Enter employees and users

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.