on the time entry.
'Show attendancelist ..':
You can set whether the attendancelist is displayed only for the admin
and timesheet manager, for all users, or not displayed at all.
'Show project-view':
If this checkbox is ticked, then a project
can be assigned to each single time entry.
As long as this option is not checked
all 'project-related' display elements are hidden.
'Send forgotten password by email':
We do not recommend to allow sending out
forgotten passwords by email for security reasons.
This option is therefore disabled by default.
Users should change the sent password immediately
after login, if you use this option.
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3.10 Export |
The menu item 'Export' is available to all users.
Export:
Select a week, a month and a year for which you want to export your time recording data.
In place of a single week or a single month you can select the 'All' option:
Then your time registration data for the entire month respectively year are exported.
Time stamps without an ending time are not included in the export.
'Empty' months without any time stamps will be omitted.
Export view for user with 'admin' or 'timesheet-manager' roles:
An additional list of all active users is displayed.
Please select all those users from the list whose time stamps you wish to export.
If you select more than one user at a time, the working hour data for all selected users
are packed in a ZIP
archive. Here you will find
information about a free zip program.
Export Microsoft-Excel-format:
Depending on your selections
a single Excel sheet for the selected month is created - or an Excel workbook
which holds a sheet for each month and one additional sheet for the annual summary.
If you can not or want not work with Microsoft Excel:
The exported Excel format can also be opened, processed and converted in various other formats
by LibreOffice, which is available for free.
LibreOffice is available for almost all platforms and operating systems.
Export PDF-format:
The exported time recording data can be opened by the
Acrobat Reader.
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