timeXchange Help Page

What's New in TimeXchange...

2009-06-01T07:42:00.000-07:00

What’s the Latest in TimeXchange?

Version 3.0 has launched which includes a simplified navigation.

The new simplified sections are the following:

Home – Includes the Dashboard where you can view your to dos, profile and account stats, the My Contacts, and the Master Task List where you can manage a list of master tasks you use for setting up projects you create.

Projects – Includes Add A New Project where you can originate a new project, and Manage Projects where you can view projects you've added or joined as well as accept project invites.

Time – Includes sections for entering time to active projects, and for submitting and/or approving time and monitoring the status of submissions.

Expenses – Similar to the Time section but for expenses to be submitted and approved.

Reports – Includes one section for running both personal reports and project reports when the user is one of the management team members on a given project. This is also the section where data can be exported. Currently, export to Quickbooks is supported.

Other items now supported are a message box for when submitted time is rejected to inform the submitter what the issue is, and support for entering time in international formats such as "13:00". These will be saved as AM/PM format such as 1:00 PM.

Be sure to also check out the Affiliate Page to find third-party tools and services such as compatible mobile apps and systems integrators who can help you connect TimeXchange data to your back office aplications.

Sneak Peek

2008-07-31T14:29:00.000-07:00

Beginning in August we will be reworking the site to improve the look and usability. Below is an example of how the new pages will look. Note the larger buttons, softer colors, and more intuitive layout.

The first part of the site to receive the new look will involve the "Add a New Project" process.

At the same time we are sprucing up the look, we will also be improving usability.

One of our first objectives is to make the site work better for those individuals we call a "team of one". As the next screen shot shows, if you don't have anyone else working with you on your project, just click the button labeled "Me Only" and skip all the team building steps.

These are just a couple of the improvements we're getting ready to launch. An email will be sent to all members just prior and will include many more details.

Welcome to TimeXchange...

2008-01-31T13:25:00.000-08:00

Thank you for joining us at timeXchange.net. We ask one small favor; you and your fellow members have to be “the boss”, meaning we work for you and like everyone with a boss (or client); we want to hear how we are doing.

If you have any problems whatsoever, please let us know right away. If you have ideas about how the service could be better, please let us know. There is a “Contact Us” link on every page. Just click that at anytime and we will get your message. You can rest assured that we will promptly read and reply to any comments/suggestions received.

It is our intention to provide the easiest, most effective way for professionals to manage timesheets and do business. To that end we have one last request…the value of the service grows as the number of users increases. Having more members gives us more input to work with, which means more features for you to take advantage of. Therefore, we ask all members to please tell their colleagues about us. Any word-of-mouth you can provide is appreciated.

We sincerely hope you will be pleased with our service.

Generating Project Team Reports…

2008-01-31T12:41:00.000-08:00

Once your team members’ time and expenses are approved by ALL Management Team members who are "approvers", they will no longer be visible on the “Pending My Approval” page or the “Pending Others' Approval” page. That information will now be residing in the system’s database – and will be accessible through report generation. Note: Team reports can only be generated for time and expenses that have been approved by ALL "Approvers".

To generate team reports, go to My Reports/My Team Reports and make your selections…

Hint: You can generate a time report or expense report for entries that have not been approved by everyone yet, by clicking on the "week of..." link on the Pending My Approval tab or Pending Others' Approval tab. Then look for the blue "print" link in the upper left corner and click on that.

Wrapping up…

That is all there is to it. The next time you log on to timeXchange.net, you will be taken to the Dashboard. From there, you can navigate anywhere on the site.

We are always interested in hearing what our members have to say about their experience with us, so we encourage you to communicate any feedback whatsoever. Note that every page has a link where you are invited to "contact us". Please do…

Instructions for Project Setup for a Team...

2008-01-31T12:32:00.000-08:00

Go to “My Projects”/”Add a New Project”. The Setup Wizard will guide you through the steps.

Step 1 – Create Your Project

• In the appropriate boxes, provide a Project Name and a Project Description.
• Select the currency you will use. The default is the United States dollar.
• Select “There will be Others”

Step 2 – Set your Project Role

• In selecting your project role, you will have six options: Administrator, Manager, Supervisor, Client, Worker or “Originator Only”.
• You can see definitions for each of these roles by rolling your cursor over each - or you can refer to the link in HELP entitled “Understanding the Roles of Project Team Members…”
• You can select only one role for yourself for any one project.

Step 3 – Set your Preferences

• First, set your Billing information. In this section, enter your Cost rate, Bill rate and Allocated Hours for time on this project (optional).
• In the next section “Your Report Details”, designate whether or not your Cost and Billing Info should be displayed in reports and site pages. Depending on your role, there will be default settings. This is the only time you can change these settings.
• In the final section “Set yourself as Active”, designate whether or not you will be approving time and expense submissions for this project. Only one person in each role can “approve” that data which is sent to their Mailbox. This setting can be edited at any time.
• People who are not set up as “approvers” - or "Active" - will not see the time and expense submissions in their mailboxes; however, that data can be viewed by them through team reports once the submissions are completely approved.
• Again, as you roll your cursor over each section, you will be given information to help you understand the choices.

Step 4 – Create your Management Team

• If you previously selected one of the “Management Team” roles for yourself, you will see your email address listed under “Current Management Team”, as Administrator, Manager, Supervisor or Client.
• If you are the only member of your Management Team, then “Skip this Step”. Otherwise, this is where you add to your Management Team.
• In the “Add Management Team” section, click on the role you are adding.
• Enter the email address of the person you are placing in the selected role.
• Enter a Cost rate, Bill rate and Allocated hours for time on this project (optional) for this person. Anything left blank will default to “0”.
• If the checkboxes for display of cost and billing info are not disabled, you can edit the default values for those. If you are unable to edit those settings, it means there is already someone in that role on your Management Team and the setting has already been made for that role.
• Finally, designate whether or not this person will be approving time and expense submissions by others. If they are approving this data, it will be submitted to their Mailbox. If they will not be approving time or expenses, they will have access to that information through team reports.
A red (A) next to the name of a Management Team member denotes the person is "active" and will be approving all submitted time and expenses. This selection can be edited at any time.
• “Save” when you have input the information on one person.
• Repeat the steps in this section as often as necessary.
• Note that you can continue with Project setup – and build your Management Team at a later time by selecting from Projects I Added – and then editing the details.

Step 5 – Create your Team

• This step is about creating your team of “Workers”– those team members who are not Management. These team members have no responsibilities other than to record time and expenses and submit them for approval. They will not have access to others’ data.
• Enter the email address, cost rate, bill rate and Allocated Hours for time on this project (optional) for each person. You can enter up to four people at a time through this screen. Repeat that step as often as you like, since there is no limit to the number of team members you can have on a project.
• The team members will list on a Summary screen before you "Finish" your project, so you will have the opportunity to proofread your list.
• Save and enter more – or Save & Continue to the next step.
• If you have no Team members, “Skip this Step”.

Step 6 – Set your Time Entry Preferences

• Select the method of Time Entry you want for your project. Your options are Timesheet or Timecard. (Note that Timecard Detailed and Timecard Simple have now been combined under "Timecard").
• Timesheet has a Sunday through Saturday workweek. Timecard allows you to select a workweek-ending day of Friday, Saturday or Sunday.
• Once you set up your project and time is recorded, this selection cannot be changed.
• Rolling your cursor over the different sections of this screen will provide you with helpful information about these options.

Step 7 – Add Tasks to your Project

• This screen presents your Master Task List, and asks you to check the tasks you want associated with this new project. This will enable your Project team members to enter time by task for more detailed tracking.
• If you have not set up your Master Task List prior to using Project Setup, you will see a blank screen for tasks.
• You can create tasks right away by clicking on Edit Tasks and adding the tasks you want. Then hit “continue” and you will return to the original screen – that will now show your task list.
• Put a checkmark in the boxes of all or just some of your tasks to attach them to this project. Then click “continue”.
• You can also click “continue” now (instead of “Edit Tasks”) and add tasks to your project at some other time.

Step 7 option– Edit Your Master Task List

• If you chose “Edit Tasks” in Step 4, you were brought to this screen.
• Enter the name and a description for each task you wish to add, and “Save”. They will list at the bottom of the page as you save them.
• You can delete or edit existing tasks by clicking on them to bring them to the top box where you can make changes.
• When finished, click on “Continue” and you will be returned to the “Add Tasks” screen where you can now select tasks for this project from your newly updated list.
• You can also edit tasks at any time by going to the Home/Master Task List tab.

Step 8 – Project Summary

• You will see a summary of your new project at this point.
• Double-check that everything is as you want it. To change something, use the “edit” button in the appropriate section.
• When you are satisfied, click on “Finish” – to save your project and send invitations to your team members.
• Note - If you sign out prior to “finishing”, you will lose all your work. You will be warned.

Now that you have finished with Project Setup…

• If you wish to record time to a project, go to My Time/Enter Time. If you need help, there are more specific instructions in HELP.
• If you are an “Approving” Administrator, Manager, Supervisor or Client – and wish to review time that has been submitted, go to “My Mailbox/Pending My Approval” – where you will see all time and expenses submitted to you. Of course, your team members must first accept their invitations, record and submit time to the project before you will see anything.
• Note that you will receive an email alerting you to time and expenses that are awaiting your approval - UNLESS you opt out of that in "Personalize".
• You will then either “approve” or “reject” each entry. If you reject an entry, the worker will receive a message asking them to contact you about that entry. They can then edit it and submit it again for your approval.
• If you approve time or expenses but others are still pending approval, these entries will be listed under the “Pending Others' Approval” tab in My Mailbox. Here you will see what the status is. Remember, data cannot be accessed through My Team Reports until it has been approved by everyone listed on that project as "Active".

Glossary of Terms

2008-01-31T12:08:00.000-08:00

To get the most out of your use of timeXchange, you might want to get familiar with a few basic terms. You should also understand what "timeXchange" is intended to do. Simply put, timeXchange is the easiest way for people to form project time reporting teams. timeXchange is about the network and forming virtual teams based on connecting to projects you either initiate or are invited to. Of course, timeXchange supports "Teams of One" as well.

It's also important to understand that timeXchange is a service, not simply an application. The service is supported by subscribers and is published by us, ACTUS Technology. If you encounter any issues or have suggestions, please let us know by clicking on the link that says "contact us" at any time.

Now on to some definitions which will help you better understand what you can get from timeXchange.

Membership - Each person is a member of the timeXchange network. You can have as many member accounts as you would like, but only one per each unique email address. You can also use each account for as many projects as you like, and the information you enter will only be shared with the people or persons intended, if there are any.

Originator - An originator is a concept, not a role. The originator is the person who creates the project. In creating a project, the originator may assign the role of Administrator, Manager, Supervisor, Client or Worker to himself. The access he has as an originator overrides any limitations he has to information based on his role. Only the originator can edit all the project specifics.

Dashboard - The dashboard section under the Home tab is the main place for information. You can navigate to other pages from here. You can see what is pending for you to act upon in the "Dashboard" (upper) section. You can see your account statistics - and you can edit some of your personal information from here.

My Projects - This section is where you add a new project or manage the projects you have either created (Projects I Added) or been invited to (Projects I Joined). You can have both "active" and "inactive" projects. You can only edit your project's setup by entering it from the "Projects I Added" listing. You will not be able to edit projects entered through the "Projects I Joined" listing.

My Time - You enter and submit time and expenses in this section - and this is where you can see all past time and expenses you have submitted - as well as any that have yet to be submitted.

My Reports - This is where you generate the reports you need. "My Team Reports" offers a variety of reports dealing with the entire team on a project. If an individual runs these reports, he will only get information about himself - but a Manager or Supervisor, an Administrator or Client will get information about the entire team. "My Personal Reports" offers a number of reports that are only about the person requesting the information.

My Mailbox - This is where you will find action items. Here is where you will reply to project invitations, and if you are an "Approver" in the Management Team, this is where you will approve time and expenses that have been submitted to you. This is also where you can check on the status of approvals by others. Project invitations that you accept are automatically added to your Enter Time project menu so you can start reporting time and expenses.

Role of Administrator - Typically an administrator is someone who works in the operations department and collects time and expense reports. An administrator can bill to a project, but most often does not. Administrators can see both a bill rate and a cost rate for each resource or team member - unless that setting is changed at project setup.

Role of Manager - Managers supervise teams and generally report time to the project. They also usually approve Time and Expense reports submitted by team members. Managers can see only the billing information for each team member on a project - unless that setting is changed during project setup.

Role of Supervisor - Supervisors oversee teams and may or may not report time to the project. They also usually approve Time and Expenses submitted by team members. Supervisors can see all Billing and Cost information - unless that setting is changed during project setup.

Role of Client - Some Clients like to approve time reports, so you can include a client in a project team. Clients see the bill rate for each team member, but they do not see the cost information in their reports - unless that setting is changed during project setup.

Role of Worker - A worker is mainly defined by the fact that he does not collect or receive any time or expense submissions on a project. A Worker is generally a person who only reports time and/or expenses to a project and then submits the information to others. Workers are team members but not Management Team members. By default Workers will see cost information on reports - unless that setting is changed during project setup. Workers will only have access to their own data at any time.

Role of Team Member - A Team Member is any person who is connected to a specific project including Workers, Administrators, Managers, Supervisors and Clients. Collectively they form a Project Team.

Management Team - This term refers to those people who are in the roles of Manager, Administrator, Supervisor or Client on a project. There can be multiple people assigned to these roles - but only one in each role can be "active" at any one time. It is the "active" person in the role who is the "approver" of time and expenses for that project. Those who are "inactive" can view all submitted data in team reports, but they have no approval rights. One of the advantages of this arrangement is when a person goes on vacation or leave of absence, another in the role can be made "active" for the duration - making transition much easier.

Email Addresses - People are invited to join project teams through their email addresses as entered in the appropriate place in project setup. Once added, that person is invited to the project and can start submitting weekly time and expense records after they accept their invitation. Hint: when you see the words "look up" above an email field, you can enter the email address and if the person is already a timeXchange member, their most recent contact information will populate the fields.

My Profile - This is your personal information. By keeping this current, you will ensure that other people have your correct contact information when creating a project or building a team.

Personalize - This feature lets you turn on and off sections you don't use such as the "My Time" section - if you do not report time. If you are an "approver" on a project, you can elect to turn off email notifications of time and expense submissions. In the future, this feature will be expanded to include more information that can be personalized.

Cost Rate - This term is self-explanatory in that it refers to the hourly rate a person costs. It may refer to a "loaded" rate that includes an employee's hourly rate plus something to cover additional costs such as a benefits factor. Or it may only capture the rate a contractor has agreed will be the charge to a project. Either way, this rate is visible internally only - to an Administrator, a Supervisor or a Worker - unless these default settings are changed during project setup.

Bill Rate - This term refers to the hourly rate that is being charged to a Client. It is visible to the Client - and to Administrators, Managers and Supervisors - but it is not visible to Workers - unless these values are changed during project setup.

Billings or Billing Information - This term refers to information calculated by multiplying the hours worked by the Bill rate.

Costs - This term refers to information calculated by multiplying the hours worked by the cost rate.

Allocated Hours - This is an option where users can budget total hours allocated to a particular project for each team member - and use that information to compare against actual hours being charged to the project. Allowing for this information to be tracked is a first step in a series of enhancements dealing with budgeted hours that will be made in the near future.

Time Reports - This term refers to documentation of time entries made through timesheets (standard time entry) or through timecards (clock punching). "Time Reports" is a term that encompasses both methods of time entry. (Note - the timecard format is a "hybrid" of the old Timecard Simple and Timecard Detailed formats - which will allow you to experience the simplicity of the one with the flexibility of the other. You can enter time in as many "instances" of a project as you like in one week - there is no limit of 2 entries per day. Just select the same project over and over again - as often as needed - to enter more than two "ins and outs" on any given day. Refer to FAQ's for a more specific example).

iTimex – This is the 'free of charge' mobile companion application to timeXchange.net - for your iPhone or your iPod Touch. It is designed for people who want to enter time to their timeXchange projects “on the fly”. This version does not include any enhancements. Look for it at the iTunes App Store under Business Apps.

TimeXchange for the iPhone - A full-featured mobile companion to timeXchange.net. "TimeXchange for the iPhone" users will get updates and additional features included with a subscription. (If you just want basic features, iTimex is available free of charge). Look for it at the iTunes App Store under Business Apps. Both versions require an account on timeXchange.net.

TimeXchange is continually evolving. We will update this section as appropriate, so please check back here when you have questions, or when you simply have not checked in a while.

Instructions for the Team Member - to accept invite, enter time, edit and submit time...

2008-01-31T11:59:00.000-08:00

Getting Started...

If you originated the project, you will not have an invite to accept, so skip these first few steps.

Click on the link in your invitation email to go to www.timeXchange.net.
Register using your email address as your ID. Make a note of your password. Or sign in if you are already a registered member. (Note - Register using the same email address your invitation was sent to, to ensure you are linked to the project correctly. You can change your email address later if you want).
You will be taken to the “Dashboard" page, where you can click on "Project Invites Pending". This will take you to My Mailbox/Invites Pending, where you can “accept”.
Now go to My Projects/Projects I Joined – and you should see the project listed.
To enter time, go to My Time/Enter Time, and select a project from the dropdown menu. The system will present you with the appropriate time entry format for the selected project. It will be either Timesheet or Timecard - depending on what the Originator of the project chose at project setup.

Entering Time and Expenses…

Check the dates of the week presented. If you need to change those, click on the appropriate day or week of the calendar.
Select the type of time (Billable, sick, vacation, etc.) you are entering from the dropdown menu.

Select a task and write in a description if you like. You can use up to 200 characters in the description.
Choose the day, enter the time in and time out if using the timecard format – or enter your total hours if using the timesheet format. Hit “save”. You will see your reported time accumulate for the week in the appropriate Summary section below. (Note that if you track time in such detail that you need more than two "times in and out" on any given day for a timecard project, just pull up as many instances of that project you need for a week. So if you have 10 entries for Monday, enter the first two, save that record, select the project again, enter two more, save, select again, etc.).
If you have expenses to enter, go to My Time/Enter Expense and complete those fields. Hit “save” and you will see your expenses for the week listed below.

Submitting Time and Expenses…

Go to My Time/Submit Time or My Time/Submit Expense.
If you do not see your entries listed on this page, either navigate to the correct week or click on the link "View all to be Submitted".
From there, click on the "submit" link next to the time or expense entry. This will bring up a box that will summarize the information being sent and tell you to whom it is being sent. If you are satisfied with what you see, then click on "submit".

If you do not see confirmation in that box that your time and expense entries are being submitted appropriately, make sure the originator of the project designated at least one member of the Management Team as an "approver" - and that the person accepted their invitation to join the Project. You should see the names of the "Approvers" listed in that confirmation box.

Once you have submitted your time and expenses, you can check the status of them by looking at the list of "Time Reports Submitted" or "Expense Reports Submitted" toward the bottom of the page under the Submit Time or Submit Expense tab.

Note that the submission process causes an email to be sent to the approvers to inform them that you have submitted your time and/or expense - UNLESS they opt out of that notification.

Editing Time Submitted Previously…

If you receive word that your time report was rejected - or if you notice it in the status column of what's been submitted, go to My Time/Enter Time where you can make any necessary changes before submitting it again.

To edit time, find the correct week, click on the 'task' words underneath the project name for the entry you want to edit (in the summary at the bottom of the page). This will restore the data to the top of the page where you can make your changes. Then click on “update” to save the changes).
Once that is finished, return to the “Submit Time” tab and click on “Submit” by the appropriate entry appearing at the top of the page. (You can either navigate to the correct week or use the "View all to be submitted" link).

This will bring up the same popup box that you saw on your original submission. Click on "Submit". Your entry will now appear at the bottom of the "submit time" page where you can keep an eye on the status of the approvals.

Note: Follow these same steps to edit your expenses using the "Submit Expense" tab.

Once your time has been approved by everyone designated as an "Approver", you will be able to view it by navigating through previous weeks on the Enter Time tab, but you will not be able to edit it at that point. You can also view your own time and expenses that have been approved by selecting any of the options under My Team Reports. You will see only your own data.

Note that you can view your data at any time - even prior to approval - by generating reports from My Personal Reports. My Team Reports are not available until all entries have been approved.

Understanding the Roles of Project Team Members…

2008-01-31T11:38:00.000-08:00

In setting up a project that includes Others, you will be asked to identify a role for yourself. Your choices are Administrator, Manager, Supervisor, Client or Worker.

Administrators, Managers, Supervisors and Clients make up the "Management Team" on any Team project. There may be only one person on a Management Team - or there may be several in each role, though only one can be "active" as an approving contact per role on a project.

The "Active" approving contact in each role is the one who approves the time and/or expenses submitted by the team members. The others (the "inactive" Management Team members) can run team reports, but they have no approval rights. In other words, there is no limit to the size of a Management Team, but only four people - at most - can be "approvers" on each project since there are four different Management Team roles.

Generally, your role is determined by whether you report time or expenses, approve time or expenses - or review time or expenses submitted by others.

If you will be reporting time or expenses to a project but will not be reviewing time or expenses submitted by others on the project, your role will be “Worker” and you will be a Team Member on the project - as opposed to a Management Team member.

If you will be the recipient of time and expense submissions by team members on this project, then you want to identify yourself as an Administrator, a Manager, a Supervisor or a Client.

A Manager is usually a person in a supervisory role, collecting and approving reports from team members under his or her supervision. A Manager may or may not report time to the project. By default, a Manager will always have access to Billing information on reports and site pages, but will not see Cost information - unless these values are changed in project setup.

Supervisor is a new role, created for users who were looking for another "layer" of supervisory approval - beyond that of Manager. The addition of this role allows for more flexibility in structuring the team. A Supervisor may or may not report time to the project. Note that by default, a Supervisor will always have access to both Billing and Cost information on reports and on the site - unless these settings are changed during project setup.
An Administrator is usually a person in some central function, collecting time and expense data for further processing such as payroll or billing. The Administrator may or may not be required to "approve" the submitted data - depending on how the Originator of the project set things up. In general, an administrator would not be reporting time to the project, but it is possible. Note that by default, the Administrator will always have access to both Billing and Cost information on reports and on the site - unless these settings are changed during project setup.
Clients would not be reporting time to a project but may review and/or approve time and expense submissions from team members. They might want to generate reports directly from the timeXchange site as well. Most often a Client would be invited to join a project rather than creating it, but the option to create a project does exist for a Client. By default, Clients only have access to Bill rates and billing information - unless these settings are changed during project setup.

The “Originator” is the person who creates the project and sets up the team. The Originator usually will choose one of these roles for himself - however, if the Originator is doing nothing more than setting up the project for use by others, there is an option of "Originator Only" that can be selected instead of one of the roles.

Note: The Originator – regardless of role - will always have access to all information associated with the project he or she creates – and is the only person who is able to edit the information associated with the project.

As a point of information, those of you who work independently - as a "Team of One" and select "Me Only" in project setup, will default to the role of 'Administrator', which gives you complete access to everything concerning the projects you originate. You are your own "Management Team".

How timeXchange.net works…

2008-01-31T11:25:00.000-08:00

timeXchange simplifies the way people collaborate to do time reporting. Each member of a project team has his or her own account which is identified by a unique email address.

After a project is created or “originated”, each team member receives an invitation to join the project through email. To respond to the invitation, click on the link in that email and you are taken to www.timeXchange.net where you are asked to register or log in. Your email address is your ID; you are asked to provide a password which you will use to access your account going forward.

Once logged in, you will be taken to the “Home/Dashboard” section. Look for "Project Invites Pending." Click on that link and you will be taken to My Mailbox/Invites Pending where you can accept your project invitation with one click. Then you are free to take whatever action is appropriate, depending on your role.

It’s that easy to get started.

FAQ's

2008-01-01T11:43:00.000-08:00

How do I change my time entry method?

You may change the time entry method (timesheet or timecard) only if no one has charged time to the project yet - and only if you are the Originator of the project.

• Go to My Projects –Projects I Added.
• Select the appropriate project and Click on the title to get to the project detail page.
• Click on “edit” following “Project Name and Description”.
• Scroll to the bottom of that page. If you are able to change the time entry method, you will be given that option. If time has already been charged to the project, you will not be given the option to change the method of entering time.

What can I do if I use the timecard format - but want to report more than two "ins and outs" in the course of a day?

Because we now have just one timecard format - (which is a "hybrid" of the old "timecard Simple" and "timecard Detailed"), you now have the ability to enter unlimited "times in and times out" on any given day to your timecard projects. If you have already entered two times in and times out to a project, but would like to have more entries for the same day with different tasks or different descriptions - just select the project from the dropdown box at the top of the Enter Time screen (as if it were a different project) and make your entries. Then save that and select the project again if you want to enter more time. You can repeat this process as often as you like. Note that you do not have to enter information for the other days at all. The system will allow for partial entries.

How do I update my Management Team (Administrator, Supervisor, Manager and/or Client)?

You can edit this information, remove Management Team Members, or add new ones - only if you are the project Originator.

• Go to My Projects – Projects I Added.
• Click on the appropriate project Title to get to the project detail page.
• You will see Management Team with “Manager”, "Supervisor", “Administrator” and “Client” underneath. Click on the appropriate button (“Remove”, “add” or “edit”) to the right of the entry you wish to update.
• On the following screen, enter the requested information including whether this person is required to "approve" time and expense submissions. Then "Save". (You may have to use the "reset" button to clear the email box before you can add more people to the role).

How do I change which reports I route to my Management Team (Administrator, Manager, Supervisor and/or Client)?

You cannot change these report selections. All Management Team members will be able to view Time and Expense Reports through My Team Reports. Only those designated as "approvers" (active) will have that data sent to their mailboxes for approval before it is available in team reports.

How do I edit Bill or Cost rates on projects I originated?

• Go To My Projects – Projects I Added.
• Click on the appropriate Project Title to get to the detail page.
• To edit the bill or cost rate for a Management Team member, click on the word “edit” to the right of that person, make the change and Save.
• To edit the bill or cost rate for a worker, look for Team Members listed in the bottom section on that page. Click on the word “edit” to the right of the team member whose information you want to change.
• Update the information and Save.

What is the field "Allocated Hours" for?

We are in the process of building in a "budgeted hours" function that will serve several purposes - one being so people can measure "actual hours" against "allocated hours". Allowing for Allocated hours is a first step in this process. You will see more developments related to budgeted time in the very near future.

How do I remove a team member from a project?

• Go to My Projects – Projects I Added.
• Click on the appropriate Project Title to get to the project detail page.
• You will see the Team Members listed in the bottom section on that page. Click on the word “Remove” to move that person to the “Inactive List.”
• To reactivate that person, Click on “Inactive Team Members” in that same section and reinstate them.
This answer assumes you are the project originator. No one else can edit the makeup of your project team...

How do I edit or delete a time (or expense) entry previously entered?

• Go to My Time – Enter Time (or Enter Expense).
• Use the calendar to find the week you want.
• Look at the bottom of the page where Entries are listed and click on the "task" words under the Project name – either the selected task or the words “No task entered”. This will bring the entry to the top of the page where you can edit the entry or delete it altogether.
• Make your changes and click on “update”. Don't forget to "submit" the changed entry.
• Note that you cannot edit or delete time or expense entries that have already been approved. If you try, you will be given that message.
Only the person who enters time can edit it. A Supervisor or any other person who may be responsible for approving time and expense submissions by others, cannot edit them.

What can I do to clear up distortions in the font or layout of my screen?

Try clearing your cache.

I do not want to receive email notifications telling me my team members have submitted time or expenses for me to view and approve. How can I turn this off?

Click on “Personalize” in the upper right section of your screen and make the appropriate edit to that setting.

I signed up under my own email and tried to access an invitation I had to a project – but it is not there.

You must sign up using the email address that the notice of your invitation was sent to. If you sign up under another email address, you will not be linked to the original invitation/project.

Note though, that you can change your email address once you are signed on with the original one. Go to Personalize – and edit your email address there. As long as you are not attempting to use an email address that is already in the timeXchange database, you are free to change yours.

How can I set up tasks for my project?

As you are setting up a project, the Wizard will take you through the steps to set up tasks. Refer to the Instructions for Project Setup for an Individual - or for a Team - for more specific help.

If your project is already set up, you can change tasks associated with it, by going to “My Projects – Projects I Added” and click on the one you want to edit. Then either select “Edit Master List” to be taken to the Master task list page where you can edit your list – or, “Select task items” which will show you a list of your tasks and you can simply choose the ones you wish to use on the project.

Can I add tasks to projects I joined but did not originate?

At this point, the only person who can change the tasks associated with a project is the one who created – or originated – the project.

How can I see time I have entered in a project all at once?

You can see all time worked on a single project at once by going to “My Reports – My Personal Reports”. Click on the “Ad Hoc Reports” link. Select your project, the time frame, the format you want and “Run Report”.

If you want to see all the time you recorded in any given week, you can select all the projects and select your time frame – and then “Run Report” – Or you can go to “My Time – Enter Time” and select the week you want through the calendar. Scroll to the bottom of the page and you will see all time entries for that week.

In "My Reports - My Personal Reports", you can also select the project under Project History Report. This will give you the entire history of any one project.

Why can't I view any of my entered time when I access My Team Reports?

Before time entries are available for view through Team Reports, they must be completely approved by the Management Team "Approvers". If you are the only member of the Management Team, go to My Mailbox and make sure you have nothing listed under “Pending My Approval”. If you do, go ahead and approve it.

If you are not the only member of the Management Team – and you know you already approved the time – look in your mailbox under “Pending Others’ Approval” to see the status. All approvals must be made before time can be viewed through generating Team Reports.

Hint – If you are on the "Pending My Approval" page, click on the “week of…” link and you will be taken to a page where you have a link that says “Print”. You can see a report based on that time entry only – even though it is not completely approved yet.

If you are a worker waiting for all approvals to be completed so you can see your information through Team Reports, try looking for the information you want through "My Personal Reports". These can be generated at any time in the process, so you won't have to wait for approvals.

I want to submit my time but the “Submit” button is disabled.

This means there is no one to submit your time to. Either in project setup, the originator did not set up "approvers" on the Management Team - or they have not accepted their invitations to the project yet.

Why wasn't I notified when a worker submitted his/her time?

When logged in, click on “Personalize” in the upper right corner. Check the setting for receiving email notifications when time/expenses are submitted. Make sure it is set to your preference.

I accidentally submitted a week of time entries I should not have. What should I do?

You cannot completely retrieve an entry once you submitted it – but you can make changes to it as long as it has not been completely approved by everyone yet. Go to My Time – Enter Time, and pull the record up to edit it. If the system lets you edit it, then you are good to go. Make your changes - and then go to the Submit Time page and "Submit" the updated entry. Note that when you make changes to an entry you have already submitted, the entry will be "pulled back" to you - so you must submit it again.

If you are unable to edit the entry, it means the time as submitted was approved by everyone already. You will get a message to that effect when you try to pull the entry up for editing. You will then have to make correcting entries the following week.

I accidentally deleted time entries for a week. What should I do?

Unfortunately you will have to enter those times again. There is no way to retrieve them.

Can I create invoices?

The functionality to allow you to create invoices does not exist today – but it will in the very near future. The coding is being worked on currently.

Can I export data to QuickBooks?

If you go to My Reports - QuickBooks Export, you will be able to download data from there. This is a very basic export feature that we have made available while we continue to work on this.

I am trying to enter time and I can't see where I can do that. I don't see a tab called My Time when I am logged in.

Click on "personalize" in the upper right-hand corner of the screen. You will want to edit your answer to the question about whether you will be entering and submitting time to projects. Chances are you said "no" to that question when you were setting up your timeXchange account, so those tabs were "hidden" from your view.

How can I edit the "Approvers" of a time submission? Can an approver be at a Company that is not in your system?

You, as the originator of a project, can edit the approver(s) on a project, by clicking on the project name under Projects I Added - and then editing the Management Team information to assign approval rights to the person you want by checking the appropriate box. Remember though, there can only be one approver in each role at a time.

You can have Management Team members who are anywhere in the world. In your project setup (or as a later edit), simply list an email address for them in the role you want for them. They will receive an invitation to join the project. As soon as they register with timeXchange, they can go to their mailbox and accept the invitation you sent. Once they accept that invite, they can begin to review and approve time and expenses.

I set myself up in one role on my project - and after entering time and expenses, I changed my role to another selection. Now I've lost all my time and expense records. What do I do?

When you removed yourself from the original role you were in, you made that project "inactive" for yourself - and by placing yourself in a new role, you essentially created a new project for yourself. Even though it's the same project, the system is thinking of you as separate people in those roles - and is therefore keeping your time and expense entries separate from each other.

You can either put yourself back into the first role you were in, and reactivate that listing from your "inactive projects" list - Or you will have to re-enter your time and expenses in the version of the project where you are in the newer role.

If I set up a Project, and then decide to make it "Inactive", will it be made inactive for every member of the project's team?

If you are the Project Originator, then yes - by making your project Inactive from the "Projects I Added" list, you will remove it from your Projects I Added list as well as your Projects I Joined list. It will also automatically be removed for every team member who had accepted your invitation to that project. (People with invites to the project that are pending, will have that invite canceled).

If one of your team members removes the project to the Inactive list, he or she will not be impacting any other team members' listings of that project.

Also, once you (as the Originator) make an active project "inactive" for your team, an individual team member can restore that project to an "active" state - but only for himself.

Instructions for Project Setup for An Individual

2007-01-01T09:30:00.000-08:00