In order for your resources (internal and/or external consultants) to log their timesheets, expenses, and absences, it is necessary to make the intranet available to them. Here are the steps to follow.
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Before creating your resource's intranet access
Properly fill in the resource card of the employee
Before activating a resource's intranet on BoondManager, make sure:
that an email is entered in the "Email 1" field of the resource. This email will be used for emailing, validation or rejection of timesheets, expense reports, and absence requests. Make sure this email is checked by the resource!
Resources> Resource card > information tab > "email 1" field
that the resource's contractual data (contract type, start date, "salary", anticipated expenses, etc.) is entered. If not, click the "New Contract" button and enter the contractual data.
It is essential to properly fill in the contractual data as it will define the Contract ADC (Average Daily Cost) used to calculate the average daily intervention cost of Resources on Opportunities and Projects.
Resources> Resource card > Administrative tab > create an HR contract button (see online help: Create a resource from A to Z)
Assign projects to the employee
Your resource must be properly assigned to their ongoing projects to log their timesheets and expenses. A resource can be assigned to several projects simultaneously if not full-time on them.
To do this, go to the relevant project(s) to assign them.
Project > Project card > Deliveries tab > Press the + button > Select the resource
To check that your resources are properly assigned to a project, use the workload plans in the Activity Report module!
Configure the Administrator interface
To perform this check, Administrator access is required.
From the Administrator > Legal Agency > Activity & expenses tab interface you can configure:
A reminder date from which employees must log their Timesheets and/or Expenses
The validation workflows for Timesheets and Expenses (and below: absence requests). In these tables, you can indicate one or several managers, with chronological order from top to bottom
The activity types and expense types on which the employee logs their timesheets and expenses
The logo that will appear on the Activity Reports
The mileage scales and various expenses
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Configure and activate your resource's intranet
Once all checks are completed, we can proceed.
On the Resource card
The email is properly configured. Click the cogwheel of Configuration and let's go!
On the resource configuration card
To activate the intranet, check the checkbox
Choose the intranet configuration you wish to grant to the resource (employee, freelance, subcontractor, other)
Intranet roles are configurable in Administration (Managers / roles > Roles tab), and allow you to grant access to the Timesheets, Expenses, Absences, My Invoices modules
There are 3 default intranet roles but - if you have subscribed to the Enterprise offer - you can create new ones to refine your intranet access.Check or modify the employee's Login
By default, the tool suggests the employee's email1. When you share their access, your employee can change their passwordBy default, the tool suggests that the resource can log their timesheets and expenses starting from the month of their "hire date"
If you want them to log from another month, select "To be defined" and set the desired monthBy default, the validation workflow is the one defined in the agency's configuration, but you can choose a customized validation workflow for this resource (by adding/removing/reorganizing validators)
The base configuration is defined in Administration (Legal Agencies > legal agency card > Timesheets, Expenses & Absences tab > Timesheets, Expenses and Absence Requests sections > Default validation workflow subsection)This configuration allows you to choose which documents will be automatically generated each month
The creation date is configurable in Administration (Legal Agencies > legal agency card > Timesheets, Expenses & Absences tab > Timesheets and Expenses sections > "Document creation and mailing date to resources" fieldBy default, the authorized daily work unit types are those defined in the Legal Agency's configuration, but you can customize them for this resource if you wish
Save and move on to communicating the access! Click "Share access"
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Communicate access credentials to your resource
Once your resource has an active intranet, you can send the credentials so they can log their timesheets, expenses, and submit absence requests.
Share the card
Your resource is selected by default, you can add other recipients if needed
Check the message body, this is a default template you can modify in your global settings
This checkbox allows you to send yourself a copy of the share by email to your address
Click the share button to send your message and you're done! Well done!
Administration > Global Settings > Share tab
Go further
Bulk create your intranet access
You can bulk activate or deactivate your resources' intranets. To do this, you need to download the IntranetAccount App with your administrator's help.
Administration > Apps/MarketPlace > IntranetAccount> then activate the feature for the relevant managers by going to the manager account
Watch the tutorial for using IntranetAccount for more information!
Bulk communicate your intranet access
You can bulk communicate your resources' intranet access. To do this, you need to download the Emailing App with your administrator's help.
Administration > Apps/MarketPlace > Emailing
Watch the tutorial for using Emailing for more information!