Configuring Time Types

This getting started article will help TeamDynamix administrators learn how to work with Time Types using TDAdmin interface. The user must have the have been added as a TeamDynamix Administrator in TDAdmin.

Overview

Time types are used to categorize tracked time. These Time Types can help technicians, project managers and team members amongst other TDNext users track their actual time for resource management purposes. An individual user would indicate what type of time they are tracking.

Tracking your time can also be used to track time off such as PTO time which also feeds into resource management, helping resource pool manager check on their employee’s availability to work on tickets or projects.

Common time types include vacation, holiday, project time, ticket time, administrative, travel, meeting, professional development.

Transcript

Using the TDAdmin interface, the Time & Expense Tracking module discusses configuring both time and expense types. These types can be used by technicians to log time and expenses in the TDNext interface. The Analysis app can be used to report on this data recorded in the Time & Expense application.

Where to Find This

This feature appears in the TDAdmin interfaces.

Time & Expenses in TDAdmin is where TeamDynamix Administrators create, edit or delete Time Types.

Navigate to Time Types following these paths:

• TDAdmin > Time & Expenses > Time Types > + New

Where to Start

A list of all time types can be found by navigating to TDAdmin > Time & Expenses > Time Types.

Creating a New Time Type

To create a new time type:

1. In TDAdmin, navigate to Time & Expenses > Time Types.
2. Click the +New button in the Time Types Display window.
3. In the New Time Type window, fill in the required and optional details as follows:
   • Enter a Name for the time type.
   • Enter a Code for the time type, such as abbreviated version of the Name TT = Time Type or your financial systems code for this time type. This can be used to export to a third-party financial system, if applicable.
   • Enter a general ledger account code or GL Account code if desired. If you are using Time Types outside of TDX and want to represent the actual hours in a third party accounting system.
   • In the Options section, select any of the following checkboxes:
     • Active – The time type is active and can be used.
     • Billable – The time type is associated with a billable rate.
     • Capitalize – The time type is associated with capital projects and tickets, i.e., the work being done is for an internal project. Primarily used for reporting.
     • Limited – Users can only log a certain number of hours against the time type. If an account is marked as a limited account, an administrator can put limits on how much time can be entered against this account during a given period. Limits are assigned on a person-by-person basis in the user profile.  Set the Default Limit below the Options checkboxes.
     • Time Off Type – The time type is used to track time off, such as vacations and holidays. If an account is set as a time off account, users can only enter time against it in the Time Off section of the Time and Expense application within TDNext. In addition, time entered using time off accounts can only be entered against projects.
     • Enter Help Text to describe the purpose of the time type.
4. Click the Save button.

Editing an Existing Time Type

To edit an existing time type:

1. In TDAdmin, navigate to Time & Expenses > Time Types.
2. Click the name link of the time type you’d like to modify.
3. Edit the required and optional details as desired.
4. Click the Save button.

Deleting Time Types

If there are any types, projects, project requests, tickets or transactions associated with a time type, you will not be able to delete it.

 It is only possible to delete time types with 0 Actual Hours saved against them.

To delete a time type in TDAdmin:

1. In TDAdmin, navigate to Time & Expenses > Time Types.
2. Click the Delete link next to the time type you’d like to delete.
3. Click the OK button in the confirmation popup.

To delete a time type in TDNext:

1. In TDNext, navigate to Applications > Projects.
2. Click on the name link of the Project you’d like to delete.
3. Click the Manage component, then click the Settings icon.
4. Scroll down to Time Types.
5. Click the Delete link next to the time type you’d like to delete.
6. Confirm deletion by selecting OK within the deletion prompt.

Adding a Time Off Time Type

To create a time off time type:

1. In TDAdmin, navigate to Time & Expense > Time Types.
2. Click the +New button to create a new time type.
3. In the New Time Type popup window, fill in the required and optional fields as desired. In the Options section:
   1. Select the Active checkbox.
   2. Select the Limited checkbox.
   3. If you also need this Time Off type to be limited, set a Default Limit for the number of hours each user should get per year.
   4. Enter Help Text as desired.
4. Click the Save button.

Learn how to set time off limits on a per-user basis for time types which are limited in the Getting Started with Time Tracking article.

Gotchas & Pitfalls

• For Time Types to appear in Tickets or on Project for TDNext users, they need to be added against the Time Type section of each Ticket Type or Project Type. This can be manually done via each ticket or each project or globally at the Type level for each Ticket Type or Project Type.
• TDNext Users can only select which Time Types have been made available to them.

Examples

• Technicians time spent against a particular ticket such as operational work.
• TDNext users attending a conference, professional development, or any other type of training.
• Time Off for team members so that they are not added to projects when they are actually out of office.