Difference between revisions of "Enter employees and users"

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__FORCETOC__
  
 
<translate>
  
<translate>
  +
== General== <!--T:48-->
  +
Marathon separates employees and users. The employee is in the project accounting and is used for time reporting among other things. The user is used for login and authorisations.
   
−
<!--T:2-->
 +
== New employees== <!--T:49-->
  +
Register a new employee in Projects | Backoffice | Base registers | Employees. If the parameter Automatic entering of users is active in Projects | Backoffice | Base registers| Parameters, General tab, a user is automatically registered with the same employee code. Check in advance that the code is available.
−
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-->
 +
=== General === <!--T:50-->
−  
−
<!--T:3-->
  
−
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-->
  
−  
−
<!--T:5-->
  
 
{{ExpandImage|PRO-EMP-EN-Bild1.png}}
  
{{ExpandImage|PRO-EMP-EN-Bild1.png}}
  +
{|class=mandeflist
−  
  +
!Code
−
<!--T:6-->
  
  +
|The first two letters of the first name and surname are usually used as the employee ID
−
{| class=mandeflist
  
−
|'''Employee code'''
  
−
|The most common employee code format is the two first letters in the first name and surname respectively
  
 
|-
  
|-
−
|'''Name'''
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!Name
−
|The employee’s name.
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|Employee’s name
 
|-
  
|-
−
|'''Telephone'''
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!Telephone
−
|Telephone number is only necessary if it shall be shown on invoices to clients.
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|Enter telephone number if it shall be shown on the invoices to client
 
|-
  
|-
−
|'''Staff category'''
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!Staff category
−
|Employees can be divided into different categories.
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|Employees can be divided into categories
 
|-
  
|-
−
|''' Alt staff categories'''
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!Alt staff categories
−
|You can use alternative staff categories in the resource planning.
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|Used in the resource planning
 
|-
  
|-
−
|'''Employee group'''
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!Employee grp
−
|The group that the employee belongs to.
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|Group to which the employee belongs
 
|-
  
|-
−
|'''Working team'''
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!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.
+
|Another way of categorising staff members, which can be used in resource planning
 
|-
  
|-
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|'''Cost centre'''
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!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.
 +
|Can be used for posting fees to revenue and/or as a proposal for new projects if the person is a project manager (provided the system is set to do so)
 
|-
  
|-
  +
!Time reporting
−
|'''Marathon Time'''
  
−
|Check the box if the employee is going to use Marathon Time time reporting.
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|Tick if the employee is required to report their time.
 
|-
  
|-
−
|'''Possible PM/CM'''
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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.
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|Tick if the employee is a project-, production-, or client manager
 
|-
  
|-
−
|'''Possible in resource planning'''
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!Possible in res plan
−
|If the employee shall be shown in the resource planning
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|If the employee shall be shown in resource planning
 
|-
  
|-
  +
!Report above max
−
|'''Allow reporting above maximum limit'''
  
−
|Overrules the parameter Maximum amount of hours per day.
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|Overrules the parameter Maximum hours per day
 
|-
  
|-
−
|'''Active'''
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!Active
−
|Check the box when the employee is active, remove the mark when she/he resign
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|If the employee is active or has quitted
 
|-
  
|-
−
|'''Regular job code'''
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!Reg job code
  +
|Not used
−
|No longer in use
  
 
|-
  
|-
−
|'''Code in payroll system'''
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!Code in payroll
−
|Use if you are exporting to an external payroll system
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|Fill in if an external payroll system is used
 
|-
  
|-
−
|'''Password'''
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!Password
−
|Password is only visible when creating a new employee record and only if the parameter “Automatic entering of users “ is on.
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|Shown only in first registration and if Automatic entering of users Is activated
  +
|-
  +
!E-mail
  +
|Shown only in first registration and if Automatic entering of users Is activated
 
|}
  
|}
   
−
=== Prices === <!--T:7-->
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=== Prices === <!--T:51-->
   
−
<!--T:8-->
 +
<!--T:52-->
 
{{ExpandImage|PRO-EMP-EN-Bild2.png}}
  
{{ExpandImage|PRO-EMP-EN-Bild2.png}}
   
−
<!--T:9-->
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<!--T:53-->
−
{| class=mandeflist
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{|class=mandeflist
−
|'''Regular hourly rate'''
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!Regular price/hour
−
|The employee’s regular hourly rate.
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|The employee’s regular hourly rate
 
|-
  
|-
−
|'''Estimated price/hour'''
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!Estimated price/h
−
|For follow-up of the employee’s revenue estimate.
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|Used for follow-up of the employee’s revenue budget
 
|-
  
|-
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|'''Calculated cost/hour'''
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!Calculated cost/h
−
|The employee’s calculated cost.
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|The employee’s calculated cost, i.e. what the employee costs the company for every hour worked
 
|-
  
|-
−
|'''Special hourly rates'''
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!Spec hourly rate
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|Exceptions from the regular rates are stated with: No, Exception on job code or Exception on job category.
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|Deviations from standard hourly rates are specified as No, based on job code or based on job category.
 
|-
  
|-
  +
!Category/Code
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|'''Cat/code'''
  
  +
|In the event of a deviation, the work code or category and price are registered.
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|Specification of categories and/or codes with special rates.
  
−
|-
  
−
|'''Hourly rate'''
  
−
|Specifications of the special price for the category/code.
  
 
|}
  
|}
   
−
=== Calendar === <!--T:10-->
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=== Calendar === <!--T:54-->
  +
−  
−
<!--T:11-->
  
 
{{ExpandImage|PRO-EMP-EN-Bild3.png}}
  
{{ExpandImage|PRO-EMP-EN-Bild3.png}}
   
  +
<!--T:55-->
  +
{|class=mandeflist
  +
!Period
  +
|The start and end dates are adjusted if the employee has alternated between, for example, full-time and part-time employment
  +
|-
  +
!Calendar
  +
|This field specifies which calendar number (working time measure) the employee is linked to.
  +
|}
   
−
<!--T:12-->
 +
=== Working teams === <!--T:56-->
−
{| class=mandeflist
  
−
|'''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=== <!--T:41-->
 +
<!--T:57-->
 
{{ExpandImage|PRO-EMP-EN-Bild4.png}}
  
{{ExpandImage|PRO-EMP-EN-Bild4.png}}
   
  +
<!--T:58-->
  +
{|class=mandeflist
  +
!Period /work team
  +
|In the table, a historical work group can be specified for project reports and the approval of timesheets
  +
|}
   
−
<!--T:42-->
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=== Holidays and overtime === <!--T:59-->
−
{| class=mandeflist
  
−
!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 === <!--T:13-->
 +
<!--T:60-->
−  
−
<!--T:14-->
  
 
{{ExpandImage|PRO-EMP-EN-Bild5.png}}
  
{{ExpandImage|PRO-EMP-EN-Bild5.png}}
   
  +
<!--T:61-->
−  
  +
{|class=mandeflist
−  
  +
!Holiday balance
−  
  +
|Not in use
−
<!--T:43-->
  
−
{| class=mandeflist
  
−
!Vacation balance
  
−
|Not in use
  
 
|-
  
|-
−
!Vacation used
 +
!Holiday days used
−
|Not in use
 +
|Not in use
 
|-
  
|-
−
!OT balance
 +
!OT balance
  +
|Number of overtime hours
−
|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
  
!OT balance per
−
|The day that the overtime balance is counted from.
 +
|The date from which the overtime balance is calculated. When this field is filled in, the overtime balance is displayed as a column in the timesheet
 
|-
  
|-
−
!OT compensation
+
!OT compensation
−
|Not in use
 +
|Not in use
 
|}
  
|}
   
−
== User registration == <!--T:21-->
 +
== New users == <!--T:62-->
  +
The user, which controls both login and authorizations, etc. is entered in System | Base registers | Users.
−
User records are opened in Base registers/General/Users. The user record controls, among other things, login and authorisation.
  
   
−
<!--T:44-->
 +
<!--T:63-->
 
{{ExpandImage|PRO-EMP-EN-Bild6.png}}
  
{{ExpandImage|PRO-EMP-EN-Bild6.png}}
  +
−  
  +
{|class=mandeflist
−  
  +
|New password
−
<!--T:45-->
  
  +
|In cases SSO (Single-Sign-On) not is used, a new password can be sent to the user’s e-mail. Number of incorrect login attempts and Without changes will then be reset.
−
{| class=mandeflist
  
−
!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
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!Import settings
−
|You can copy column-, selection- and favourite settings from another user.
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|Column-, selection-, and favourite settings can be copied from another user.
 
|}
  
|}
   
  +
=== General === <!--T:64-->
   
−
=== General === <!--T:22-->
 +
<!--T:65-->
−  
−
<!--T:23-->
  
 
{{ExpandImage|PRO-EMP-EN-Bild7.png}}
  
{{ExpandImage|PRO-EMP-EN-Bild7.png}}
   
−
<!--T:24-->
 +
<!--T:66-->
−
{| class=mandeflist
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{|class=mandeflist
−
|'''Name'''
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!Name
−
|The user’s name.
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|The user’s name
 
|-
  
|-
−
|'''E-mail'''
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!E-mail
−
|The user’s email address. It will be used in invoice approvals and to send new passwords
 +
|The user’s email address is used for approval and sending of new password. If (Single-Sign-On) is used for login, the e-mail must match with what is registered in the AAD.
 
|-
  
|-
−
|'''Language'''
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!Language
−
|The user’s language in Marathon. Available languages are selectable in the menu.
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|The user’s language in Marathon
 
|-
  
|-
  +
!Country
−
|'''Land'''
  
−
|Land is used for landwise authorisation
 +
|Country is used for authorisations by country
 
|-
  
|-
−
|'''Company'''
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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.
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|The company the user is to be directed to when logging in
 
|-
  
|-
−
|''' Year'''
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!Year
 
|Not in use
  
|Not in use
 
|}
  
|}
   
  +
=== Authorisation === <!--T:67-->
   
−
=== Authorisation === <!--T:27-->
 +
<!--T:68-->
−  
−
<!--T:28-->
  
 
{{ExpandImage|PRO-EMP-EN-Bild8.png}}
  
{{ExpandImage|PRO-EMP-EN-Bild8.png}}
  +
−  
  +
{|class=mandeflist
−  
  +
!Alt. user code
−
<!--T:29-->
  
  +
|Used to log in to Marathon using the same user code as for logging in to Windows. The alternative code can be up to 12 characters long, and the user can log in using either this or their regular code.
−
{| class=mandeflist
  
−
|'''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.
  
 
|-
  
|-
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|'''Password'''
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!Password
−
|Password settings are shown in Base registers/General/System parameters. The password may not contain special characters like å, ö, æ, ø, etc.
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|Password settings are in System | Base registers | System parameters.
  +
|-
  +
!Incorrect attempts
  +
|Shall be 0, after five incorrect login attempts the user is blocked
 
|-
  
|-
  +
!Forced change
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|'''Incorrect login attempts'''
  
  +
|Date for forced password change. The settings are in System | Base registers | System parameters
−
|Shall be zero. After five incorrect login attempts the user will be blocked
  
 
|-
  
|-
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|'''Date for forced change'''
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!Without change
  +
|Shall be 0, after five login attempts after the set date the user is blocked
−
|Date, maximum 90 days ahead. Set the time in Base registers/General/System parameters.
  
 
|-
  
|-
  +
!Active period
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|'''Without changes'''
  
  +
|Used to restrict a user's access to Marathon to a specific date range
−
|Shall be zero. After five logins after forced change the user will be blocked.
  
 
|-
  
|-
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!Blocked
−
|'''Active period'''
  
  +
|Activates or blocks the user.
−
|Used for limit an user’s access to Marathon during a certain time interval.
  
 
|-
  
|-
  +
!Company auth.
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|'''Blocked'''
  
  +
|Select the companies to which the user should have access, or tick All below the company table to grant access to all companies.
−
|A checked box indicates that the user is blocked
  
  +
|-General auth group
  +
|The authorisation group for companies the user has access to (settings under System | Authorisation).
 
|-
  
|-
  +
!Per company
−
|'''Company authorisation'''
  
  +
|Used if the user has different authorisations per company
−
|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.
  
 
|-
  
|-
  +
!Group authorisation
−
|'''General auth. group'''
  
  +
|Settings for the user’s authorisations for groups, collective groups and collective coll. groups.
−
|The authorisation group that is valid for the companies that the user has access to (set in System|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 === <!--T:69-->
−  
  +
−
=== Approval === <!--T:32-->
  
−  
−
<!--T:33-->
  
 
{{ExpandImage|PRO-EMP-EN-Bild9.png}}
  
{{ExpandImage|PRO-EMP-EN-Bild9.png}}
   
  +
<!--T:70-->
−  
  +
{|class=mandeflist
−
<!--T:34-->
  
  +
!May post
−
The options May post costs, purchases and in the watch list are no longer in use as it all is set in System|Authorisation
  
  +
|Posting of costs and purchases and posting in the approval watch list is not used here, but entirely from System | Authorisation.
−  
  +
|-
−
<!--T:35-->
  
  +
!Type of approval
−
{|class= mandeflist
  
  +
|This setting only determines which type of approval is suggested automatically; it can be changed during the approval process
−
!Type of approval
 
−
|The setting is which type of approval shall be suggested; it can be changed when approving.
  
 
|-
  
|-
  +
!Send e-mail…
−
!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
 +
|If a reminder that invoices are ready for approval needs to be sent. The e-mail address from the General tab is used.
 
|-
  
|-
  +
!Time report appr.
−
!Approval of time reports
  
−
|See separate manual
 +
|See separate manual.
 
|}
  
|}
   
−
=== Expenses === <!--T:46-->
 +
=== Expenses === <!--T:71-->
  +
 
{{ExpandImage|PRO-EMP-EN-Bild10.png}}
  
{{ExpandImage|PRO-EMP-EN-Bild10.png}}
   
−
<!--T:47-->
 +
<!--T:72-->
−
{|class= mandeflist
+
{|class=mandeflist
−
!Holder of corporate card
 +
!Holder of corp card
−
|If this box is checked, the user will see a new column Corporate card in their expense report.
 +
|When the Holder of corporate card box is ticked, a new Corporate card column will appear for the user in the expense report.
 
|-
  
|-
−
!Corporate card default
 +
!Corp 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.
 +
|If the user makes purchases exclusively or mostly using their corporate card, Yes is selected as the default. Blank and No can also be selected. This is only a suggestion that can be changed when the user makes the expense.
 
|}
  
|}
   
−
=== Other === <!--T:37-->
 +
=== Other === <!--T:73-->
   
−
<!--T:38-->
 +
<!--T:74-->
−
{{ExpandImage|PRO-EMP-EN-Bild11.png}}
 +
{{ExpandImage|PRO-EMP-EN-Bild11.png}}
   
  +
<!--T:75-->
−  
  +
{|class=mandeflist
−
<!--T:39-->
  
  +
!Access to info
−
{| class=mandeflist
  
  +
|The user may receive replies from Marathon Support that may contain confidential information. This permission applies to all companies to which the user has access, regardless of permission group. If this box is not ticked, replies from Support must not contain any Marathon data.
−
|'''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.
  
 
|-
  
|-
  +
!Immediate sup.
−
|'''Kalin Setterberg'''
  
  +
|The user’s immediate superior can be specified, and this can be used to approve expenses with the immediate superior as the automatic approver.
−
|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.
  
 
|}
  
|}
   
  +
<!--T:76-->
−  
  +
[[Category:PRO-EMP-EN]]
−
<!--T:40-->
  
−
[[Category:PRO-EMP-EN]] [[Category:Projects]]
 +
[[Category:Projects]]
  +
[[Category:Manuals]]
 
</translate>
  
</translate>

Latest revision as of 14:27, 30 June 2026

General

Marathon separates employees and users. The employee is in the project accounting and is used for time reporting among other things. The user is used for login and authorisations.

New employees

Register a new employee in Projects | Backoffice | Base registers | Employees. If the parameter Automatic entering of users is active in Projects | Backoffice | Base registers| Parameters, General tab, a user is automatically registered with the same employee code. Check in advance that the code is available.

General

Code The first two letters of the first name and surname are usually used as the employee ID
Name Employee’s name
Telephone Enter telephone number if it shall be shown on the invoices to client
Staff category Employees can be divided into categories
Alt staff categories Used in the resource planning
Employee grp Group to which the employee belongs
Working team Another way of categorising staff members, which can be used in resource planning
Cost centre Can be used for posting fees to revenue and/or as a proposal for new projects if the person is a project manager (provided the system is set to do so)
Time reporting Tick if the employee is required to report their time.
Possible PM/CM Tick if the employee is a project-, production-, or client manager
Possible in res plan If the employee shall be shown in resource planning
Report above max Overrules the parameter Maximum hours per day
Active If the employee is active or has quitted
Reg job code Not used
Code in payroll Fill in if an external payroll system is used
Password Shown only in first registration and if Automatic entering of users Is activated
E-mail Shown only in first registration and if Automatic entering of users Is activated

Prices

Regular price/hour The employee’s regular hourly rate
Estimated price/h Used for follow-up of the employee’s revenue budget
Calculated cost/h The employee’s calculated cost, i.e. what the employee costs the company for every hour worked
Spec hourly rate Deviations from standard hourly rates are specified as No, based on job code or based on job category.
Category/Code In the event of a deviation, the work code or category and price are registered.

Calendar

Period The start and end dates are adjusted if the employee has alternated between, for example, full-time and part-time employment
Calendar This field specifies which calendar number (working time measure) the employee is linked to.

Working teams

Period /work team In the table, a historical work group can be specified for project reports and the approval of timesheets

Holidays and overtime

Holiday balance Not in use
Holiday days used Not in use
OT balance Number of overtime hours
OT balance per The date from which the overtime balance is calculated. When this field is filled in, the overtime balance is displayed as a column in the timesheet
OT compensation Not in use

New users

The user, which controls both login and authorizations, etc. is entered in System | Base registers | Users.

New password In cases SSO (Single-Sign-On) not is used, a new password can be sent to the user’s e-mail. Number of incorrect login attempts and Without changes will then be reset.
Import settings Column-, selection-, and favourite settings can be copied from another user.

General

Name The user’s name
E-mail The user’s email address is used for approval and sending of new password. If (Single-Sign-On) is used for login, the e-mail must match with what is registered in the AAD.
Language The user’s language in Marathon
Country Country is used for authorisations by country
Company The company the user is to be directed to when logging in
Year Not in use

Authorisation

Alt. user code Used to log in to Marathon using the same user code as for logging in to Windows. The alternative code can be up to 12 characters long, and the user can log in using either this or their regular code.
Password Base registers | System parameters.
Incorrect attempts Shall be 0, after five incorrect login attempts the user is blocked
Forced change Base registers | System parameters
Without change Shall be 0, after five login attempts after the set date the user is blocked
Active period Used to restrict a user's access to Marathon to a specific date range
Blocked Activates or blocks the user.
Company auth. Select the companies to which the user should have access, or tick All below the company table to grant access to all companies.
Authorisation).
Per company Used if the user has different authorisations per company
Group authorisation Settings for the user’s authorisations for groups, collective groups and collective coll. groups.

Approval

May post Authorisation.
Type of approval This setting only determines which type of approval is suggested automatically; it can be changed during the approval process
Send e-mail… If a reminder that invoices are ready for approval needs to be sent. The e-mail address from the General tab is used.
Time report appr. See separate manual.

Expenses

Holder of corp card When the Holder of corporate card box is ticked, a new Corporate card column will appear for the user in the expense report.
Corp card default If the user makes purchases exclusively or mostly using their corporate card, Yes is selected as the default. Blank and No can also be selected. This is only a suggestion that can be changed when the user makes the expense.

Other

Access to info The user may receive replies from Marathon Support that may contain confidential information. This permission applies to all companies to which the user has access, regardless of permission group. If this box is not ticked, replies from Support must not contain any Marathon data.
Immediate sup. The user’s immediate superior can be specified, and this can be used to approve expenses with the immediate superior as the automatic approver.
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