Enter employees and users

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.