Enter employees and users

Employee registration

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.

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.

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.
Employee group	The group that the employee belongs to.
Working team	Another way to categorise employees. Also useful in resource planning.
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...	State if the employee is a project manager, client manager or production manager. The employee will in that case be selectable from lists.
Active	Check the box when the employee is active, remove the mark when she/he resign
Regular job code	No longer in use
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.

Vacation and overtime

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.

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.

OT balance Overtime balance per a certain date can also be set, if OT balance shall be shown as a separate column in Marathon Time.

OT balance per The day that the overtime balance is counted from.

OT compensation If you have selected to show overtime compensation, a balance is shown in 04-72-10 from the time reporting.

User registration

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

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.
Company/year	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.

Printer

The different Marathon printers for printouts in Classic are stated in this tab.

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.
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	The authorisation group that is valid for the companies that the user has access to.
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.

Authorisation Classic

Only in use if the authorization system in System: Authorisation not is fully in use.

Approval

This tab contains authorization 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).

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

Approval of time reports- contact Kalin Setterberg for more information about this function.

Other

Employee code in PRO	State only if the employee code differs from the user code
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.