Clockbeat Timesheet
When you you only have a few activities to choose from, a simple dropdown list of all activities for all members is the simplest option. That is how the system operates by default.
Once you have more activities you may wish to allow people to select from only the activities which are relevant to them. To do that you must first set up categories and assign them to the activities. This is dealt with in Getting Started
Next click Update Group Details from the options menu.
Set the checkbox Select by categories. If people may be using the system they may get confused while you go though the next few steps so you may also want to enter some text into System closed like "System changes being applied, please try later. Click
Once you have done this, peoples activity dropdowns will be empty (which is why the message is a good idea) but on the timesheet page there is a new option More Activities This brings up a select box where they can choose the activities they want to see.
Next, on the Options menu click Maintain Categories.
Then choose the categories you want people to be able to select by and go to update them. You will now find that each Category update page includes the following choice:
Selectable No - for analysis only, Yes and Forced - always chosen.
The first option, No, is the default. If all your categories are set to this, all activities will be available in the select box individually, but people will need to select each activity they want to use individually. You would normally have at least some set to Yes if you are choosing this mode of working.
If you check Yes for a category, all the activities in the select box for that category will disappear and be replaced by just the category name instead. By selecting the category, people will get all of its activities in their dropdown. You will need to use your judgement for which categories this makes sense. These are the categories which people identify with for the work they do, and it means if you later add activities to that category they will automatically appear on the relevant peoples dropdowns.
Forced is the same, except that it will always be in everyone's selected categories and they can't accidentally remove it (usually for holidays, sick or other activities all people will want quite often).
Having set up the categories as you want them, on the Options menu click Maintain Members.
In the dropdown box there will now be an option "Recalculate selected categories". If you choose this option, check all the members checkboxes by the sides of their names, and click the categories relating to the last 28 days activity will be used to fill in those members select boxes automatically.
Alternatively, to pre-set member's selection lists individually, go to the page to update members details, and click Edit Activities . There you can manually add the categories they will need to get them going.
When you are done, click Update Group Details from the options menu. Empty the System closed box and click .