Easy and fast user creation in TimeGuru

Creating users in TimeGuru is incredibly simple.

Click on the gear icon > Users. You’ll see a list of already created users (if any). Note that the ‘Create’ button might be a bit tricky to spot.

User creation is divided into four sections that you can fill in as needed:

• User Settings (Mandatory)
• Additional Settings (Only filled in if necessary)
• Shared Terminal Settings (Modern time clock for check-in/out time tracking)
• Flex Time Settings (Full-time and reduced working hours)

User Settings:

• Name (Mandatory)
• Email (Mandatory)
• Employment Date (Important for vacation accrual)
• Department (Can be used to filter/sort reports)
• Employee Type (For example, Salaried/Hourly, 5/4-day work week)
• Access Level (Determines the user’s permissions in TimeGuru)
• Language
• Status (Only Active users are able to log in)
• Time Zone 

Additional Settings:

• Initials (Used if the name is too long or for payroll exports)
• Payroll Number and Payroll Export (Utilized during payroll export)
• End Date (Set if the user needs to be paused on a specific date)
• Customized Approver (Used when the manager or deputy isn’t allowed to approve hours)
• Secretary (Enables another “user” with a secretary role to register hours for this user)
• Price Element (Applied if prices need to be directly linked to an employee (this can also be done at the project or activity level))
• Location (Only relevant if the user’s location affects holidays or vacation planning)

Users can access the TimeGuru Cockpit but without the ability to make changes to the timesheet.

Check out how the Shared Terminal works here.

• Conversion Factor
  If your payroll system does not support reduced accrual of vacation days for workweeks shorter than 5 days, you can instead apply a factor.

Typical conversions are:
4-day week = 1.25
3-day week = 1.6667
2-day week = 2.5000
1-day week = 5

Once you have filled in the necessary information, press ‘Safe’. You will then return to the list of users, now including the newly created one.

After creating all the users you need, you can send them an invitation to the system by clicking ‘Notify new users’.

All new users will receive an invitation via the email address you provided during the user creation process.

New Norm Time

Once a user is created, you can always modify a norm time setup. This is done by clicking on Action > Set Norm Time.

It’s crucial to remember that you ONLY adjust a norm time if the user’s current setup is incorrect. If a user receives a new norm time, you MUST always create a new one effective from the date of change.

For significant changes in employee terms and conditions, you can use our Administrator tool “Change Employee Type.”

Learn more about changing employee terms and conditions here.

Standard Options in the Timesheet

Once a user is created, it is possible to set up default options in the timesheet. These will be pre-filled in the timesheet and can be changed as needed.

The user can access default options via the timesheet using the small tools icon in the upper-right corner.

• Individual Start/End Time per Day (Pre-filled so registrations can be completed with one click)
• Individual Breaks (Used if breaks differ from the default system settings)
  Multiple breaks can be created at fixed times during the day. This is set up for each employee type.
  See how to configure an employee type here.
• License Plate (Used for Mileage)
• Default Options (Activity, client, project, driving, and expenses)
• Dropdowns (Displays the top X dropdowns—maximum of 20)
• Hide Saturday/Sunday (Saturdays and Sundays are hidden in both the Timesheet and the graph in the Dashboard)