This tutorial aims to configure the activity reports for your employees and set up blocking alerts to limit time entry errors.
To follow this tutorial, you need Administrator access and then follow this path:
Administration > Agencies > Activity & Expenses tab
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Global Configuration of Timesheets, Expenses, Absences
From the Administrator interface > Agencies > Activity & Expenses tab, you can configure the following elements:
The logo that will appear on the activity reports. Make sure to insert an image (jpeg or png) ideally sized 173x83 pixels (unless your logo is square).
A reminder date from which employees must log their time.
Tip: It is preferable to activate the reminder only for time entry.
The validation workflows for Timesheets and Expenses, and further down, for absence requests. In these tables, you can indicate one or more managers to validate the documents, with chronological order from top to bottom.The activity types on which the employee logs their time: Production, Absences, Internal, or Exceptional Activity.
For absences, you can indicate with or without ADA, which means "Alert if no Absence Request"—that is, on the activity report you have an error message that appears, which can be blocking or not, see the next point.The possible alerts to indicate on the timesheets, with the option to make them blocking or not.
Optional: A reminder date from which employees must log their Expenses.
The mileage rate(s) as well as the various expenses.
The expense types that the employee can indicate on their expense report.
The configuration of absences: quota and increments.
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Alert Management
You can configure alert messages and even block employee validation of an activity report if certain rules are not respected. This will not prevent them from entering and saving their data.
Understanding the Alert Table
Alert: This table presents potential error scenarios for which you can indicate blocking or non-blocking alerts.
Activated: This checkbox simply activates an alert message if one of the scenarios in the Alert column occurs. This is not blocking; it is for informational purposes.
Concerned resources: This column allows you to configure alerts only for certain resources.
For example, an external consultant does not request absences, so they will log fewer days than there are working days in the month; however, there is no need for an alert as this is normal behavior.Prevent document validation: This column prevents the employee from validating their timesheet if one of the checked scenarios occurs. Thus, as long as they do not perfectly meet the validation criteria, they cannot send their activity report to the validating manager.
Recommendations
The table below is a recommended configuration you can implement. Thus:
If the number of days logged is greater than the number of working days in the current month, then the employee (internal and external) will have an alert and will not be able to validate their activity report.
If the employee works extra hours or interventions, then the exceptional activity must be used to declare it.
If the number of days logged is greater than the number of working days indicated in the HR contract of the concerned employee (internal or external), then they will have an alert and will not be able to validate their activity report until the entry is corrected.
If the employee works extra hours or interventions, then the exceptional activity must be used to declare it.
If the number of days logged is less than the number of working days indicated in the HR contract of the concerned employee (internal only), then they will have an alert and will not be able to validate their activity report until they have entered 100% of the current month.
Here, externals are excluded, as it may happen that they do not work a full month for the same company without needing to request an absence.
If the absence quota is exceeded, then you can configure an alert; here, we do not recommend it by default in cases where absence balances are not up to date to avoid confusion.
If the absences declared on the timesheet do not match the absences requested by the employee (internal only), then they will have an alert and will not be able to validate their activity report until their absence request is accepted.
For the same reason as above, externals are excluded as they do not have rights to employee leave (RTT, CP, ...).
If an employee enters time outside the dates of their HR contract, then they have an alert; this is not blocking, so they can validate their activity report.
We recommend this because sometimes the issue is on the manager's side (forgot to create the HR contract, amendment, renewal, ...).
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Configuration of Absence Balances
On this page you can also configure the absence balances for your employees and thus create automatic increments for your paid leave and RTT, for example.
WARNING
For external employees, absence balances are disabled.
To learn more, you can consult the dedicated article: how to configure absence balances for your resources.
Tip
Boond does not calculate prorata in case of arrival during the month, so you need to create the balance for your employee the month following their arrival: you then enter the quota Acquired or In progress communicated by your payroll manager.