Welcome To The New User Centre
On this page you will find answers to the some of the most frequently asked questions we receive from new users of expense@work, time@work or forms@work.
If you are a new Administrator then our New Administrator Portal will be of additional assistance.
Irrespective of whether your organisation is using our software as an On Premise Solution or via the systems@work Cloud, all of the topics below will be of relevance.
The topics covered apply equally to all 3 of our solutions (time@work, expense@work and forms@work) unless explicitly stated.
If your question is not answered below then you can search the Knowledge Base (using the search box above) or contact your systems@work Administrator who should be able to help you.
If you are the designated Administrator for your organisation and need assistance then you can log a support call with us using any of the methods listed on the systems@work Support Portal.
Please note that the Support Desk cannot accept inbound queries from end users. Only the designated Administrator can log support calls.
Your user name, password and login address will be provided to you by your Administrator.
If your organisation is using Active Directory or OpenLDAP Authentication then you will be able to log in to the system using the same credentials you use for other organisational systems.
Changing Your Password
If permitted, users can change their password by selecting the dropdown arrow in the top right corner of their home page and then choosing the "Change Password" option. If this option is not available then the password can only be changed by the Administrator (by changing the password directly on the Employee Record).
Generate A Timesheet (time@work)
Users complete timesheets for a period of time known as a "Timesheet Period". Typically this period is one week, however it may be that your organisation has opted for fortnightly or monthly Timesheet Periods.
Timesheets can be generated as follows:
- Automatically by the Task Scheduler.
- Manually by the time@work Administrator (On Premise systems only).
- Manually by a timekeeper (default method).
To generate your own timesheet manually select the "Generate Timesheet" option on the Today Tab. Then choose the period you want to generate a timesheet for and click the "Generate" button.
The number of periods in the past or into the future that you can generate a timesheet for is controlled. In addition, depending on your system settings you may not be able to regenerate a timesheet if you have already submitted one for that period.
Complete A Timesheet
Timesheets are configured based on the specific needs of your organisation. The timesheet shown above is typical of how a timesheet might look however yours may look slightly different depending on your data capture requirements.
Irrespective of how your timesheet is configured the basic elements of the interface are the same.
Selecting A Project
To select a Project click the selection option (square with 2 dots). Please note that your system may be configured to prepopulate the timesheet with the last "X" projects you have worked on.
Selecting Another Field
If your timesheet is configured to capture additional information such as Activities or perhaps Tasks, then these can be selected in the same way as Projects. Sometimes one or more of these fields might allow free format text to be entered instead of choosing from a dropdown. In addition sometimes you may find that these fields are only available when certain Projects are selected.
Enter time in the cell based on the unit setting of your organisation. For example on this timesheet it is configured to accept hours to the nearest 1/4 of an hour. For example:
- 1.25 is interpreted as 1 and 1/4 hours.
- .5 is interpreted as 1/2 an hour.
- .35 is not permitted.
- 1.15 is not permitted.
Entering A Note
To enter some additional notes along with your time click the little square to the right of the timecell.
Add Additional Lines
To add an additional line select the New Line button in the bottom right of the screen.
Delete A Line
To delete a line first select it by clicking the checkbox to the left of the line. Then click the Delete button in the bottom right of the screen.
Copy A Line
To copy a line first select it by clicking the checkbox to the left of the line. Then click the Copy button in the bottom right of the screen.
Save & Validate
To check that everything is entered correctly on a timesheet click the Save and Validate button. You can optionally leave the page and return to your timesheet later if you wish.
To send your timesheet for authorisation click the Submit button.
To see the status of expenses, timesheets or other documents go to the "History" tab. Depending on your permissions you will have the option to view your only your own history or if you are an Administrator or Authoriser you may have additional permissions.
You can view the history and current status of recent documents or you can search for a specific form or timesheet.
Depending on your permissions you may have been given access to one or more reports. These reports may limit you to reporting on your own data or alternatively you may have the option of reporting on other employees time or expenses. To access reports click the Reporting Tab.
There are different types of reports available depending on how your system is configured.
These type of inquiries, also known as workflow inquiries, report on where a document (such as a timesheet for expense form) are in the workflow process.
These type of reports are designed to return transactional data. For example:
- Hours recorded against a project.
- Entertainment expenses claimed.
Also known as Matrix or Grid Inquiries these reports provide summary information totalled by period.