Difference between revisions of "Enter employees and users"

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__FORCETOC__
  
 
<translate>
  
<translate>
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General
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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.
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New employees
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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.
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General
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Code The first two letters of the first name and surname are usually used as the employee ID
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Name Employee’s name
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Telephone Enter telephone number if it shall be shown on the invoices to client
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Staff category Employees can be divided into categories
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Alt staff categories Used in the resource planning
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Employee grp Group to which the employee belongs
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Working team Another way of categorising staff members, which can be used in resource planning
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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)
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Time reporting Tick if the employee is required to report their time.
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Possible PM/CM Tick if the employee is a project-, production-, or client manager
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Possible in res plan If the employee shall be shown in resource planning
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Report above max Overrules the parameter Maximum hours per day
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Active If the employee is active or has quitted
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Reg job code Not used
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Code in payroll s Fill in if an external payroll system is used
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Password Shown only in first registration and if Automatic entering of users Is activated
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E-mail Shown only in first registration and if Automatic entering of users Is activated
   
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<!--T:2-->
  
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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.
  
   
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Prices
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== Employee registration == <!--T:1-->
  
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Regular price/hour The employee’s regular hourly rate
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Estimated price/h Used for follow-up of the employee’s revenue budget
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Calculated cost/h The employee’s calculated cost, i.e. what the employee costs the company for every hour worked
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Spec hourly rate Deviations from standard hourly rates are specified as No, based on job code or based on job category.
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Category/Code In the event of a deviation, the work code or category and price are registered.
   
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<!--T:3-->
  
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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.
  
   
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=== General === <!--T:4-->
  
   
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Calendar
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<!--T:5-->
  
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{{ExpandImage|PRO-EMP-EN-Bild1.png}}
  
   
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Period The start and end dates are adjusted if the employee has alternated between, for example, full-time and part-time employment
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<!--T:6-->
  
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Calendar This field specifies which calendar number (working time measure) the employee is linked to.
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{| class=mandeflist
  
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|'''Employee code'''
  
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|The most common employee code format is the two first letters in the first name and surname respectively
  
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|-
  
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|'''Name'''
  
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|The employee’s name.
  
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|-
  
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|'''Telephone'''
  
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|Telephone number is only necessary if it shall be shown on invoices to clients.
  
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|-
  
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|'''Staff category'''
  
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|Employees can be divided into different categories.
  
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|-
  
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|''' Alt staff categories'''
  
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|You can use alternative staff categories in the resource planning.
  
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|-
  
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|'''Employee group'''
  
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|The group that the employee belongs to.
  
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|-
  
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|'''Working team'''
  
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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.
 
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|-
  
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|'''Cost centre'''
  
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|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.
  
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|-
  
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|'''Marathon Time'''
  
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|Check the box if the employee is going to use Marathon Time time reporting.
  
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|-
  
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|'''Possible PM/CM'''
  
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|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.
  
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|-
  
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|'''Active'''
  
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|Check the box when the employee is active, remove the mark when she/he resign
  
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|-
  
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|'''Regular job code'''
  
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|No longer in use
  
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|-
  
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|'''Code in payroll system'''
  
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|Use if you are exporting to an external payroll system
  
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|-
  
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|'''Password'''
  
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|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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|}
  
   
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Working teams
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=== Prices === <!--T:7-->
  
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Period /work team In the table, a historical work group can be specified for project reports and the approval of timesheets
   
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Holidays and overtime
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<!--T:8-->
  
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{{ExpandImage|PRO-EMP-EN-Bild2.png}}
  
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Holiday balance Not in use
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Holiday days used Not in use
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OT balance Number of overtime hours
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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
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OT compensation Not in use
   
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New users
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<!--T:9-->
  
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The user, which controls both login and authorizations, etc. is entered in System | Base registers | Users.
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{| class=mandeflist
  
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|'''Regular hourly rate'''
  
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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.
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|The employee’s regular hourly rate.
  
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Import settings Column-, selection-, and favourite settings can be copied from another user.
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|-
  
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|'''Estimated price/hour'''
  
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|For follow-up of the employee’s revenue estimate.
  
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|-
  
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|'''Calculated cost/hour'''
  
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|The employee’s calculated cost.
  
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|-
  
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|'''Special hourly rates'''
  
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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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|-
  
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|'''Cat/code'''
  
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|Specification of categories and/or codes with special rates.
  
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|-
  
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|'''Hourly rate'''
  
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|Specifications of the special price for the category/code.
  
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|}
  
   
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General
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=== Calendar === <!--T:10-->
  
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Name The user’s name
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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.
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Language The user’s language in Marathon
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Country Country is used for authorisations by country
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Company The company the user is to be directed to when logging in
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Year Not in use
   
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Authorisation
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<!--T:11-->
  
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{{ExpandImage|PRO-EMP-EN-Bild3.png}}
  
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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.
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Password Password settings are in System | Base registers | System parameters. Lösenordet får inte innehålla å, ä eller ö.
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Incorrect attempts Shall be 0, after five incorrect login attempts the user is blocked
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Forced change Date for forced password change. The settings are in System | Base registers | System parameters
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Without change Shall be 0, after five login attempts after the set date the user is blocked
   
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Active period Used to restrict a user's access to Marathon to a specific date range
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Blocked Activates or blocks the user.
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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.
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General auth group The authorisation group for companies the user has access to (settings under System | Authorisation).
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Per company Used if the user has different authorisations per company
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Group authorisation Settings for the user’s authorisations for groups, collective groups and collective coll. groups.
   
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<!--T:12-->
  
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{| class=mandeflist
  
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|'''Calendar number'''
  
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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.
  
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|}
  
   
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Approval
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===Working teams=== <!--T:41-->
  
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{{ExpandImage|PRO-EMP-EN-Bild4.png}}
  
   
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May post Posting of costs and purchases and posting in the approval watch list is not used here, but entirely from System | Authorisation.
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Type of approval This setting only determines which type of approval is suggested automatically; it can be changed during the approval process
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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.
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Time report appr. See separate manual.
   
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Expenses
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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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|}
 
   
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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.
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=== Vacation and overtime === <!--T:13-->
  
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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.
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Other
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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.
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<!--T:14-->
  
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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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{{ExpandImage|PRO-EMP-EN-Bild5.png}}
  
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<!--T:43-->
  
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{| class=mandeflist
  
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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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!OT compensation
 
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|Not in use
  
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|}
  
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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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<!--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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=== General === <!--T:22-->
  
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<!--T:23-->
  
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{{ExpandImage|PRO-EMP-EN-Bild7.png}}
  
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<!--T:24-->
  
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{| class=mandeflist
  
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|'''Name'''
  
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|The user’s name.
  
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|-
  
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|'''E-mail'''
  
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|The user’s email address. It will be used in invoice approvals and to send new passwords
  
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|'''Language'''
  
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|The user’s language in Marathon. Available languages are selectable in the menu.
  
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|'''Land'''
  
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|Land is used for landwise authorisation
  
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|-
  
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|'''Company'''
  
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|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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|}
  
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=== Authorisation === <!--T:27-->
  
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<!--T:28-->
  
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{{ExpandImage|PRO-EMP-EN-Bild8.png}}
  
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<!--T:29-->
  
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{| class=mandeflist
  
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|'''Alternative user code'''
  
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|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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|-
  
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|'''Password'''
  
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|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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|-
  
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|'''Incorrect login attempts'''
  
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|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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|Date, maximum 90 days ahead. Set the time in Base registers/General/System parameters.
  
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|-
  
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|'''Without changes'''
  
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|Shall be zero. After five logins after forced change the user will be blocked.
  
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|-
  
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|'''Active period'''
  
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|Used for limit an user’s access to Marathon during a certain time interval.
  
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|-
  
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|'''Blocked'''
  
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|A checked box indicates that the user is blocked
  
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|'''Company authorisation'''
  
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|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.
  
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|'''General auth. group'''
  
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|The authorisation group that is valid for the companies that the user has access to (set in System|Authorisation)
 
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|-
  
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|'''Auth. group per company'''
  
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|Used if the installation has different authorisations per company.
  
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|-
  
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|'''Group authorisation'''
  
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|Settings for the user’s access to groups, collective groups and collective collective groups.
  
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|}
  
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=== Approval === <!--T:32-->
  
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<!--T:33-->
  
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{{ExpandImage|PRO-EMP-EN-Bild9.png}}
  
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<!--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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<!--T:35-->
  
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{|class= mandeflist
  
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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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|-
  
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!Approval of time reports
  
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|See separate manual
  
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|}
  
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=== Expenses === <!--T:46-->
  
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{{ExpandImage|PRO-EMP-EN-Bild10.png}}
  
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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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|}
  
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=== Other === <!--T:37-->
  
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<!--T:38-->
  
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{{ExpandImage|PRO-EMP-EN-Bild11.png}}
  
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<!--T:39-->
  
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{| class=mandeflist
  
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|'''Contact person'''
  
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|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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|-
  
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|'''Kalin Setterberg'''
  
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|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.
  
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|-
  
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|'''Immediate superior'''
  
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|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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|}
  
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<!--T:40-->
  
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[[Category:PRO-EMP-EN]] [[Category:Projects]]
  
 
</translate>
  
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Revision as of 09:36, 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 s 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 Password settings are in System | Base registers | System parameters. Lösenordet får inte innehålla å, ä eller ö. Incorrect attempts Shall be 0, after five incorrect login attempts the user is blocked Forced change Date for forced password change. The settings are in System | 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. General auth group The authorisation group for companies the user has access to (settings under System | 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 Posting of costs and purchases and posting in the approval watch list is not used here, but entirely from System | 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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