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Create project job codes

Time registration on projects and activities

Esben Hedegaard avatar
Written by Esben Hedegaard
Updated today
Click: Setup Admin -> Modules -> Job codes & Projects

Project Time Tracking

BitaBIZ has 2 levels for project time tracking:

  1. Projects

  2. Job codes

Job codes are typically activities and tasks that need to have time recorded against them.

Projects are used to link job codes to a category — for example, to link a number of job codes to a project, a customer, a staff group, a company, or a country.

It is not a requirement to create projects.

You can choose to create and use only job codes.

Conversely, if you create projects, at least one job code must be linked to a project, because time is recorded on job codes within a project.

Create Projects

How to create projects:

  1. Click "Setup Admin"

  2. Click "Modules"

  3. Click "Job Codes & Projects"

  4. Click "Add project"

  5. Create a project name

  6. Optionally, link the project to a policy. This way, the project can be targeted to a staff group, a company, or a country.

ℹ️ More info about projects:

  • If a project is not linked to a policy, the project will be available to all policies.

  • A project can be created with a unique project number, which is stored together with the registrations made for the project.

  • Projects can be sorted in the desired order via drag & drop:
    ​

  • A project can be deleted. When a project is deleted, it is removed from the list, but historical registrations for the project will still be stored in the system and can be accessed from the Report Library:
    ​

  • To use projects, job codes must be created and linked to your projects. See the next section!

Create job codes

How to Create Job Codes

  1. Click "Setup Admin"

  2. Click "Modules"

  3. Click "Job Codes & Projects"

  4. Create job codes that clearly indicate to the employee when they should be used.
    ​Examples:

    • Activity 1

    • Activity 2

    • Activity 3

  5. Prevent employees from recording time on a job code that does not apply to them by linking job codes to:

    • Departments

    • Projects
      💁 A project can be targeted to policies

ℹ️ More info about job codes:

  • A job code can be linked to multiple projects.

  • It is not a requirement to link job codes to projects. Job codes can be used without projects.

  • If a job code is deleted, historical registrations are retained and remain available via the Report Library.

  • A job code may be linked to both a department and a project. However, even if an employee works in a linked department, they will not have access to the job code if their policy is not linked to the project.

  • Through projects, a job code can be targeted to a staff group, a company, or a country.

  • A job code can be created with a unique Cost Center ID, which is stored together with the registrations made on the job code:

  • Job codes can be sorted in the desired order via drag & drop:

Employee access to time registration on job codes

How to enable employee access to time registration on job codes on policy

  1. Click "Setup Admin"

  2. Click "Modules"

  3. Open the employee's policy by clicking "Edit" next to the desired policy.

  4. Open the section "Time registration - without hour bank".

  5. Select "Activate job codes"
    (Select "Activate approver flow" if registrations should be send to manager for approval)

  6. Save the policy.

How to give employee access to time registation:

  1. Click "Setup Admin".

  2. Click "Edit" next to the employee.

  3. Open the section "Application access".

  4. In the section "Time registration" select "Without hour bank".

  5. Save the employee.

How job codes work when enabled WITHOUT projects

The employee selects a job code to register time on from the drop down list.

💁 The last selected job code is remembered until the next time. If there are many job codes there is a search function.

Time is added to the selected job code via the time registration method activated to the users policy

💁 3 time registration methods are supported for job codes. Start & end time, only hours and check in/out.

How job codes work when enabled WITH projects

Job Codes Linked to Projects

The job codes are displayed under the projects they are linked to.

💁 This means you first select a project, and then select a job code linked to that project.

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