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Setup: Projects & Job Codes

Time registration for 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.

On the other hand, if you create projects, you must link at least 1 job code to a project. This is because time is registered on job codes under 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. But 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 does 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 via 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

FAQ

Can I delete a job code or project without losing the history?

Question
We have a project with linked job codes that we no longer need. Can we delete it without losing the time registrations that have already been registered on the project?

Answer
Yes. You can safely delete a job code or project when it is no longer needed.

Deleting does not affect historical time registrations. All registrations that have already been created on the job code and project are kept and can still be exported and used in reporting.

Once the job code or project is deleted, you can no longer register new time on it, but the history remains available.

Can I change the name of a job code or project?

No. If you need to change the name, you must delete the job code or project and create it again with the correct name.

Can I restore a deleted job code?

No. But you can create a new job code with the same name and continue registering on the new job code.

Can I import many projects or job codes at once?

Unfortunately, no. Not at the moment. Job codes and projects must be created and maintained here: Setup Admin -> Modules -> Time registration without hour bank.

Are projects mandatory?

No. You can register time on job codes without the extra project layer.

Can a project have multiple job codes?

Yes. There are no limits to the number of job codes that can be linked to a project. A job code can be linked to multiple projects.

Where can I find historical registrations from deleted projects?

You can export all registrations created on a project or job code here: Report Library -> Time registration without hour bank. This includes both active and deleted projects.

What is the difference between a project and a job code?

Projects are an extra level that can be added to your time registration. For a project to work, at least one job code must be linked to the project.

  1. Projects = what is being worked on (customer, case, project, category, etc.)

  2. Job codes = what type of work is being done (meeting, development, support, task, activity, etc.)


    Job codes can be used without being linked to a project.

Which time registration methods can I use for project registration?

You can use 3 methods:

  1. enter start/end time

  2. enter only hours

  3. check in and out

You cannot use these methods:

  1. Adjust time (the day's standard hours are created automatically)

  2. Terminal check in/out via QR code

How is access to projects and job codes managed?

Access is managed at several levels in BitaBIZ. A project can be linked to a policy, which typically represents a staff group, a country, a company, or another employee group. A job code can be linked to a department.

The employee must have access through their policy and also meet any department requirements to be able to see and use the job code/project.

What does it mean when a project is linked to a policy?

When a project is linked to a policy, the project is targeted to the employees associated with that policy.

A policy can, for example, be used to represent a country, a staff group, or external employees. This way, a project can be made available only to the relevant group.

What does it mean when a job code is linked to a department?

When a job code is linked to a department, the job code is limited to employees in that department.

If the job code is also linked to a project, the employee must also have access to the project via their policy.

Can I target time registration to both country and department?

Yes. This can be done by combining policy and department.

Example: If a policy represents a country, the project can be linked to the country's policy. The job code can then be linked to a specific department. This way, time registration can be targeted to employees in a specific country and a specific department.

Why can't an employee see a job code?

An employee may lack access to a job code for several reasons:

  • The employee's policy does not have access to job codes/projects enabled.

  • The project is linked to a different policy than the employee's.

  • The job code is linked to a department the employee does not belong to.

  • The job code is not linked to the relevant project.

Where do I enable access to job codes and projects?

Access to job codes and projects is enabled on the employee's policy.

On the policy, you can choose whether employees on the policy should have access to time registration with job codes/projects.

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