Users and tasks

 
Here you can add users, user groups, projects/clients and tasks and then assign them with drag and drop. You can distribute tasks in bulk or assign them with users individually and you can also modify the selected user and task data.
  1. Upload your organization chart with Excel sheet
  2. Add new user group
  3. Add new users
  4. Add new projects
  5. Add new tasks to the projects
  6. Distribute tasks among users
  7. Close the completed task
  8. Editing user data and updating tasks
  9. Editing task assignments
  10. Searching and filtering options
  1. Upload your organization chart with Excel sheet

    By selecting the company name you can add all the users at the same time, or make multiple changes in the user hierarchy simply in an Excel sheet. Click on the Edit icon () to download an Excel template in which you add new users and make all the changes about the users and then just upload the completed file to finalize the modification. Notice that the UserID field cannot be changed and the rows without UserID will be added as the new users while those with UserID will overwrite the user data. The data of those registered users who are not in the uploaded Excel file will not be deleted from the user structure.

    After uploading the sheet with the Edit icon () you can activate and notify the users individually or in groups.

  2. Add new user group

    You can create new user groups by selecting its position in the organization chart on the left and then clicking on the "New user group" icon (). Enter the name of the new user group in the pop-up window and optionally you can appoint the head of the group.

  3. Add new users

    Select the group to which the new user is to be added and then click on the "New user" icon (). Fill in the pop-up form including the access level (user, group leader - here you can assign him to the group as well - or administrator). The new user can be registered with either active or inactive status. For active user you can opt for sending an automated email to the address given in the pop-up. The registration email contains the link where to new user can log in and change the password. If the email notification is deselected then you also have to set a password for the new user.

  4. Add new projects

    On the right side project tree you can add new projects and subprojects to the selected node with the "New project/Customer" icon (). Filling the new project pop-up window you can enter the name of the new project, together with the priority, its description, the planned phase and the estimated time with the costs. You can also delegate the members and the leader of the project.

  5. Add new tasks to the projects

    You can add new tasks by clicking on the "New task" icon (). In the new task pop-up you can choose between simple and advanced view with the links at the top. Enter the name, priority and the description and optionally you can set its phase, the estimated time and cost. You can label the new task with a category if you have already created one. You can decide from which applications the new task should be available from. In the advanced view (the link where all fields are visible) you can configure more optional task settings. You can add new task only after selecting the project where it belongs to.

  6. Distribute tasks among users

    When creating a new task you can assign it to user, groups or roles in the same popup by opening the Assignments section and clicking the + button.

    You can assign tasks quickly when you select a user or a user group and then drag the tasks on the task list. And the other way round you can also drag users to a selected task.

    In the popup you can define the estimated time and the period when the user should work on the task.

  7. Close the completed task

    You can close more than one task assignment at a time by ticking the the task lines and clicking on the "Close selected" () icon. After closing a task assignment no user can select them, it disappears from their task lists and no work time can be registered on them afterwards. However the task itself will remain in the project hierarchy and it can be distributed to the users again.

  8. Editing user data and updating tasks

    You can edit the selected elements in the user hierarchy or in the project structure by clicking on the Edit button (). It will open the popup where you can make the changes. If you select a user group you can update its name, the members and leaders together with the account status. When selecting a single user you can update the account (name, email, access level, password, hourly wage, role), move or suspend it if necessary.

    The same way you can edit the projects and the tasks on the right, as well.

  9. Editing task assignments

    You can edit task assignment by clicking on the Edit button () of a task in the task list. You can update schedules, estimated times and the assigned users. If you click on the Comments icon () you can add your remark and also notify your coworkers who are working on the same task. With the Assignment history icon () you can review the changes made in the schedule and the estimated time of the task.

  10. Searching and filtering options

    The search field above the user hierarchy can help you with finding a user by its name, user ID, or email address. Start typing and after the third character the matches are automatically displayed. The same way you can look up a task in the project structure on the opposite side of the page. There are more search options for the task list of a selected user. Beside the search field you can narrow the task lists by status and creation date over the frame, or by deadline, estimated time and assignment type if you click on the Filer icon (). Click on the icon () before the Refresh button to display also dynamic tasks in the list. You can change the view of the task list by clicking on the Details just above the list.

 
Users and tasks

Users






Download organization chart as XLS file

To modify the organization chart in Excel, first download the current chart.




Upload organization chart from XLS file

Before uploading please read the sections below:

After downloading, all user data – except for User ID – can be edited directly in the excel table. User ID must not be changed.

The following mandatory fields must be filled to add new users to the table: Last name, First name, E-mail, Access level, Language, User group. Leave the User ID blank.

Only the registrar can change the user data of the registrar.





Items to move:
Move to:

 

Created between

Assignment type

Deadline set

Deadline expired

With estimated time


There are no assignments.

Please select a task to be able to assign users to it.

Tasks


   

Project details

Assign project members

Items to move:
Move to:

   

Task details

Advanced

Mandatory remark

time(s)

Other/>

minute(s)
day(s) of inactivity

Assignments
User name Period Estimated time
* ** *
       
Group Role
Assign tasks to user

No task is assigned to the selected user yet. You can drag a task from the project structure on the right over the task list in the center.

Assign tasks to groups

No task is assigned to the selected user group yet. You can drag a task from the project structure on the right over the task list in the center.

Assign users/groups to task

The selected task is not assigned to any user or user group yet. You can drag a user or user group from the user hierarchy on the left over the task table in the center.

How to start

  • The desktop application is an integrated part of JobCTRL® which, in active status, documents work activity and records the active times spent on tasks and projects in order to create reports and detailed analytics about individual and corporate performances.

    If you have not downloaded and installed the desktop application yet then you can do it by choosing Install JobCTRL® applications from the dropdown next to your name on the upper right corner and after selecting the application you prefer.

    You can start or stop the application with a double click (with the left mouse button) on the icon (). (The system considers the IP address at registration as office network so it will show "Working in office" status if any user is connected to the internet from that address. Connection from any other address will be marked as "Working outside the office" status. If you find an error in the statuses shown, we suggest you to doublecheck the IP address settings in the Company networks menu () and modify them if necessary.)

    For your convenience the default setup is automated task generation and automated task switching, which further reduces the manual task administration. As long as the automated task generation and task switching mode is active it overwrites the manual task selection. You can make automated task documentation even more precise with setting up personal rules.

    You can switch off automated task switching mode any time in the Default settings menu () or by CTRL + double click on the desktop application icon (). It enables manual task selection until unlocking this feature the same way.

  • By default we have created a user group with you as the only member.

    To add more co-workers go to the Configure and Manage/Users, user groups settings/User accounts (). Here you can add more users in two ways: add them one by one by clicking on the new user icon or you can upload a complete group or organization with the downloadable Excel template.

    In the user hierarchy you can also move user groups and users in the batch with the "Mass move" icon.

  • All registered work is always linked to a specific task. So for accurate work administration you have to create the tasks that the users can work on in the Configure and Manage/Project, task/General data () menu. By default we have created 5 tasks (Administration, E-mail handling, JC360 Administration, Meeting, Break) from which you can already choose to register your work. When you create more new projects or tasks add its period, priority, target cost and estimated time.

    At the same time of adding new projects or tasks in the pop-up you can also assign them to your coworkers at the "Project members" or in the "Assignment" section.

  • You can achieve maximum accuracy in documenting work time with the automated task switch and logout features. You can easily set up automated rules with keywords in the Keyword based rules () menu.

    The system is capable to recognize keywords in the To, From or Subject line of the emails, in the title or the process name of the active applications, in the address bar (URL) of the browser or in Office document file names and file paths.

    Task switching rules apply to all users assigned to the tasks, while logout rules can be assigned to individual users, as well.

  • If you need to find out which of your coworkers are active, who are in the office or where the mobile users are then select the Real-time activity () menu. On this page you can see the continually updated statuses of users, including work locations (office, home or mobile position) and the latest daily work time statistics, the progress of their tasks, their work documented with the mobile application and the documented screenshots connected to their work on the computer.

    You can apply filters to focus only for a selected group of users or activity data.

  • In the Dashboard menu you can get a real time insight to the reports you’re the most interested in.

    You can see the following informations on the widgets: activities of the employees, their worktime of the previous days, their application usage and internet browsing. You can check their worktime balance and productive worktime on computer.

    As from the Reports menu, you can download the reports from here as well. You can add your favorite reports to your dashboard besides the default widgets.

  • On the Analyze and improve/Reports () page we have collected a variety of report templates to create your own statistics from the vast amount of work data collected by the applications. The reports are arranged into four groups according to their contents: Primary data reports, Activity reports, Aggregate business reports, Executive reports.

    You can save any of your customized report settings by adding them to your Favourite reports. You can also set up automated delivery for your favourite reports. This way you can access the latest statistics also from your mailbox in accordance with your report delivery settings.

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