Guide

Path: Master Data → Users

There are 4 main user types and each of the roles has various permissions/roles to modules.

Path: Master Data → Departments

Enter the departments based on the organizational needs. One employee can be a member of multiple departments and a manager can manage people from one or multiple departments. This configuration allows employees to see the absence calendar of people in departments the person is a member of and gives a better overview of the team’s presence on the Home or Requests screens.

Path: Master Data → Contracts

The concept of contracts helps you to change the Target Time or Holiday Models of users.

Users with Superuser or HR permission roles can add/modify/delete contracts of other users.

– There can be only one contract valid for a user at the same period of time.

– Change of Holiday Model or Target Time via creating a new contract will calculate the Holiday Balance accordingly.

– Is Settled flag means that the employee leaves the company on the date specified in the End Date field, gets all the remaining vacation days compensated, etc. Do not use it if the employee does not leave the company.

Path: Master Data → Holiday Adjustments

The Holiday Adjustments functionality allows changing holiday balance of users.

Users with Superuser or HR permission roles can increase/decrease the holiday balance of other users.

– If the holiday balance of a user needs to be decreased, the minus symbol (“-”) must be used in front of the hours/minutes values. This time will be then added/deducted to the Holiday Balance of a user.

– The Date field affects the calculation of the Holiday Balance of the Contract defined during the same period.

Path: Master Data → Time Categories

Define Time Categories such as Presence, Vacation, Sick leave, Wedding, etc., that allow employees to select various types of Time Entries representing their absence and/or working day.

If the company has specific allowance types, the company can define how many days per year. This concept is different from the Holiday Models and days specified in this configuration usually do not accumulate over years.

When defining the Time Categories, you can assign them to one of the following five

Types:

– Regular – is used to define the worktime.

– TimeOff – is used to define holidays (based on the Holiday Models).

– Flex – any worked overtime calculates to the Flex type.

– SickLeave – is used to define sick leave.

– Allowance – when defining additional (beneficial) working or off-days that usually do not accumulate over the years (such as the wedding, paternity leave, legal obligations, etc.)

Time categories of the Allowance type allow additional configuration:

– Requires Approval – this flag will trigger an approval process. The manager receives a notification via email (if configured) to approve/reject the request. The request will be displayed in the calendar as “Pending’ (orange color) until it is approved/rejected. Approving the request will change the color of the event to green.

– Anonymize – time category is displayed in the team calendar only as Absence, not showing the exact reason for absence (apartment move, wedding, sick, etc.).

– Allowance Per Year – defines how many days of specific time categories are allowed per year.

– Expires On – defines when specific time category expires. Bonus/beneficial days usually do not accumulate over years and they reset the balance at the beginning of every year.

Path: Master Data → Target Times

Path: Master Data → Holiday Models

Enter the holiday models for your employees depending on the legislation and/or benefits. The value you enter here represents the workday holiday days.

Case 1:

The standard working hours of your company are 8 hours per day. Your company allows employees to take 25 days of vacation per year. The employee working 100% is allowed to have a holiday of 25 days of vacation per year.

The holiday balance of such an employee is considered by ChronoHub as 25 days * 8 hours = 200 hours (12000 min).

Case 2:

The standard working hours of your company are 8 hours per day. Your company allows employees to take 25 days of vacation per year. The employee working 50% is allowed to have 25-holiday half-days of vacation per year.

The holiday balance of such an employee is considered by ChronoHub as 25 days * 4 hours (50% of standard 8-hour days) = 100 hours (6000 min).

Case 3:

The employee is allowed to have 30 days of vacation based on e.g. his age or other benefits. In this case, define another holiday model representing/defining 30 days of vacation. If the working time of such an employee is different than 100% of the standard working time, the holiday allowance will be calculated in the same way as described in “Case 2”.

Path: Master Data → Public Holidays

Select countries or regions your employees are from. This allows you to set a proper Region for every user you create at a later stage and public holidays are displayed then also in the calendar according to it.

Path: Master Data

When the new super user is created (please see section 3.1.1), we recommend configuring the Master Data in the following order:

1. Departments 2. Time Categories 3. Target Times 4. Holiday Models 5. Public Holidays 6. Users

Note: Users are defined as the last point due to the fact, that all of the master data defined before users are used when you create users, so you would need to edit every user again after defining these master data at a later stage.

You can synchronize objects such as service calls, sales orders and projects from SAP Business One. The synchronization is performed via the service layer of SAP Business One.

If you want to synchronize these objects in your ChronoHub account and book efforts on them, the following connection has to be open in the firewall.

Initially, we connect to:

https://<Server Name/IP>:<Port>/b1s/v1/Login

The endpoints we contact later are based on the synchronized objects:

/b1s/v1/ServiceCalls

/b1s/v1/Orders

/b1s/v1/ProjectManagements

b1s/v1/ProjectManagementService_GetSubproject 

This is the main screen which is common for all types of users.

The Timesheets container provides a quick overview of the user’s working times and breaks. The user can start and stop the working time, which automatically calculates the defined target time and shows over or under times. The time can also be added for a specific day or a range if required.

The Time Off container shows the availability of the team, so the users in the same team/department can plan their holiday accordingly. You can find here both a Team view, or a Personal view with details about the Holiday Balance.

The Efforts container contains the list of efforts booked on the objects synchronized from SAP Business One or other application. Please see the section 3.3 for more details.

On the Requests page, managers can see the list of the requests sent by the users they are managing. Managers can approve or reject the request with a comment. In addition to pending, they can also see the list of past approved or rejected requests.

If the employee leaves the company, the user should be removed from ChronoHub.

To remove the user, two steps have to be done.

1. The contract has to be settled on the Master Data -> Contracts. The End Date and the flag Is Settled on the active Contract of the user needs to be set to calculate the Holiday Balance.

2. When the last date of the employee is reached, the user can be deleted in Master Data ->Users.

The step 2. secures that the user will not be displayed in the team’s calendar anymore.

The logged-in users can change their passwords by clicking on the profile picture in the top right corner, then clicking the Reset Password menu item and entering a new password.

When this is done, the new password is valid immediately.

If the user forgets the password and can not log in to the application, the user needs to ask the user with the SuperUser permissions to reset the password. During this procedure, the SuperUser provides the temporary created password to the user. During the next login, the user will be asked to use the temporary password created by the SuperUser and at the same time also to set a new password.

SuperUser can reset the password of any user by clicking on the Reset Password menu item accessible via the profile picture in the top right corner, or by navigating to the Master Data → Users and then by clicking on the key icon of the respective user.

The Notification Events page in the Monitoring menu allows superusers to monitor the notifications sent/received. In case you configured notifications via SMTP and users stop receiving them, you can see the reason in the SMTP Status Message and contact your SMTP provider in case of need.

If you see on any page 3 horizontal dots, by clicking on them you can switch to Weekly, Monthly or Yearly view.

When you are on any dropdown list on any page and you are looking for a specific item/user, open the dropdown list and start typing on the keyboard to get you to the desired item. In this case, I typed “ma” and the “manager” is highlighted.

When there is a grid on any page, you can filter based on many conditions. In the column grid you want to filter on, click on the three horizontal lines and pick your desired filtering. In our case below, we wanted to display the objects that are valid for customer “Tschannen Ingenieure”.

After filter is applied, you can see the filter icon in the column you used the filtering on.

Note: The filter will reset if you switch to other page. 

When Microsoft Entra is in place and users are logging in via the Login with Microsoft button, when they log out, to avoid logging out completely from internal Microsoft account, after clicking on the Logout button click on the X (close) button in the popup.