The purpose of this guide is to help Admins find quick references to complete most frequent admin related tasks.
How to Unlock Users
Sometimes users lock themselves. This could be a very frequent issue if users keep forgetting their login credentials but its very simple to unlock any user. To unlock any user or set of user, navigate to System > My Company > My Accounts & Users
- Click on 'User' tab to view a list of all users in the system
- Select the user, who is required to be unlocked, from the list
- Click on Unlock user
User will be unlocked, notify the user once this process is done.
How to Reset User's Password
If a user forget's his password then he has an option to reset his password on his own without any involvement of admin. But if the user forgets the answers of his secret questions, then he can request admin to reset their passwords.
To reset password any user, navigate to System > My Company > My Accounts & Users
- Click on 'User' tab to view a list of all users in the system
- Select the user from the list
- Click on reset password user
It will send a new password to user in his / her registered email id.
How to create external approvers
In some cases, customers have to approve timesheets of consultants. Such 'approvers' will be created in iBE.net as 'Contact' in the customers using the process below -
- Go to Sales > Customer > Open the customer for which you want to add an approver
- Click on the 'Contacts' tab
- Click on New Contact > Project Lead > It will show a popup in which you can maintain the name and email id of the approver.
How to assign external users as approvers
Once an external user is created, you can assign them as approver in the Task. Go to Projects > Project > Select the project for which you want to add the external approver
- Click on the Task tab
- Open the general tab of the task and assign the external approver in "Requested By" field.
How to onboard a corporate employee
There are 2 kinds of employees in PKSI environment.
- Consultants - They are maintained in QuickBooks and are imported in iBE.
- Corporate Staff - They are not maintained in QuickBooks and hence can not be imported. Such employees will be maintained manually in iBE.net.
To onboard a new employee, go to Manage > Manage > People.
Click on the + sign and maintain following fields -
Personal Data
- Employee Type = Employee
- Name = First name Last name
- Hire Date
Contact Data
- Work Email = PKSI email id
- Mobile = Personal or official Mobile number
Job Data
- Job Role = 'Corporate Users'
- HR Representative = Amrit Singh
Work Schedule
- Work Schedule = 40 hr week (Internal)
iBE.net Access
- Click on New User
- User Type = Standard User
Save the data. It will create an employee and also send an email to the work email id with user login credentials.
How to terminate an employee / contractor
Once an employee or contractor leaves the organization, Administrator has to terminate him as well as lock their access to iBE.net.
- Terminate Employee record - Go to Manage > Manage > People > Select the Employee to be terminated from the list. Open Job's Tab > Fill the termination date and save the employee record. Employee will be considered 'Terminated' from this date onwards.
- Lock the user access - After terminating the employee, Administrator will have to lock its access to iBE.net. Go to System > My Company > My Accounts & users . Click on User tab and select the user to be lock. After selection > click on the 'Lock User' button as described in the picture.
How to close a Project
Once a project is completed and you dont want employees / contractors to enter time on it, you need to close the project. To close a project click on the more button in project toolbar and select the option "Close Project" from the menu, as highlighted in the screen shot above. This closes or marks as 100% complete the project and all tasks inside this project. The impact of this is:
- No-one can book time or expenses to this project or its tasks after today
- The project and its tasks are marked as fully completed or closed
- Unbilled / billable time, expenses or fixed price deliverables booked to this project will still get billed in the next billing run just as they do for any completed task
- The project is not deleted. It will still appear in reports and the project search screen and its tasks will still appear in my tasks if the user selects to show closed tasks
You can see closed projects in the project list if "Show closed" checkbox is set.
How to approve Timesheets
Explains how to approve timesheets from iBE or email inbox. There are multiple ways to approve timesheets in iBE:
- Email (one message per task) including links to approve/reject
- iBE inbox - while it displays one message per task you can approve multiple messages at once
- iBE phone - our iOS and Android apps allow you to approve time, expenses or anything else from the buzzBoard or phone inbox
- Time Admin is an app where admin users can open, edit, approve or reject other people's timesheets
Approving Time from Email
If your email is marked as preferred and you are the approver, you will receive an email each time a timesheet is submitted for approval, looking similar to the message shown above. You can see the 'approve' or 'reject' links highlighted. You can click on one of these links to approve/reject this timesheet.
Approving Time from iBE Inbox
If you go to HOME > INBOX you will see all your timesheet approval messages and workflow actions, typically in reverse date order (most recent at the top). From here you can:
- Sort the inbox by date received, sender, message category (workflow, message, system etc.)
- Show or hide 'Amount' column for total number of hours in timesheet
- Click on any of the 'Action' column icons (such as approve or reject) to approve or reject a timesheet project
You can also double-click on a row to open that particular timesheet to approve/reject from timesheet activity
Note: Workflow messages are automatically "pushed" to your browser. If you do not see a recent message in your inbox click on the reload inbox toolbar button
Mass Approval of Timesheets from iBE Inbox
To mass approve timesheet go to HOME > INBOX and you will see all your approval messages or workflow actions.
From here you can click to select a row and then use 'Cntrl+click' or 'Shift+click' to select multiple rows. Click on the mass approval action button anotated above to do a mass approval or rejection.
Approval Confirmation
Once you approve or reject time from inbox, time admin or email you will get a confirmation message similar to the one shown above.
If there was a problem - typically for example because the timesheet was already approved by you or someone else earlier - then you will get an error message. If you get the error above you can ignore/delete the email because the timesheet is already approved.
Email approval does not currently support the entry of rejection comments. Use one of the online approval methods (mobile phone iBE app or iBE inbox or time admin) to enter rejection comments.
Approving Time from Buzzboard
On any app in iBE other than the inbox you can click on the messages icon to show the message feed or buzzBoard. This is a compressed view of your inbox as shown above allowing you to:
- Click on any of the action links below each message to approve to reject the timesheet project
- Double-click to drill down to open that particular timesheet (it is possible for your system administrator or iBE support consultant to customize the drill-down action)
How to Approve Vacations
Explains how to approve Time-off from iBE or email inbox. There are multiple ways to approve time-off requests in iBE:
- Email - HR representative (currently setup as Mrs. Amrit Singh) will receive an email notification and from there approval or rejection can be done
- iBE Inbox - while it displays one message per time-off request you can approve multiple at once. You can also view and approve messages from the message feed or buzzBoard in iBE
- Time-off Admin is an app where authorized users can open, edit, approve or reject other people's time off requests.
Approving Time Off from Email
If your email is marked as preferred and you are the approver, you will receive an email each time a time-off is submitted for approval, looking similar to the message shown above. You can see the 'approve' or 'reject' links highlighted. You can click on one of these links to approve/reject this time-off.
Approving Time-off from iBE Inbox
If you go to HOME > INBOX you will see all your approval messages or workflow actions, typically in reverse date order (most recent at the top). From here you can:
- Sort the inbox by date received, sender, message category (workflow, message, system etc.). If you only want to see Time-off approvals select Document Category as "Time-off Request"
- Click on any of the action column icons (such as approve or reject) to approve or reject a time off
- Status of the time off is showcased via icons. For example Submitted or Rejected
- If you have selected more than one time-off request (using Control+click or Shift+click) you may approve or reject all selected time-off requests at once via the "Approve xxx items" button highlighted in the inbox image above
- Double-click on a row to open that particular time off (as highlighted in purple) and click 'Approve' or 'Reject' if desired from within the time-off request detail. You can sometimes view balances in the time-off request detail
- Workflow messages are automatically "pushed" to your browser provided that it supports push-notifications. If you do not see a recent message in your inbox click on the reload inbox toolbar button to get the latest workflow messages.
Approving Time Off from Buzzboard
On any app in iBE other than the inbox, and on your mobile phone, you can click on the messages icon (highlighted in orange) to show the message feed or buzzBoard. This is a compressed view of your inbox as shown above allowing you to:
- Click on any of the action links below each message to approve or reject the time-off request
- Double-click to drill down to open that particular time-off request (it is possible for your system administrator or iBE support consultant to customize the drill-down action)
- Once you have opened the time-off request you can also click the 'Approve' button in the top right corner as shown.
