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Manage Teams in Time Captis

Apr 27, 2021    

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. To view all the Teams to which you are associated, click on the toggle sidebar. Upon doing so, the list of the Teams will appear as shown in Figure 1. By default, you will be redirected to the Dashboard page of the 'My Personal' Team.

Figure 1
Figure 1

3. From the list of Teams as showing in the sidebar, you can click on any Team and then can click on the respective menu to go to the view page as shown in Figure 2.

Figure 2
Figure 2

4. There is another way to view the list of Teams to which you are associated. For that, click on the ‘Settings’ icon available in the menu bar. Then click on the 'Team' option.

Figure 3
Figure 3
   
  1. When a Subscriber logs in, a new Team is available as a default called 'My Personal'. 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.

5. In the 'Team' page, you can see a number of Teams to which you are associated with. Each step shown in Figure 4 is explained in the below table.

Figure 4
Figure 4
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

6. To add a Team, click on the ‘Add Team’ button present in the Team page as shown in Figure 5.

Figure 5
Figure 5

7. A Team can also be added from the 'Universal Add' page as shown in Figure 6.

Figure 6
Figure 6

8. Then the 'Add Team' page 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 Type Description
1 Title Required Enter a title for the team
2 Team Color Optional Choose a color by clicking on the 'pick a color' button

Once you are done with, click on the ‘Save’ button as shown in Figure 7. Upon doing so you can see your recently added Team appearing in the Team page.

9. To view a Team, click on the 'View' button appearing below the respective Team as shown in Figure 8.

Figure 8
Figure 8

10. Upon doing so, the Dashboard page of the chosen Team will appear as shown in Figure 9. Each step shown in Figure 9 is explained in the below table.

Figure 9
Figure 9
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 'Project: Kodiak'
3 Time Tracking Graph The total time given for the to-dos, notes, contacts and calendar events for a chosen team 'Project: Kodiak' 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 'Project: Kodiak' 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 'Project: Kodiak' 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 'Project: Kodiak' 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

11. You can also view a Team details by clicking on a particular Team name from the sidebar as shown in Figure 10.

Figure 10
Figure 10

12. From the sidebar, you can also view all the menu available for a chosen Team as shown in Figure 11.

Figure 11
Figure 11

13. To view the 'To-Do' page of a specific Team, click on the 'To-Do' link from the Team menu available on the sidebar as shown in Figure 12.

Figure 12
Figure 12

14. Upon doing so, all the To-Do Lists added for 'Project: Kodiak' Team will appear as shown in Figure 13. The functionality of To-Do is discussed in the 'To-do' Section.

Figure 13
Figure 13
   
  1. To the users of a Team, all the Items page will appear according to the permission given by the Team Admin.
  2. A Team 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.

15. To view the 'Notes' page of a specific Team, click on the 'Notes' link from the Team menu available on the sidebar as shown in Figure 14.

Figure 14
Figure 14

16. Upon doing so, all the Notes added for 'Project: Kodiak' Team will appear as shown in Figure 15. The functionality of Notes is discussed in the 'Notes' Section.

Figure 15
Figure 15

17. To view the 'Contacts' page of a specific Team, click on the 'Contacts' link from the Team menu available on the sidebar as shown in Figure 16.

Figure 16
Figure 16

18. Upon doing so, all the Contacts added for 'Project: Kodiak' Team will appear as shown in Figure 17. The functionality of Contacts is discussed in the 'Contacts' Section.

Figure 17
Figure 17

19. To view the 'Calendar' page of a specific Team, click on the 'Calendar' link from the Team menu available on the sidebar as shown in Figure 18.

Figure 18
Figure 18

20. Upon doing so, all the To-Dos and Calendar Events added for 'Project: Kodiak' Team will appear in the Calendar as shown in Figure 19. The functionality of Calendar Events is discussed in the 'Calendar' Section.

Figure 19
Figure 19

21. To view the 'Time Report' of a specific Team, click on the 'Time Report' link from the Team menu available on the sidebar as shown in Figure 20.

Figure 20
Figure 20

22. Upon doing so, all the Time added for 'Project: Kodiak' Team will appear in the Time Report page as shown in Figure 21. 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 is discussed in the 'Time Report' Section.

Figure 21
Figure 21

23. To view the Categories for 'Project: Kodiak' Team, click on the 'Categories' button present in the Time Report Page as shown in Figure 22.

Figure 22
Figure 22

24. Upon doing so, the Categories for 'Project: Kodiak' team will appear as shown in Figure 23. Each step shown in Figure 23 is explained in the below table.

Figure 23
Figure 23
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 'Project: Kodiak' team
3 Category Name The list of categories name for 'Project: Kodiak' team
4 Delete Category Click to delete a category from 'Project: Kodiak' team

25. By clicking on the 'Add Category' button, the category page for 'Project: Kodiak' page will appear as shown in Figure 24. Enter a Category name and click on the Save button as shown in Figure 24. The added category will appear as a drop menu in the Add Time page when the Team is chosen as 'Project: Kodiak'.

Figure 24
Figure 24

26. A Team 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 25.

Figure 25
Figure 25

27. To view the 'Invoices' of a specific Team, click on the 'Invoices' link from the Team menu available in the sidebar as shown in Figure 26.

Figure 26
Figure 26

28. Upon doing so, the Invoices added for 'Project: Kodiak' Team will appear in the Invoice page as shown in Figure 27. Each step shown in Figure 27 is explained in the below table.

Figure 27
Figure 27
Sl. No. Name Description
1 Filter Click to filter invoice
2 Import Records Click to import invoices
3 Export to Excel Click to export the invoices to excel
4 Invoice Setting Click to add invoice setting
5 Add Invoice Click to add invoice
6 Invoice Number The number of the added invoice
7 Date & Time The date and time of the invoice when added
8 Total Amount The total amount for the invoice
9 Client Name The name of the client for which the invoice is added

29. If you have not added any business information for a specific Team, then you will view a message to set up your Business Information and Logo in the Invoice page for that Team as shown in Figure 28.

Figure 28
Figure 28

30. By clicking on the 'Set up Business Information and logo' link from the Invoice page, you will be redirected to the 'Invoice Settings' page of that Team as shown in Figure 29.

Figure 29
Figure 29

31. You can also click on the 'Invoice Setting' button available in the Invoice page as shown in Figure 30.

Figure 30
Figure 30

32. Upon doing so, the Invoice Setting page for 'Project: Kodiak' Team will appear as shown in Figure 31. Each step shown in Figure 31 is explained in the below table.

Figure 31
Figure 31
Sl. No. Name Type Description
1 Name Required Enter a name to be appeared in the view invoice page for 'Project: Kodiak' 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 31.

33. To add Invoice, click on the 'Add Invoice' button available in the Invoice page as shown in Figure 32.

Figure 32
Figure 32

34. Upon doing so, the Add Invoice page for 'Project: Kodiak' Team will appear as shown in Figure 33. Each step shown in Figure 33 is explained in the below table.

Figure 33
Figure 33
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 (Currency) 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 (Currency) 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 (Currency) Optional The sub total amount will auto-populate here
14 Tax (Currency) Optional The final tax value applied will auto-populate here
15 Grand Total (Currency) 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 'Project: Kodiak' Team through Email regarding this invoice
19 Contacts Optional Choose contact(s) from the drop menu, appearing for 'Project: Kodiak' Team, to whom you want to send notification
20 Users Optional Choose user(s) from the drop menu, appearing for 'Project: Kodiak' 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

35. You can also add a new client in the Add Invoice page by clicking on the 'Add New Client' link from the 'Client' drop-down menu as shown in Figure 34.

Figure 34
Figure 34

36. Upon doing so, two new fields 'Client Type' and 'Name' will appear in which you have to choose the client type for the new Client and have to enter the name of the Clinet as shown in Figure 35.

Figure 35
Figure 35

Once you are done with, click on the ‘Save’ button as shown in Figure 33. Upon doing so you can see your recently added Invoice appearing in the Invoice page.

37. To import Invoices, click on the 'Import Records' button as shown in Figure 36.

Figure 36
Figure 36

38. Upon doing so, the 'Import Invoice' page will appear as shown in Figure 37. Click on the 'Download Sample File' link to download the sample '.xlsx' file to your local system as shown in Figure 37.

Figure 37
Figure 37

39. In the sample template as shown in Figure 38, the first row should be the column headers. The next five rows from the template contain the sample data.

Figure 38
Figure 38

40. Once you have the necessary data in the Spreadsheet, you can choose the file by clicking the 'Choose File' button and import the file by clicking on the 'Import' button as shown in Figure 39.

Figure 39
Figure 39

41. After importing the file, the 'Import Invoice' page will appear as shown in Figure 40. Enter the other details and then click on the 'Save' button.

Figure 40
Figure 40

The import will be complete, and your data will be saved. You will also be able to see all the time reports you imported in the Time Report page.

42. To export the invoices to excel, click on the 'Export to Excel' button as shown in Figure 41.

Figure 41
Figure 41

43. To view Invoice, click on the 'Invoice' from the Invoice page as shown in Figure 42.

Figure 42
Figure 42

44. Upon doing so, the Invoice page for 'Project: Kodiak' Team will appear as shown in Figure 43.

Figure 43
Figure 43

45. To edit the Invoice, click on the 'Edit' button available in the View Invoice page as shown in Figure 44.

Figure 44
Figure 44

46. Upon doing so, the Edit Invoice page will appear as shown in Figure 45. Edit the details as per your requirement and click on the 'Save' button to save the changes.

Figure 45
Figure 45

47. To delete the Invoice, click on the 'Delete' button available in the View Invoice page as shown in Figure 46.

Figure 46
Figure 46

48. Upon doing so, you shall see a pop-up window to confirm before deletion. Click on the 'Confirm' button as shown in Figure 47 and the said Invoice will be deleted.

Figure 47
Figure 47

49. To print the Invoice, click on the 'Print' button available in the View Invoice page as shown in Figure 48.

Figure 48
Figure 48

50. To Filter Invoice, click on the 'Filter' Text box as shown in Figure 49.

Figure 49
Figure 49

51. Upon doing so, the Invoice page will display the fields for filtering as shown in Figure 50. Each step shown in Figure 50 is explained in the below table.

Figure 50
Figure 50
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

52. To view the users in a Team, click on the 'Users' link from the Team menu available in the sidebar as shown in Figure 51.

Figure 51
Figure 51
   
  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.

53. Upon doing so, the Users page will appear as shown in Figure 52.

Figure 52
Figure 52

54. To add a User to the Team, click on the 'Add User' button as shown in Figure 53.

Figure 53
Figure 53

55. By clicking on the 'Add User' button appearing in the Team specific dashboard, the Add User page will also appear as shown in Figure 54.

Figure 54
Figure 54

56. Upon doing so, the 'Add User' page will appear as shown in Figure 55. 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 55
Figure 55

57. 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.

58. To give permission to a User, click on the name of that User as shown in Figure 56.

Figure 56
Figure 56

59. Upon doing so, the permission page for the User will appear as shown in Figure 57. Set the Permission for different Items for the User and click on the Save button to apply the permission as shown in Figure 57.

Figure 57
Figure 57

60. To remove a User from a Team, click on the 'Remove' button appearing below the user name as shown in Figure 58.

Figure 58
Figure 58

61. Upon doing so, you shall see a pop-up window to confirm before deletion. Click on the 'Confirm' button as shown in Figure 59 and the said User will be deleted.

Figure 59
Figure 59

62. To export the Users list to excel, click on the 'Export to Excel' button as shown in Figure 60.

Figure 60
Figure 60

63. To edit a Team, Click on the 'Edit' button appearing below the Team name as shown in Figure 61.

Figure 61
Figure 61

64. Upon doing so, the Edit Team page will appear as shown in Figure 62. Edit the details as per your requirement and click on the 'Save' button to save the changes.

Figure 62
Figure 62

 

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