If your business requires you to manage exceptional activity (for example, on-call duty or overtime), you’ve probably wondered: "But how will I handle this in BoondManager?" We’ve thought of you and here’s a simple tutorial to explain how to manage this as efficiently as possible, based on your needs and activity.

Admin Interface > Agencies tab > legal agency record > Times, Expenses & Absences tab > Left column, Times section > sub-section Types of work unit

In this dashboard, you define the types of work units that employees in this agency can use when logging their timesheets. Here, we’ll focus only on Exceptional Activity. If you have questions about other types of work units, please contact your BoondManager representative.

N.B.: If you wish to stop using a type of work unit, you can make it invisible and keep the history of already entered data.

To be able to log Exceptional Activity, you need to add the types of Exceptional Activity (EA) you want to track in the tool. There are two types of EA:

If you don’t differentiate between several types of Overtime (weekday overtime between 6am and 10pm, weekend overtime, etc.) or On-call duty (weekday, weekend), don’t complicate the entry for your users and simply enter one type "Overtime" and one type "On-call duty".

However, if you invoice overtime differently for weekdays, Sundays, holidays, etc., you’ll save time by entering several types of EA as shown below:

Don’t forget to save your entry and replicate it for the other relevant legal agencies.

If you want to do analytics for your invoices, this section is for you. If you skip it, it won’t prevent you from invoicing later!

Admin Interface > Agencies tab > legal agency record > Billing tab > Invoice Item Types section

Add an invoice item "Exceptional" and link it to the corresponding categories of work units. Don’t forget to save, then do the same for the other agencies.
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But don’t copy this tab to other agencies, you risk deleting your different invoice templates and payment terms!

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Admin Interface > Resources module > resource record > Configuration

Just because you’ve defined types of Exceptional Activity doesn’t mean all your resources can log overtime or other types! That would quickly become unmanageable if it were the case.
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For a resource to log exceptional activity, you must authorize them by going to their resource record and then to its configuration:

In the Advanced Configuration section, you’ll see a field for logging exceptional activity.

You can then choose from the following options:

*Requesting recovery does not trigger any process; it simply lets you know that this resource wants to recover (what? That’s up to you to determine. If you have no idea, choose Yes without recovery :) )

Don’t forget to save once you’ve made the change!

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Your resource, now authorized to log exceptional activity, will record their production for their assignment(s) in both Normal and Exceptional Activity from their intranet before submitting their Timesheet to their manager.

As a manager, you can also log exceptional activity for your consultant for the chosen month > Resources module > resource record > Times tab
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Or, to log your own exceptional activity, go to My Record then to the Times tab and click on the timesheet for the relevant month.

The process is very similar to logging normal activity, except it takes place in the Exceptional Activity dashboard.

N.B.: If you don’t see the Exceptional Activity dashboard, repeat step 3, as this means the resource is not authorized to log exceptional activity.

In this dashboard, you just need to:

Repeat this step as many times as needed, then save!

You’ll then see (at the bottom of the page) totals sorted by Slot (Hourly & Calendar).

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If you invoice on a Monthly basis, when you generate your monthly invoice, if exceptional activity has been logged, you’ll see lines created as follows:

In the Details dashboard, you can see the details of the activity logged by your resource and therefore the breakdown by type of exceptional activity—hence the benefit of logging several types if your invoicing differs depending on certain parameters (hours, days, etc.).

You just need to use the information in the Details dashboard to enter the values for the Rate excl. VAT and Quantity columns. Feel free to edit the item description if needed.

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If your business requires you to manage a lot of exceptional activities, it may be worthwhile to automate the calculation of their invoicing. Furthermore, if you want to automate the granting of benefits to your resources based on the Exceptional Activity performed, the ExceptionalActivity app is made for you!