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Home > Setting Up and Managing Processes > Employees and Employee Groups
Employees and Employee Groups
You have to create an Employee entry for each person whose hours you wish to track. Every task created in Office Timesheets requires an employee to be associated with it. Employees may also be grouped using Office Timesheets’ Employee Groups function. Employee Groups allow you to manage employees more efficiently.
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Note: There is a difference between Users and Employees.
A user is an employee who has been assigned a User Account. You must assign a User Account to each employee that will access the Office Timesheets application. The total number of user accounts allowed by Office Timesheets License Activation Manager will depend on how many User Account licenses have been purchased from Lookout Software. For example, if an organization purchases 50 licenses from Lookout Software, the organizations will get a license code for Office Timesheets that will allow 50 User Account assignments.
However, you do not need to assign a User Account to all of your employees. There is no need to assign a User Account to an employee who will not be using Office Timesheets. Office Timesheets allows you to enter data for employees that do not have a User Account. However, these details will have to be entered by a licensed user of Office Timesheets.
Thus, all users are employees but all employees need not be users. |
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Warning: While Office Timesheets allows you to enter data for employees that do not have a User Account, it is a strict violation of the Office Timesheets Software License Agreement to share User Accounts. For example, if several employees all access Office Timesheets using the same login or User Account name, it is a violation of the Office Timesheets Software License Agreement. Office Timesheets includes validation that does not allow more than one simultaneous login of a User Account. |
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Use the Manage Employee screen to manage your Employee and Employee Group entries.
The following table provides more details about the components of the Manage Employee screen—
| Item |
How to use the Item |
Default Value
(if any) |
| Employee panel |
This panel displays the list of Employee entries that have been made till now. It also has buttons to add, view/edit and delete Employee entries. |
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| The Add button |
Click the Add button to add a new Employee entry. |
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| The Open button |
Select an Employee entry in the list box and click the Open button to view or make changes to the Employee entry. |
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| The Delete button |
Select an Employee entry in the list box and click the Delete button to delete the Employee entry. |
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| Filter View |
Select whether to view only active entries, inactive entries or all entries.
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Tip: When employees go on leave, you can mark their status as “Inactive”. Then, you can reduce the number of entries displayed in the list box by selecting “Active Only” in the Filter View drop-down list. When you do this, Office Timesheets will display the names of only those employees whose status is “Active”. When employees return from their vacation, you can set their status back to “Active”. |
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All |
| Employee Groups panel |
This panel displays the list of Employee Groups that have been defined till now. It also has buttons to add, view/edit and delete Employee Groups. |
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| The Add button |
Click the Add button to add a new Employee Group. |
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| The Open button |
Select an Employee Group entry in the list box and click the Open button to view or make changes to the Employee Group entry. |
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| The Delete button |
Select an Employee Group entry in the list box and click the Delete button to delete the Employee Group entry. |
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See also
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