User accounts

 
  1. Upload organization chart with Excel sheet!

    You can add all the users at the same time, or make multiple changes in the user hierarchy simply in an Excel sheet. Select the company name on the top of the user hierarchy to download an Excel template in which you can make make all the changes about the users and then just upload the completed file to finalize the modification in JobCTRL. 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 all together in groups.

  2. Managing user and group data

    You can change the user account or user group records by selecting it from the hierarchy and then clicking on the "Edit" button to perform the modifications on the user data sheet on the right.

    You can change the name of the selected group, appoint new head of the user group, activate or deactivate the whole group.

    By selecting a user you can update its basic account information (name, email, access level, hourly wages or role) or temporarily deactivate the account. Here you can change the password, as well.

  3. Add new user group

    You can create unlimited 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.

  4. 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.

  5. User and user group management

    You can also change the settings of a user or a user group by selecting from the hierarchy and clicking on the "Edit" button () to perform the modifications on the user data sheets.

    The same way you can cancel the selected user or group with the "Delete" button ().

    You can also move multiple users or groups within the tree structure with the "Mass move" icon ()...

    ...or with drag-and-drop.

  6. Search and filter users

    You can use the search field above the hierarchy to find a user by user ID, name or the registered email. With the icon on the right () you can filter the user hierarchy by user statuses and periods.

 
User accounts JobCTRL Inc.

Filter user hierarchy







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:

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.





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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