Timebeans initial setup is easy and quick. Once your Timebeans account is ready please login with an administrator or a project manager's account and perform the following three (3) actions:
- Add your team member(s)
- Add your client(s)
- Setup a new project
That's it - and your Timebeans timesheet is ready for recording your team's time and expenses. Please follow the steps below to quickly perform these three actions.
Please notice the three (3) highlighted links in the image below. These are quick links to manage your team members, clients and projects.
Manage your team
Please click on the "Team" link at the top of the page as highlighted in the image above. You will be taken to the team management page. Please click on the "Add New Employee" button and fill in the details. Below is a description of the common fields:
- Name: The full name of the employee
- Status: Employee's status - leave it to default otherwise the employee won't be able to login. Status can be renamed, added/removed by an administrator in the application settings area.
- System Role: Please choose the role of the new employee. A brief description of each role can be found in this article.
- Standard and Overtime Hourly Rates: Although both these fields are optional but you can assign an hourly rate to the employee which is used in calculating the dollar value of the time this employee will put in. Please note this will only be applicable if the project billing model is based on employee rates. You can find more details about the project billing models in this article.
Managing clients is quite simple and straight forward in Timebeans. All you have to do is to click on the "Clients" page at the top of the page and then "Add New Client". Fill in the basic fields and you are done. It is important to create at least one client because projects are are tied to clients.
Click on the "Projects" link at the top of the page and then either select "Add New Project" or click on the name of an existing project. This will open project add/edit page. The fields are quite simple. The project status and types can be renamed, added/removed by an administrator in the application settings area. The important section here is related with "Project Billing" which is covered in detail in this article.
Create Project Tasks
Once a project is created please click on the "Tasks" link for that project in the project list as highlighted in the image below:
On the task list page select "Add New Task" to open the task add/edit page. Fill in the fields and click save. The task status, priority and type can be renamed, added/removed by an administrator in the application settings area. Please choose the "This is a billable task" checkbox if you want to bill the hours spent on this task to the client. The hours spent on non-billable tasks are also tracked but there is no dollar value for the non-billable tasks and hence are not billed to the client. If you project billing model is task based then you also need to provide the hourly rate for this task. Repeat these steps to add other tasks as well.
Assign Project Members
From the projects list page (where all projects are displayed) click on the "Team" link for the project as highlighted in the picture above. The "Team" link is next to the "Tasks" link. Now just select the team members you want to add to the project. Please note assigned users can add time and expenses to the project.
Your project is now ready for time and expense recording purpose.