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Manage Teams in Time Captis

Jul 1, 2020     TUTORIAL

Create and run your business with a ‘Team’ of users in Time Captis. This is a ‘Pro’ only feature in Time Captis - only available to you if you are a ‘Pro’ subscriber. Refer to the detailed instructions in the step by step guide below.


1. Sign in to your Time Captis Account
2. Click on the ‘Team’ icon available in the menu bar or on the ‘View All’ link from the ‘Teams’ widget appearing on the Dashboard as shown in Figure 1.

Figure 1
Figure 1
   
  1. When a Subscriber logs in, a new Team is available as a default called 'Private - Only Me'. This Team is private to the Subscriber and any information within this Team cannot be shared with others.
  2. Only a Pro Subscriber can create any number of Teams free and can add users to a Team. These users can be free or Pro subscribers on the Time Captis.

3. Upon doing so, the ‘Team’ page will appear as shown in Figure 2. Each step shown in Figure 2 is explained in the below table.

Figure 2
Figure 2
Sl. No. Name Description
1 Add Team Click to add a team
2 Team A team created by the subscriber
3 Shared Team A team which is shared to the subscriber. The 'Edit Team' button will not appear to any of the team users except the Admin
4 Team Color A pro subscriber can choose custom color while adding a team
5 Team Name The name of the added team
6 View Team Click to view all the to-dos, notes, contacts, calendar events, invoices and time reports added for a particular team
7 Edit Team Click to edit a team
8 Team Owner Name The owner name of the shared team

4. To add a Team, click on the ‘Add Team’ button present in the Team page as shown in Figure 3.

Figure 3
Figure 3

5. A Team can also be added from the 'Universal Add' page as shown in Figure 4.

Figure 4
Figure 4

6. Then the 'Add Team' page will appear as shown in Figure 5. Each step shown in Figure 5 is explained in the below table.

Figure 5
Figure 5
Sl. No. Name Type Description
1 Title Required Enter a title for the team
2 Team Color Optional Choose a color by clicking on the color box

Once you are done with, click on the ‘Save’ button as shown in Figure 5. Upon doing so you can see your recently added Team appearing in the Team page.

7. To view a Team, click on the 'View' button appearing below the respective Team as shown in Figure 6.

Figure 6
Figure 6

8. Upon doing so, the Dashboard page of the chosen Team will appear as shown in Figure 7. Each step shown in Figure 7 is explained in the below table.

Figure 7
Figure 7
Sl. No. Name Description
1 Number of users The number of users in the team with an 'Add User' button to add user for the team
2 Today's Event Widget Displays the events for today for a chosen team 'My Business'
3 Time Tracking Graph The total time given for the to-dos, notes, contacts and calendar events for a chosen team 'My Business' will appear in the graph on a daily basis for the last 30 days
4 Recent To-Do Widget The recent to-dos for a chosen team 'My Business' upto 5 will auto-populate here. By clicking on the 'View All' link, a user of that team will redirect to the team's to-do page
5 Recent Notes Widget The recent notes for a chosen team 'My Business' upto 5 will auto-populate here. By clicking on the 'View All' link, a user of that team will redirect to the team's notes page
6 Recent Contacts Widget The recent contacts for a chosen team 'My Business' upto 5 will auto-populate here. By clicking on the 'View All' link, a user of that team will redirect to the team's contacts page

9. To view all the menu available for a chosen Team, click on the button as shown in Figure 8. Upon doing so, all the menu for a Team will appear as shown in Figure 8.

Figure 8
Figure 8

10. To view the 'To-Do' page of a specific Team, click on the 'To-Do' link from the Team menu as shown in Figure 9.

Figure 9
Figure 9

11. Upon doing so, all the To-Do Lists added for 'My Business' Team will appear as shown in Figure 10. The functionality of 'To-Do' page for a specific Team is same as the main To-Do page.

Figure 10
Figure 10
   
  1. To the users of a Team, all the Items page will appear according to the permission given by the Admin.
  2. An Admin can view all the data added by different users in a Team.
  3. A user to whom 'View/Edit' permission is given for an Item (To-Do/Note/Contact/Calendar Event/Invoice/Time Report) for a specific Team, can view/add/edit the items for that Team.
  4. Similarly, a user to whom 'View Only' permission is given for an item for a specific Team, can only view all the items for that Team.
  5. Also, a user to whom 'None' permission is given for an item for a specific Team, no data will be shown to the user for that Team in the item page.

12. To view the 'Notes' page of a specific Team, click on the 'Notes' link from the Team menu as shown in Figure 11.

Figure 11
Figure 11

13. Upon doing so, all the Notes added for 'My Business' Team will appear as shown in Figure 12. The functionality of 'Notes' page for a specific Team is same as the main Notes page.

Figure 12
Figure 12

14. To view the 'Contacts' page of a specific Team, click on the 'Contacts' link from the Team menu as shown in Figure 13.

Figure 13
Figure 13

15. Upon doing so, all the Contacts added for 'My Business' Team will appear as shown in Figure 14. The functionality of 'Contact' page for a specific Team is same as the main Contact page.

Figure 14
Figure 14

16. To view the 'Calendar' page of a specific Team, click on the 'Calendar' link from the Team menu as shown in Figure 15.

Figure 15
Figure 15

17. Upon doing so, all the To-Dos and Calendar Events added for 'My Business' Team will appear in the Calendar as shown in Figure 16. The functionality of 'Calendar' page for a specific Team is same as the main Calendar page.

Figure 16
Figure 16

18. To view the 'Time Report' of a specific Team, click on the 'Time Report' link from the Team menu as shown in Figure 17.

Figure 17
Figure 17

19. Upon doing so, all the Time added for 'My Business' Team will appear in the Time Report page as shown in Figure 18. The Admin of the Team can view all the time spent added by different users of that Team. But, the users of that Team can only view their own time spent in the Time Report. The functionality of 'Time Report' page for a specific Team is same as the main Time Report page.

Figure 18
Figure 18

20. To view the Categories for 'My Business' Team, click on the 'Categories' button present in the Time Report Page as shown in Figure 19.

Figure 19
Figure 19

21. Upon doing so, the Categories for 'My Business' team will appear as shown in Figure 20. Each step shown in Figure 20 is explained in the below table.

Figure 20
Figure 20
Sl. No. Name Description
1 List View Click to return to the team specific time report page
2 Add Category Click to add category for 'My Business' team
3 Category Name The list of categories name for 'My Business' team
4 Delete Category Click to delete a category from 'My Business' team

22. By clicking on the 'Add Category' button, the category page for 'My Business' page will appear as shown in Figure 21. Enter a Category name and click on the Save button as shown in Figure 21. The added category will appear as a drop menu in the Add Time page when the Team is chosen as 'My Business'.

Figure 21
Figure 21

23. An Admin can view the Time Reports added by different users for a specific team by filtering the Time Reports user wise as shown in Figure 22.

Figure 22
Figure 22

24. To view the 'Invoices' of a specific Team, click on the 'Invoices' link from the Team menu as shown in Figure 23.

Figure 23
Figure 23

25. Upon doing so, the Invoices added for 'My Business' Team will appear in the Invoice page as shown in Figure 24. Each step shown in Figure 24 is explained in the below table.

Figure 24
Figure 24
Sl. No. Name Description
1 Filter Click to filter invoice
2 Invoice Setting Click to add invoice setting
3 Add Invoice Click to add invoice
4 Invoice Number The number of the added invoice
5 Date & Time The date and time of the invoice when added
6 Total Amount The total amount for the invoice
7 Client Name The name of the client for which the invoice is added

26. For Invoice Setting, click on the 'Invoice Setting' button available in the Invoice page as shown in Figure 25.

Figure 25
Figure 25

27. Upon doing so, the Invoice Setting page for 'My Business' Team will appear as shown in Figure 26. Each step shown in Figure 26 is explained in the below table.

Figure 26
Figure 26
Sl. No. Name Type Description
1 Name Required Enter a name to be appeared in the view invoice page for 'My Business' team
2 Address Line 1 Required Enter the address to be shown
3 Address Line 2 Required Enter the address to be shown
4 Email Required Enter the email address
5 Website Address Optional Enter the website address
6 Telephone Required Enter the telephone number
7 Currency Code Required Enter the currency code to be appear in the add invoice page
8 Upload Logo Optional Upload a logo for the team

Once you are done with, click on the ‘Save’ button as shown in Figure 26.

28. To add Invoice, click on the 'Add Invoice' button available in the Invoice page as shown in Figure 27.

Figure 27
Figure 27

29. Upon doing so, the Add Invoice page for 'My Business' Team will appear as shown in Figure 28. Each step shown in Figure 28 is explained in the below table.

Figure 28
Figure 28
Sl. No. Name Type Description
1 Invoice Number Required Enter the invoice number
2 Invoice Title Required Enter the invoice title
3 Client Required Choose a client for which the invoice is to be added
4 Item Title Required Enter the item title
5 Unit Price Optional Enter the unit price
6 Quantity Optional Enter the quantity
7 Tax Name Optional Enter the tax name
8 Tax Value Optional Enter the tax value to be applicable
9 Amount Optional The amount will auto-populate
10 Add More Optional Click to add one more item
11 Tax Name Optional Enter the final tax name
12 Tax Value Optional Enter the tax value to be applicable on all the items added
13 Sub Total Optional The sub total amount will auto-populate here
14 Tax Optional The final tax value applied will auto-populate here
15 Grand Total Optional The total value including all taxes applied will auto-populate here
16 Payment Optional Choose the invoice status for payment
17 Payment Note Optional Enter a payment note (if any)
18 Notify By Email Optional Check this, if you want to notify the subscribers or users of 'My Business' Team through Email regarding this invoice
19 Contacts Optional Choose contact(s) from the drop menu, appearing for 'My Business' Team, to whom you want to send notification
20 Users Optional Choose user(s) from the drop menu, appearing for 'My Business' Team, to whom you want to send notification
21 Email Addresses Optional Add more email addresses whose name are not there in contacts or users drop menu to notify them
22 Attach Files Optional Choose and upload file from your system

Once you are done with, click on the ‘Save’ button as shown in Figure 28. Upon doing so you can see your recently added Invoice appearing in the Invoice page.

30. To view Invoice, click on the 'Invoice' from in the Invoice page as shown in Figure 29.

Figure 29
Figure 29

31. Upon doing so, the Invoice page for 'My Business' Team will appear as shown in Figure 30.

Figure 30
Figure 30

32. To edit the Invoice, click on the 'Edit' button available in the View Invoice page as shown in Figure 31.

Figure 31
Figure 31

33. Upon doing so, the Edit Invoice page will appear as shown in Figure 32. Edit the details as per your requirement and click on the 'Save' button to save the changes.

Figure 32
Figure 32

34. To delete the Invoice, click on the 'Delete' button available in the View Invoice page as shown in Figure 33.

Figure 33
Figure 33

35. Upon doing so, you shall see a pop-up window to confirm before deletion. Click on the 'Confirm' button as shown in Figure 34 and the said Invoice will be deleted.

Figure 34
Figure 34

36. To print the Invoice, click on the 'Print' button available in the View Invoice page as shown in Figure 35.

Figure 35
Figure 35

37. To Filter Invoice, click on the 'Filter' Text box as shown in Figure 36.

Figure 36
Figure 36

38. Upon doing so, the Invoice page will display the fields for filtering as shown in Figure 37. Each step shown in Figure 37 is explained in the below table.

Figure 37
Figure 37
Sl. No. Name Description
1 Invoice Number Enter invoice number to be filtered
2 Toggle Up Click to hide all the filter fields
3 Select Client Filter invoice(s) by choosing a client from the drop-down menu
4 From Filter invoice(s) by entering a start date
5 To Filter invoice(s) by entering a target date
6 Search Click to see the filtered result
7 Reset Click to clear all the search parameters

39. To view the users in a Team, click on the 'Users' link from the Team menu as shown in Figure 38.

Figure 38
Figure 38
   
  1. The option 'Users' for a Team can only be viewed by an Admin of a Team.
  2. The Admin of a Team can add users to that Team, give permission and can remove users.

40. Upon doing so, the Users page will appear as shown in Figure 39.

Figure 39
Figure 39

41. To add a User to the Team, click on the 'Add User' button as shown in Figure 40.

Figure 40
Figure 40

42. By clicking on the 'Add User' button appearing in the Team specific dashboard, the Add User page will also appear as shown in Figure 41.

Figure 41
Figure 41

43. Upon doing so, the 'Add User' page will appear as shown in Figure 42. Enter the First Name, Last Name and Email ID of the User to send invitation to the user. Then click on the 'Send Invitation' button.

Figure 42
Figure 42

44. Upon doing so, the User will receive an Email with a link to join the Team with the details of the Admin and Team name. By clicking on the link, the user can join the Team. If the user is a subscriber of Time Captis, then he/she can log in to check the Team to which he/she has been added, otherwise the user needs to register in Time Captis if he/she wants to work on the shared Team.

45. To give permission to a User, click on the name of that User as shown in Figure 43.

Figure 43
Figure 43

46. Upon doing so, the permission page for the User will appear as shown in Figure 44. Set the Permission for different Items for the User and click on the Save button to apply the permission as shown in Figure 44.

Figure 44
Figure 44

47. To remove a User from a Team, click on the 'Remove' button appearing below the user name as shown in Figure 45.

Figure 45
Figure 45

48. Upon doing so, you shall see a pop-up window to confirm before deletion. Click on the 'Confirm' button as shown in Figure 46 and the said User will be deleted.

Figure 46
Figure 46

49. To edit a Team, Click on the 'Edit' button appearing below the Team name as shown in Figure 47.

Figure 47
Figure 47

50. Upon doing so, the Edit Team page will appear as shown in Figure 48. Edit the details as per your requirement and click on the 'Save' button to save the changes.

Figure 48
Figure 48