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

Confirm Hours

April 1, 2020 1:12 am / Leave a Comment /

Verify & Confirm Time Entries

YoCoBoard users can verify their time entries and confirm them for payroll processing. Verifying and confirming is an important step in letting the Super Admin know that you have checked and authorized the tracked hours for payroll. You can also associate your time entries to a particular project before confirming your hours.

Note:

  • Once your hours are confirmed, you cannot make any further changes.
  • If there are unconfirmed hours at an earlier date, you will need to confirm them first before confirming successive dates.

1.1 Confirming hours

  • On the YoCoBoard sidebar, click Hours and choose a date range. All unconfirmed time entries falling within the date range will be marked with an orange warning triangle.
  • Click on the date containing the time entry to expand its details.
  • If there are unconfirmed entries from an earlier date, you will see the Confirm Your Hours warning pop up. Click on Take me there to confirm those entries.
  • Add a task description, associate that time entry to any of your projects (optional) and click Confirm.
  • Click Confirm on the confirmation pop up as well to complete the process.
Posted in: Confirm Time Entries, Hours

Place an Adjustment Request

April 1, 2020 12:56 am / Leave a Comment /

Modify or Add Time Entry

There may be instances where recorded time entries need to be modified. For instance, you may have missed to clock in or clock out. Such scenarios can be easily managed by placing an adjustment request.  An adjustment request can be placed to modify an existing time entry or to add a new time entry replacing an existing time entry.

Note: Adjustment requests need to be placed before confirming hours. An Admin or Super Admin can accept, modify or reject an adjustment request..

1.1 Modifying a time entry

  • On the YoCoBoard sidebar, click Hours and click on the date to expand its details. Click the Edit icon next to the time entry. 
  • On the popup, enter the relevant time entries and ensure the correct project is chosen. Provide a description of the adjustment for the Admin to review and click Save to place the adjustment.
    Note:  

    1. The Auto approve option is only available for adjustments requests placed by Super Admin and Admins. When ticked, the adjustment is automatically approved.
    2. When a staff member places an adjustment request, the request has to be approved by Super Admin or Admin. 

1.2 Adding a new session

  • On the YoCoBoard sidebar, click Hours and click the date to expand its details. Click the Add (+) icon next to the time entry to add a missed session. 
Posted in: Basics, Hours, Time Adjustment

Report a Problem

March 31, 2020 11:58 pm / Leave a Comment /

Issues & Feedback

Our team has you covered round the clock ensuring you have an amazing user experience. In the instance that you face an issue, you can report it for our team to sort it out for you as soon as possible. You can use the same feature to post your requests and suggestions. Some of the features you see on YoCoBoard were requested by clients like you. We look forward to hearing yours too!

Alternatively, you can also use our live chat support for instant solutions by clicking the chat icon on the bottom right. Our technical support team (humans, not bots!) will be happy to assist you.

1.1 How to report a problem

  • At the bottom of the YoCoBoard sidebar, click the more options (3 dots) icon next to your name.
  • Choose Feedback from the list.
  • In the pop-up window, you can choose a tab and leave your message.
  • You can attach a file by clicking the clip icon or tick the Include screenshot checkbox for YoCoBoard to send us a screenshot.
  • Click the Send button to send your message to us.
Posted in: Basics, General Settings

Force Clock Out Staff

March 31, 2020 11:29 pm / Leave a Comment /

Missed Clock Outs

There could be instances where staff members do not clock out, either due to some connectivity issues or because they forgot to do so. Under such circumstances, an Admin (with this skill set enabled) or a Super Admin can force clock out that staff member.

In addition to that, your clients can view your clocked-in sessions in their local time (Admin feature).

1.1 Force clocking out a staff member

  • On the YoCoBoard sidebar, click Peers. Ensure that you choose the Grid or List view to perform a force clock out.
  • In the Grid view, hover over the profile image of the staff member to see the Force Clock Out icon and click it.
  • Alternatively, under the List view, click on the Force Clock Out icon on the right.
  • Next, a Force Clock Out pop-up will appear along with the option to:-
    • 1.1.1 clock out
    • 1.1.2 modify and clock out

 

1.1.1 Force clocking out without modification
  • To force clock out without modification, just select Clock Out and click the Clock Out button. That staff member will now be clocked out and that clock out time will be marked as the end of the session.
1.1.2 Force clocking out with modification
  • The Modify and Clock Out option can be selected if you want to choose a clock out time based on their last activity. Select the Modify and Clock Out radio button and click Clock Out.
  • You can edit the Clocked in and Clocked out details. View the active sessions of the staff member by expanding the Activities section.
  • Add a description (the reason for modification) and click Clock Out. The staff will now be clocked out.

 

Posted in: Peers, Time Adjustment

Assign Staff to an Existing Team

February 28, 2020 4:46 am / Leave a Comment /

Assign from Staff Tab

Organize the staff in your Company account by assigning them to Teams. This method of assigning is useful when you want to view the teams and projects a staff member is associated with. Each staff member can be a part of multiple teams.

#Note: To know how to create a new team and assign staff, click here.

1.1 How to assign staff to team under staff tab

  • On the YoCoBoard sidebar, click Administrator and select the Staff tab.
  • Select a staff member from the list. On the right pane, choose the Teams tab and click on + Assign to Existing Team(s). 
  • Click the “+” symbol to add this staff to any of the teams listed here. Teams that the staff member is already part of will be disabled ( greyed out ). 

1.2 How to remove staff from the team under staff tab

  • On the YoCoBoard sidebar, click Administrator and select the Staff tab.
  • Select a staff member from the list to view the staff details. On the right pane, choose the Teams tab. Click the “-” symbol next to any team to remove the staff member from that team.
Posted in: Staff, Team

Assign Staff to Project

February 28, 2020 2:05 am / Leave a Comment /

Manage Staff on Projects

Your staff can collaborate on a number of different projects. By assigning your staff to different projects, you can follow how they devote their time to each project. The staff profile lists out all the projects they are associated with.

Your staff can be assigned to existing or new projects. There are two ways to assign projects: from the Staff tab and Project tab.

Click here for the guide on the Staff tab.

1.1 How to assign staff to project

  • On the YoCoBoard sidebar, click Administrator and select the Project tab. 
  • Select a project from the list to view the project details. On the right pane, click the Staff tab and click the Edit ( pencil ) icon. 
  • On the pop-up, enter the name or email of the staff member to add that staff. Click the save button to confirm the changes. 

 

1.2 How to remove staff from project

  • On the YoCoBoard sidebar, click Administrator and select the Project tab. 
  • Choose a project from the list to view its details. On the right pane, choose the Staff tab and click the Remove ( minus ) icon for the staff you want to remove from the project. 

Note: If you remove a staff that was clocked in, they will be clocked out of that project immediately.

Posted in: Admin, Projects, Staff

Add/Disable Staff

February 28, 2020 12:18 am / Leave a Comment /

Invite, Manage, Assign

Users/Members of your team who are invited to join your company’s account become the staff of your YoCoBoard account. When your staff begins tracking time on YoCoBoard, you can use the tracked hours to generate reports and process the payroll. Over time, when staff details change or their skill gets updated, you can use YoCoBoard to manage your staff details.

The Super Admin and Admin can send email invites to various members. Once the member accepts and email and sign up, they will be added as a new Staff under that company.

1.1 Adding new staff

  • On the YoCoBoard sidebar, click Administrator. Under the Staff tab, click Add Staff.
  • Enter the name and email address of the staff and click Save. An email invite will be sent to the user.

1.2 How to manage staff

  • On the YoCoBoard sidebar, click Administrator and select the Staff tab.

Note: The Administrator tab won’t be visible on the sidebar, if you are not logged in as an Administrator.

  • Select a staff member to view their details. A detailed overview opens on the right side with Profile, Skill-set, Projects, Teams tabs.
  • Click beside the relevant field to update the details. Click the Update Profile button to save the changes.

Note: Do ensure you click the Update Profile to save the changes. If you navigate elsewhere, your changes will not be saved.

1.3 How to disable staff

  • On the YoCoBoard sidebar, click Administrator and select the Staff tab.
  • Select the staff member that you want to disable. On the right side, click the Disable Staff icon to disable this staff member.

Note: The staff information will remain in the system even after they are disabled.

  • You will be prompted with a warning pop up notifying you of the upcoming disable operation. Click Confirm to disable the staff member.
  • You can re-enabled staff members who were earlier disabled, by following this procedure: On the YoCoBoard sidebar, click Administrator and select the Staff tab.
  • Click Add Staff and type the email address of the disabled staff. The system will prompt you with an “Email ID already exists. Click here for details” link. Click the message.
  • The Add Staff prompt will pop up with the disabled staff details. Click Enable User and you are done.
Posted in: Admin, Staff