User import format

Column

Column Title

Description/Action

Where is it used?

Notes

A

User Type *

The type of the user; employee, associate or generic.

• Generic users can be used in resourcing to budget costs for a certain worker type, but where an actual user is not relevant.

• User type filters are available in many reports.

• Employee ~ a standard user that will log time and expenses in the system.

• Generic ~ a dummy user, which you can use for budgeting/costing purposes - they cannot log in to the system.  E.g. A Director who does not log time in the system but a Project Runner may still wish to account for time that they may spend on a project or task. Generic users are not available in ProjectMinder Small Practice Edition.

• Associate ~ e.g. a Sub-Consultant that may log time in the system, or you may choose to add their costs as purchase invoices. Associate's cost rates can be changed on a project by project/task by task basis.

B

First Name *

The first name of the user.

• The user's name will be used throughout the system to identify them.

• User filters are available in many reports.

• Free text field.

C

Last Name *

The last name of the user.

• Free text field.

D

Username *

The username they will use to login to ProjectMinder.

• Login page.

• It is strongly recommended you use the user e-mail address as their username.

• All usernames must be unique.

E

E-mail *

The user e-mail address.

• This is the address that will be used when sending e-mails to users i.e. sending a reminder to complete their timesheet via My Approvals.

• Free text field.

• This must be a valid e-mail address if you wish to send e-mails to the user using ProjectMinder.

F

Business Phone

The user's business telephone number.

• This information is used to populate the relevant fields in the user's profile via Admin > Users > User Profiles.

• Can be used in custom reporting.

• Free text field.

G

Mobile

The user's business telephone number.

• Free text field.

H

Fax

The user's fax number.

• Free text field.

I

Supplier

If the user type is Associate, the Supplier they are linked to.

• Used for Purchase Invoice entry.

J

Region *

The region the user works in

• Used for non working time allocation.

• Free text field.

K

Department

The department the user works in.

• In reporting filters, which allows you to report on users that belong to particular departments e.g. using the Timesheet report to report on all project time for users of a certain department.

• Free text field. Department must exist in Departments.

L

Job Role *

The role or job title of the user.

• In reporting filters, which allows you to report on users that belong to particular job roles e.g. using the Timesheet report to report on all project time for users of a certain job role.

• Free text field. Job Role must exist in Job roles

M

Password *

The password the user will use to log in to ProjectMinder.

Type the user's password.

• The user will enter this password together with their username to log in to the system.

• Free text field.

• Users can change their password once the system is live.

N

Security Group *

The security group the user should belong to.

• Controls user access to areas of the system.

• Free text field. Security Group must exist in Security groups

O

Accounts Reference

The reference for the user in your accounts system.

• This reference relates to your accounts system and is required to enable you to import your user's expenses and purchase invoices from ProjectMinder.

• Free text field.

P

Timesheet Start Date *

The date for the user's first time sheet to enter time into (this should be a Monday).

• Used in Timesheet entry.

• Date field (dd/mm/yy).

Q

Must Submit Core Hours

Whether the user must submit their exact total weekly core hours as per user profile core working hours.

• Used in Timesheet entry.

• Enter True or False

R

Active *

Whether the user is active.

• Controls if user is able to login.

• Enter True or False

• Inactive users can still be used for resourcing.

S

Receive E-mail Alerts *

Whether use user should receive e-mail alerts.

• Used for submission, approval and rejection of timesheets, expenses and holiday requests. See E-mail alerts

• Enter True or False

T

Timesheet Approver *

The default user responsible for approving the user's timesheet.

• This user will be able to view the user's submitted timesheets via My Work > My Approvals so they can approve them.

• User must exist in User profile. This field is case sensitive and the user's name must be entered exactly as it appears in their user profile, i.e. {First Name} {Last Name} (e.g. John Smith)
  

U

Expenses Approver *

The default user responsible for approving the user's expense sheet.

• This user will be able to view the user's submitted expense sheets via My Work > My Approvals so they can approve them.

• User must exist in User profiles. This field is case sensitive and the user's name must be entered exactly as it appears in their user profile, i.e. {First Name} {Last Name} (e.g. John Smith)
  

V

Holiday Approver *

The default user responsible for approving the user's holiday requests.

• This user will be able to view the user's submitted holiday requests via My Work > My Approvals so they can approve them.

• User must exist in User profiles. This field is case sensitive and the user's name must be entered exactly as it appears in their user profile, i.e. {First Name} {Last Name} (e.g. John Smith)
  

W

Purchase Order Approver 1

The default user responsible for approving the user's holiday requests less than or equal to the authorisation limit.

• Used in Purchase Order approval.

• User must exist in User profiles. . This field is case sensitive and the user's name must be entered exactly as it appears in their user profile, i.e. {First Name} {Last Name} (e.g. John Smith)
  

X

Purchase Order Approver Authorisation Limit

The authorisation limit for Purchase Order Approver 1

• Used in Purchase Order approval.

• Numeric field
  

Y

Purchase Order Approver 2

The default user responsible for approving the user's holiday requests greater than the authorisation limit.

• Used in Purchase Order approval.

• User must exist in User profiles. This field is case sensitive and the user's name must be entered exactly as it appears in their user profile, i.e. {First Name} {Last Name} (e.g. John Smith)
  

Z

Holiday Entitlement This Year

The user holiday entitlement for this year.

• Used in Holiday request entry

• Numeric field.

AA

Standard Holiday Entitlement

The standard user holiday entitlement to be used in future years.

• Used in Holiday request entry

• Numeric field.