Skip to main content

Create Projects & Job Codes

Time registration on projects and activities

Written by Esben Hedegaard
Click: Setup Admin -> Modules -> Time registration without hour bank

Project time registration

BitaBIZ has 2 levels for project time registration:

  1. Projects

  2. Job codes

Job codes are typically activities and tasks that need to have time registered on 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 required to create projects.

You can just create and use job codes only.

On the other hand, if you create projects, you must link at least 1 job code to a project. This is because job codes are what you register time on within a project.

Create projects

How to create projects

  1. Click "Setup Admin"

  2. Click "Modules"

  3. Click "Time registration without hour bank"

  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 is available for all policies.

  • A project can be created with a unique project number that is saved together with 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. However, historical registrations on the project are still saved in the system and are available from the Report Library:

  • To use projects, you need to create job codes that are 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 "Time registration without hour bank"

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

    • Activity 1

    • Activity 2

    • Activity 3
      ​

  5. Avoid employees registering time on a job code that does not apply to them by linking job codes to:

    1. departments

    2. projects
      💁 A project can be targeted to policies

ℹ️ More info about job codes:

  • A job code can be linked to several projects.

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

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

  • A job code that is linked to a department and a project: Even if an employee works in a linked department, if the employee's policy is not linked to the project, the employee will not have access to the job code.

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

  • A job code can be created with a unique Cost Center ID that is saved together with 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 & projects in the 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 "Enable job codes".
    (If registrations need to be sent for manager approval, select "Enable approval flow").

  6. Save the policy.

How to give employees access to time registration:

  1. Click "Setup admin".

  2. Click "Edit" next to the employee.

  3. Open the section "Application access".

  4. Under 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 for next time. If there are many job codes, there is a search function.

Time is added to the selected job code using the time registration method enabled on the employee's policy.

💁 3 time registration methods are supported for job codes: start and end time, only number of hours, and check in/out.

How job codes work when enabled WITH projects

Job codes that are linked to projects.

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

💁 That is, first you select a project. Then you select a job code that is linked to the project.

Note: If job codes are to be used for payroll and export to the payroll system, they require setup with pay rates.


See: Create job codes with pay rates for payroll

Did this answer your question?