Difference between revisions of "Enter employees and users"

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== Employee registration == <!--T:1-->
  
   
 
<!--T:2-->
  
<!--T:2-->
 
In Marathon, employees and users have different roles. The employee register is in the project accounting and it is used among other things in time reporting. The user register is in the base registers and it is used for login and authorisation.
  
In Marathon, employees and users have different roles. The employee register is in the project accounting and it is used among other things in time reporting. The user register is in the base registers and it is used for login and authorisation.
  +
  +
== Employee registration == <!--T:1-->
   
 
<!--T:3-->
  
<!--T:3-->
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A new employee record is opened in Backoffice: Base registers/Pro/Employees. If the parameter ”Automatic entering of users” is checked in Base registers/Pro/Parameters, tab General, a user profile will be set up automatically with the same code.
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A new employee record is opened in Base registers/Pro/Employees. If the parameter ”Automatic entering of users” is checked in Base registers/Pro/Parameters, tab General, a user profile will be set up automatically with the same code.
   
 
=== General === <!--T:4-->
  
=== General === <!--T:4-->
   
 
<!--T:5-->
  
<!--T:5-->
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{{ExpandImage|bas-med-en-grafik1.png}}
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|'''Staff category'''
  
|'''Staff category'''
 
|Employees can be divided into different categories.
  
|Employees can be divided into different categories.
  +
|-
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|''' Alt staff categories'''
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|You can use alternative staff categories in the resource planning.
 
|-
  
|-
 
|'''Employee group'''
  
|'''Employee group'''
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|-
  
|-
 
|'''Working team'''
  
|'''Working team'''
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|Another way to categorise employees. Also useful in resource planning.
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|Another way to categorise employees. Also useful in resource planning. can also be used in resource planning. Enter what tesm the employee belongs to.
 
|-
  
|-
 
|'''Cost centre'''
  
|'''Cost centre'''
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|Check the box if the employee is going to use Marathon Time time reporting.
  
|Check the box if the employee is going to use Marathon Time time reporting.
 
|-
  
|-
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|'''Possible...'''
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|'''Possible PM/CM'''
 
|State if the employee is a project manager, client manager or production manager. The employee will in that case be selectable from lists.
  
|State if the employee is a project manager, client manager or production manager. The employee will in that case be selectable from lists.
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|-
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|'''Possible in resource planning'''
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|If the employee shall be shown in the resource planning
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|-
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|'''Allow reporting above maximum limit'''
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|Overrules the parameter Maximum amount of hours per day.
 
|-
  
|-
 
|'''Active'''
  
|'''Active'''
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|'''Regular job code'''
  
|'''Regular job code'''
 
|No longer in use
  
|No longer in use
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|-
  +
|'''Code in payroll system'''
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|Use if you are exporting to an external payroll system
 
|-
  
|-
 
|'''Password'''
  
|'''Password'''
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<!--T:12-->
  
<!--T:12-->
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|Select calendar (working time measurement) for the employee. Start- and end dates are useful if the employee is altering between half time and full time employments.
  
|Select calendar (working time measurement) for the employee. Start- and end dates are useful if the employee is altering between half time and full time employments.
 
|}
  
|}
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  +
===Working teams=== <!--T:41-->
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{{ExpandImage|PRO-EMP-EN-Bild4.png}}
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<!--T:42-->
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{| class=mandeflist
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!Period and working team
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|For project reports and approval of time reports. By adding periods you can get a historical overview of an employee's teams.
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|}
   
 
=== Vacation and overtime === <!--T:13-->
  
=== Vacation and overtime === <!--T:13-->
   
 
<!--T:14-->
  
<!--T:14-->
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{{ExpandImage|bas-med-en-grafik4.png}}
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{{ExpandImage|PRO-EMP-EN-Bild5.png}}
   
−
<!--T:15-->
  
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Vacation balance The number of unused vacation days for the vacation year is stated when creating employee record. The number is then decreasing every time she/he is reporting time on job code 930 for vacation.
  
−
Each time that the vacation year is changed, this field is reset.The number of approved vacation days for the new year will be automatically registered. Shown only in weekly reports in 04-72-10.
  
   
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<!--T:16-->
  
−
Vacation used The number of used vacation days is stated when creating employee record. The number is then increasing every time she/he is reporting time on job code 930 for vacation. Shown only in weekly reports in 04-72- 10.
  
   
−
<!--T:17-->
  
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OT balance Overtime balance per a certain date can also be set, if OT balance shall be shown as a separate column in Time reporting.
  
   
−
<!--T:18-->
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<!--T:43-->
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{| class=mandeflist
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OT balance per The day that the overtime balance is counted from.
  
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!Vacation balance
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|Not in use
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|-
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!Vacation used
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|Not in use
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|-
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!OT balance
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|Enter hours of OT balance. You can also set it per a certain date, if OT balance shall be shown as a separate column in Time reporting.
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|-
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!OT balance per
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|The day that the overtime balance is counted from.
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|-
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!OT compensation
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|Not in use
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|}
   
−
<!--T:19-->
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== User registration == <!--T:21-->
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User records are opened in Base registers/General/Users. The user record controls, among other things, login and authorisation.
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OT compensation If you have selected to show overtime compensation, a balance is shown in 04-72-10 from the time reporting.
  
   
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== User registration == <!--T:20-->
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<!--T:44-->
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{{ExpandImage|PRO-EMP-EN-Bild6.png}}
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<!--T:45-->
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{| class=mandeflist
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!New password
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|Use the button to send new password to the user's email. Set tehreafter Incorrect login attempts and Without changes to zero in the user register.
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|-
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!Import settings
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|You can copy column-, selection- and favourite settings from another user.
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|}
   
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<!--T:21-->
  
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User records are opened in Base registers/General/Users. The user record controls, among other things, login and authorisation.
  
   
 
=== General === <!--T:22-->
  
=== General === <!--T:22-->
   
 
<!--T:23-->
  
<!--T:23-->
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{{ExpandImage|bas-med-en-grafik5.png}}
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{{ExpandImage|PRO-EMP-EN-Bild7.png}}
   
 
<!--T:24-->
  
<!--T:24-->
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|The user’s language in Marathon. Available languages are selectable in the menu.
  
|The user’s language in Marathon. Available languages are selectable in the menu.
 
|-
  
|-
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|'''Company/year'''
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|'''Land'''
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|Land is used for landwise authorisation
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|-
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|'''Company'''
 
|The company that the user comes to when logging in. If you leave the year-field blank, she/he will automatically come to the last opened year in the named company.
  
|The company that the user comes to when logging in. If you leave the year-field blank, she/he will automatically come to the last opened year in the named company.
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|-
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|''' Year'''
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|Not in use
 
|}
  
|}
   
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=== Printer === <!--T:25-->
  
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−
<!--T:26-->
  
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The different Marathon printers for printouts in Classic are stated in this tab.
  
   
 
=== Authorisation === <!--T:27-->
  
=== Authorisation === <!--T:27-->
   
 
<!--T:28-->
  
<!--T:28-->
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{{ExpandImage|bas-med-en-grafik12.png}}
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{{ExpandImage|PRO-EMP-EN-Bild8.png}}
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<!--T:29-->
  
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|-
  
|-
 
|'''Date for forced change'''
  
|'''Date for forced change'''
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|Date, maximum 90 days ahead.
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|Date, maximum 90 days ahead. Set the time in Base registers/General/System parameters.
 
|-
  
|-
 
|'''Without changes'''
  
|'''Without changes'''
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|-
  
|-
 
|'''General auth. group'''
  
|'''General auth. group'''
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|The authorisation group that is valid for the companies that the user has access to.
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|The authorisation group that is valid for the companies that the user has access to (set in System|Authorisation)
 
|-
  
|-
 
|'''Auth. group per company'''
  
|'''Auth. group per company'''
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|}
  
|}
   
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=== Authorisation Classic === <!--T:30-->
  
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−
<!--T:31-->
  
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Only in use if the authorisation system in System: Authorisation not is fully in use.
  
   
 
=== Approval === <!--T:32-->
  
=== Approval === <!--T:32-->
   
 
<!--T:33-->
  
<!--T:33-->
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{{ExpandImage|bas-med-en-grafik6.png}}
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<!--T:34-->
  
<!--T:34-->
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The options May post costs, purchases and in the watch list are no longer in use as it all is set in System|Authorisation
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This tab contains authorisation details concerning approval of invoices; postings of cost invoices and project purchases, booking of supplier’s invoices and type of approval (pre-approval, final approval and blank).
  
   
 
<!--T:35-->
  
<!--T:35-->
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{|class= mandeflist
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To send reminders of new invoices to approve, check the box Send e-mail about new invoices. Make sure that the user’s e-mail address has been stated in the General-tab
  
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!Type of approval
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|The setting is which type of approval shall be suggested; it can be changed when approving.
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|-
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!E-mail about new invoices
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To send reminders of new invoices to approve. Make sure that the user’s e-mail address has been stated in the General-tab
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|-
  +
!Approval of time reports
  +
|See separate manual
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|}
   
−
<!--T:36-->
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=== Expenses === <!--T:46-->
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{{ExpandImage|PRO-EMP-EN-Bild10.png}}
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Approval of time reports- contact Kalin Setterberg for more information about this function.
  
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  +
<!--T:47-->
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{|class= mandeflist
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!Holder of corporate card
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|If this box is checked, the user will see a new column Corporate card in their expense report.
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|-
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!Corporate card default
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|If the user mainly purchases with their corporate card, select Yes (also Blank and No can be chosen). This is a suggestion only and can be changed when the user is making the expense report.
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|}
   
 
=== Other === <!--T:37-->
  
=== Other === <!--T:37-->
   
 
<!--T:38-->
  
<!--T:38-->
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{{ExpandImage|bas-med-en-grafik7.png}}
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{{ExpandImage|PRO-EMP-EN-Bild11.png}}
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<!--T:39-->
  
<!--T:39-->
 
{| class=mandeflist
  
{| class=mandeflist
−
|'''Employee code in PRO'''
  
−
|State only if the employee code differs from the user code
  
−
|-
  
 
|'''Contact person'''
  
|'''Contact person'''
 
|Check the box if the user is a contact person towards Kalin Setterberg. If ticked, the person will receive general information mails from Kalin Setterberg.
  
|Check the box if the user is a contact person towards Kalin Setterberg. If ticked, the person will receive general information mails from Kalin Setterberg.
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<!--T:40-->
  
<!--T:40-->
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[[Category:PRO-EMP-EN]] [[Category:Manuals]] [[Category:Project]]
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[[Category:PRO-EMP-EN]] [[Category:Manuals]] [[Category:Projects]]
 
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Latest revision as of 09:44, 21 September 2023


In Marathon, employees and users have different roles. The employee register is in the project accounting and it is used among other things in time reporting. The user register is in the base registers and it is used for login and authorisation.

Employee registration

A new employee record is opened in Base registers/Pro/Employees. If the parameter ”Automatic entering of users” is checked in Base registers/Pro/Parameters, tab General, a user profile will be set up automatically with the same code.

General

Employee code The most common employee code format is the two first letters in the first name and surname respectively
Name The employee’s name.
Telephone Telephone number is only necessary if it shall be shown on invoices to clients.
Staff category Employees can be divided into different categories.
Alt staff categories You can use alternative staff categories in the resource planning.
Employee group The group that the employee belongs to.
Working team Another way to categorise employees. Also useful in resource planning. can also be used in resource planning. Enter what tesm the employee belongs to.
Cost centre Can be used in posting of fee revenues. It can also be used as a suggestion in new projects, provided that the employee is a project manager and the system has been set in such a way.
Marathon Time Check the box if the employee is going to use Marathon Time time reporting.
Possible PM/CM State if the employee is a project manager, client manager or production manager. The employee will in that case be selectable from lists.
Possible in resource planning If the employee shall be shown in the resource planning
Allow reporting above maximum limit Overrules the parameter Maximum amount of hours per day.
Active Check the box when the employee is active, remove the mark when she/he resign
Regular job code No longer in use
Code in payroll system Use if you are exporting to an external payroll system
Password Password is only visible when creating a new employee record and only if the parameter “Automatic entering of users “ is on.

Prices

Regular hourly rate The employee’s regular hourly rate.
Estimated price/hour For follow-up of the employee’s revenue estimate.
Calculated cost/hour The employee’s calculated cost.
Special hourly rates Exceptions from the regular rates are stated with: No, Exception on job code or Exception on job category.
Cat/code Specification of categories and/or codes with special rates.
Hourly rate Specifications of the special price for the category/code.

Calendar


Calendar number Select calendar (working time measurement) for the employee. Start- and end dates are useful if the employee is altering between half time and full time employments.

Working teams


Period and working team For project reports and approval of time reports. By adding periods you can get a historical overview of an employee's teams.

Vacation and overtime



Vacation balance Not in use
Vacation used Not in use
OT balance Enter hours of OT balance. You can also set it per a certain date, if OT balance shall be shown as a separate column in Time reporting.
OT balance per The day that the overtime balance is counted from.
OT compensation Not in use

User registration

User records are opened in Base registers/General/Users. The user record controls, among other things, login and authorisation.


New password Use the button to send new password to the user's email. Set tehreafter Incorrect login attempts and Without changes to zero in the user register.
Import settings You can copy column-, selection- and favourite settings from another user.


General

Name The user’s name.
E-mail The user’s email address. It will be used in invoice approvals and to send new passwords
Language The user’s language in Marathon. Available languages are selectable in the menu.
Land Land is used for landwise authorisation
Company The company that the user comes to when logging in. If you leave the year-field blank, she/he will automatically come to the last opened year in the named company.
Year Not in use


Authorisation


Alternative user code An alternative if the user wants to log in to his/her operative system with the same password as to Marathon. The alternative code can have up to 12 characters and the user can log in with both passwords.
Password Password settings are shown in Base registers/General/System parameters. The password may not contain special characters like å, ö, æ, ø, etc.
Incorrect login attempts Shall be zero. After five incorrect login attempts the user will be blocked
Date for forced change Date, maximum 90 days ahead. Set the time in Base registers/General/System parameters.
Without changes Shall be zero. After five logins after forced change the user will be blocked.
Active period Used for limit an user’s access to Marathon during a certain time interval.
Blocked A checked box indicates that the user is blocked
Company authorisation State the company that the user shall have access to, or check the box “all” below the company list if she/he shall have access to all companies.
General auth. group Authorisation)
Auth. group per company Used if the installation has different authorisations per company.
Group authorisation Settings for the user’s access to groups, collective groups and collective collective groups.


Approval


The options May post costs, purchases and in the watch list are no longer in use as it all is set in System|Authorisation

Type of approval The setting is which type of approval shall be suggested; it can be changed when approving.
E-mail about new invoices

To send reminders of new invoices to approve. Make sure that the user’s e-mail address has been stated in the General-tab

Approval of time reports See separate manual

Expenses

Holder of corporate card If this box is checked, the user will see a new column Corporate card in their expense report.
Corporate card default If the user mainly purchases with their corporate card, select Yes (also Blank and No can be chosen). This is a suggestion only and can be changed when the user is making the expense report.

Other


Contact person Check the box if the user is a contact person towards Kalin Setterberg. If ticked, the person will receive general information mails from Kalin Setterberg.
Kalin Setterberg Shows if the user is working at Kalin Setterberg. Used at the time of installation of Marathon, when the installation team sometimes creates own users in your company.
Immediate superior The user’s immediate superior can be stated. That can be used in e.g. approval of expenses reports where the immediate superior automatically is chosen as approver.
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