View & Generate Reports

May 2, 2020 5:13 am / Leave a Comment /

Download clocked time report of staff members

Reports are a printable copy of staff time entries. Reports can be generated by the date, week or a custom date range. A copy of your report can be downloaded as a CSV or PDF file. A report will contain the following information for a staff member.

  • Project: Projects associated with your time entry. If there’s no project association, time entries are organised as “No Project”.
  • Email: The registered email address of the staff member that was used to create the YoCoBoard account.
  • InDate: Date when the staff member clocked in.
  • InTime: The time of the Clock-In.
  • InSource: The medium used to clock in. It could be the YoCoBoard web application, mobile app or through one of the integrating apps.
  • OutDate: The date when the member Clocked Out.
  • OutTime: The time of the Clock-Out.
  • OutSource: Like InSource, the medium used to clock out of the session.
  • Duration: The total hours clocked in.
  • DecimalDuration: The total time in decimal format .using the formula minutes = (hours * 60) + minutes + (seconds/60).
  • Status: displays the status of the time entry. It could be Original (approved time entries) and Pending (time entries requiring approval).
  • TaskDescrption: Any task description associated with the time entry.

1.1 Generating a Report

  • On the YoCoBoard sidebar, click Reports.
  • You can switch views between Active and Disabled staff members by clicking the Filter icon and choosing an option. Note: To know more about disabling staff members, click here.
  • You can apply a date range to filter by choosing the Current Week, Last Week, or entering a Custom Date range.

1.1.1 Views in a report

  • Click the name of any staff member to expand the details.
  • Specify a date range either by choosing Last Week, Current Week or Advanced. Click the right arrow to view the report.
  • If you chose the Advanced view, you can add more fields like a custom date range, client and project. Click the GO button to view the report.

1.1.2 Downloading a report

  • You can download the report of any staff member by clicking the Cloud icon on the overlay window. You can download the report in PDF, CSV, TXT or XLS formats. Note: Variable download formats are available only for the report of a single staff member. Reports of multiple staff members can be downloaded only in the CSV format.
  • To download the report of multiple staff members, check the relevant checkbox on the right and click the Cloud icon on the top.
  • You can also click the Total checkbox to download reports of all staff members on the list.

Posted in: Reports

Manage Adjustment Requests

May 2, 2020 1:40 am / Leave a Comment /

View, Approve or Reject Requests

A staff member can place a request to adjust their time entries when they miss clock outs/clock ins. Such adjustment requests can help prevent time entry errors before the payroll process. A Super Admin or Admin can manage adjustment requests of staff.

1.1 Viewing an adjustment request

  • On the YoCoBoard sidebar, click Adjustments.
  • You can filter your adjustment requests, to view Pending, Approved, Cancelled and Rejected requests. You can also view the adjustment requests by Current Week, Last Week or by a custom date range.
  • Click on a staff member on the list to view their adjustment request.

1.2 Approving an adjustment request

  • On the YoCoBoard sidebar, click Adjustments.
  • Select your staff from the list. If you don’t find your staff listed, ensure the filters are set to show all Pending requests within the applied date range.
  • You will find a list of pending adjustment requests for the selected staff member. Select the relevant adjustment request to view the adjustment details.
  • On the pop-up, you can approve the adjustment right away if the time entries are correct.
  • Choose the Edit and Approve option to modify the time entries in the Clocked In and Clocked Out fields.
  • You can also use one of the recorded time entries in the Activities section as the adjusted clock in and clock out time entry.
  • Add a description for modifying the clock in / clock out entries in the Description field and click the Approve button.

1.3 Rejecting an adjustment request

  • On the YoCoBoard sidebar, click Adjustments.
  • Select a staff member from the list. If you don’t find your staff listed, ensure the filters are set to show any Pending requests on the applied date range.
  • You will find a list of pending adjustment requests for the selected staff member. Select the adjustment request and click the Reject ‘x‘ icon on the right corner.
  • On the pop-up, you can describe the reason for rejecting the adjustment. Click the Reject button to save changes.
  • If you encounter this time entry overlap error, it means an entry you are rejecting is connected with another entry. We will show how to remove that overlapping entry in the following steps.
  • You can view the overlapping entry by clicking Overlapping Sessions. Note down the details as you’ll need the in the next step.
  • On the YoCoBoard sidebar, click Reports and select the staff member.
  • Set the same date of the overlapping entry as the date range. Click on the date that contains the overlapping entry.
  • Click the Delete ( bin ) icon to delete that overlapping entry.
  • On the pop-up, check the details and click the Delete button.
  • Now, go back to the Adjustments page. You will be able to reject that adjustment entry without any error.
Posted in: Reports, Time Adjustment

Change Staff Skill-set

April 1, 2020 8:48 pm / Leave a Comment /

Add/Remove skills of staff members

Delegate additional responsibility to your staff members by increasing their skill-set. If the staff member is a Team Owner, increasing their skill-set will let them view and edit reports, confirm hours and force clock out the team members.

Changing the role of a staff member to Admin will not have any effect on that member’s skill-set. Only a Super Admin/Admin can change a staff member’s skill-set.

1.1 Changing the staff skill-set

  • On the YoCoBoard sidebar, click Administrator and select the Staff tab.
  • Select a staff member from the list to view the staff details. Select the Skill-set tab.
  • Skill-sets are listed under different headings like Clock, Report, Adjustment, Payroll, Additional Skills. To enable a skill-set, click to move the switch next to the skill-set to the ON position.
Posted in: Admin, Settings, Staff

Change Staff to Admin

April 1, 2020 8:43 pm / Leave a Comment /

Manage User Role

When you (Super Admin) upgrade your staff member role to Admin, they will be able to manage YoCoBoard like a Super Admin.

The Super Admin is the one who creates the YoCoBoard account. An Admin can manage the different teams, approve adjustments, assign members to Team and more.

1.1 Upgrading a staff to an admin

  • On the YoCoBoard sidebar, click Administrator and select the Staff tab.
  • Select a staff member from the list and select the Profile tab on the right. Click on the Role field to display the staff roles.
  • Choose Admin and click the Update Profile button to save your changes.

    Note: The account owner will be the Super Admin. Admins can manage everything concerning Staff, Team, Project, and Client. 
Posted in: Admin, Settings, Staff

Account Settings: Enable Payroll

April 1, 2020 8:10 pm / Leave a Comment /

Track Hours for Payroll

With YoCoboard, you can automate the pre-payroll process by enabling the payroll feature. You can use the time tracking functionality of YoCoBoard to compute total payable hours based on the project settings in your account.

When this setting is enabled, users will need to confirm their time entries every day.

1.1 Enabling the payroll settings

  • At the bottom of the YoCoBoard sidebar, click the More Options (3 dots) icon next to your name.
  • Choose Account Settings from the list.
  • On the Account Settings pop-up, click the Payroll Settings drop-down menu and choose Enable.
  • Next, set the payroll period. Specify a start date for the payroll and click the Save button to update your changes.
Posted in: Admin, Payroll, Settings

Add Client Details & Assign Project

April 1, 2020 8:00 pm / Leave a Comment /

Assign Clients to Projects

Organize your projects on YoCoBoard by adding client details to them. This feature lets you map client name and billing rates to projects for a summary of the hours tracked by your team under the project and for payroll estimation.

Note: When you add a new client, you only add details about that client. YoCoBoard will not invite the client to sign up.

1.1 Adding a new client

  • On the YoCoBoard sidebar, click Administrator, select the Client tab and click Add Client.
  • On the Add Client pop-up, enter the Client Name, Email Address and other optional fields like Phone and Company and click the Add Client button to save changes.

 

1.2 Assign a project to a client

When you create a new project, you can associate a client with it. Clients can be associated with multiple projects but a project can only have 1 client associated with it.

  • On the YoCoBoard sidebar, click Administrator, select the Client tab. Choose a client from the list and select the Projects tab on the right.
  • The projects associated with the client will be listed here. Click + Assign to Existing Project(s) to assign this client to more projects.
  • Click the Assign (plus) icon next to the projects you want to assign to. A green tick confirms that the project has been assigned to the client.

Note: Projects that are greyed out already have clients associated with them.

Posted in: Client, Projects

Manage a Project

April 1, 2020 2:35 am / Leave a Comment /

Edit Project Details & Manage Staff

In addition to tracking your time, YoCoBoard offers a way for your team to map their time to projects. With project-based time tracking, you can calculate the billable hours per project.

1.1 Adding a new Project

  • On the YoCoBoard sidebar, click Administrator, select the Project tab and click Add Project.
  • On the Add Project pop up, enter the Project Name and other fields like Client, Staff and Project Rate. Click the Save button to confirm the changes.

    Note: If your currency is not listed, send an email to support@yocoboard.com and we will have it listed.

 

1.2 Managing a Project

You can update the project details like the project name, staff members in the project, client and project rate to meet changes in your team.

1.2.1 Removing a staff member from a Project

  • On the YoCoBoard sidebar, click Administrator, select the Project tab and choose the project you want to edit.
  • Select the Staff tab. Choose any staff member and click the Remove (minus) icon on the right.

    Note: Staff under Default Project cannot be removed. All users in YoCoBoard will automatically be added to the Default Project.

1.2.2 Changing the project details

  • On the YoCoBoard sidebar, click Administrator, select the Project tab and choose the project you want to edit.
  • Click the Edit (pencil) icon to view the project details popup-window.
  • Edit the project details and click the Save.
Posted in: Projects, Projects Association, Staff

Assign Team Owner Role

April 1, 2020 2:04 am / Leave a Comment /

Transfer Team Ownership

A “Team Leader” is called a “Team Owner” on YoCoBoard. YoCoBoard brings the convenience of letting multiple Team Owners manage their respective teams thereby sharing responsibility and boosting productivity. With team owners managing teams, the workload is evenly distributed. Now, the Super Admin can focus on company (account) management.

A Team Owner can manage (add/remove) staff members within the team and access their reports. When you create a new team, YoCoBoard assigns you the Team Owner role by default. You can always transfer the Team Owner role to another member of the team. To know how to manage staff roles, click here.

Note: After you transfer ownership, the new Team Owner can remove you or anyone from the team.

1.1 How to assign this role to team member

  • On the YoCoBoard sidebar, click Administrator and select Team tab.
  • Create a new team or choose an existing team from the list.
  • Click the Team Owner (crown) icon to assign the Team Owner role to any member on the list.

    Note:

    • If the Team Owner is removed from a team, you will need to assign this role to another staff member manually. There can be only one Team Owner at a time.
    • When a staff member is made the Team Owner, the crown icon next to the name in the Team tab will be highlighted. Apart from this, there will be no other notification.

Posted in: Team

Assign & Manage Staff on a Team

April 1, 2020 1:51 am / Leave a Comment /

Assign & Manage from Team Tab

Your company structure and hierarchy could be replicated on YoCoBoard. Staff members can be assigned to Teams based on their location (in case of Distributed Teams) or projects. Further, a team leader can be assigned to manage a team relieving the Super Admin of some workload.

A YoCoBoard account (company) can have unlimited teams and a team can have unlimited staff members. Every team will be managed by its Team Owner (Team Leader). To know how to create a Team Owner, click here.

You can also assign a staff member to a team under the Staff tab. To know more, click here.

1.1 Creating a new team & add staff

  • On the YoCoBoard sidebar, click Administrator and select Team tab.
  • Click Add Team to create a new team.
  • On the pop-up, enter a new team name, check the box next to a staff member’s name to include them in the team. Click the  Save button to confirm changes.

    Note: You can add up to 20 staff to a team per instance. To add more, just repeat the procedure.

 

1.2 Adding staff to an existing team

  • On the YoCoBoard sidebar, click Administrator, click the Team tab and choose a team from the list.
  • The existing team members are displayed on the right. Click the + icon to add new staff.
  • On the pop-up, add new staff and click Save.

    Note: You can add up to 20 staff to a team per instance. To add more, just repeat the procedure.

 

1.3 How to delete staff from a team

  • On the YoCoBoard sidebar, click Administrator, click the Team tab and choose a team from the list.
  • Click the Remove (minus) icon to remove any staff member from the team.
Posted in: Team