Default settings

 
Here you can customize the working hours and the way the work activity is documented. You can apply settings for all users, selected user groups or individual users. You can use our settings or you can can overwrite them by clicking in the entry fields. The work time settings apply for all the applications (web, desktop and mobile). In the extended list you can reach every settings. In case you would only like to see the most important ones related to work time and operation, click on the "Switch to simplified list" link.
  1. Managing settings for all users, user groups and individual users
  2. Working hours settings
  3. Desktop application settings for documenting computer activity
  4. Settings for desktop work time registration without computer activity (Offline work)
  5. Mobile application settings
  6. Setting up the required fields of project and task management
  7. Other settings
  8. Setting group and user level access rights
  9. Create new user groups
  10. Add new users
  11. User and user group management
  12. Search and filter users
  1. Managing settings for all users, user groups and individual users

    Settings made at the top level of the hierarchy apply for all the organization below it. (If you make changes then click on the SAVE at the bottom of the page.) They are the default settings for all the user groups and the users.

    To overwrite the default values for a select group or user then click on their name and edit the settings page on the right.

    The group level settings overwrite the default settings while the user level settings overwrite both the group level and the default settings.

  2. Working hours settings

    These settings define the framework of recording and reporting work activities: late arrival, inactive period, work time balance are all calculated according to these settings.

  3. Desktop application settings for documenting computer activity

    In this section you can set the quality of the recorded screenshots and define the rules of logging in from multiple devices at the same time. Multiple device login allows the users to register active time simultaneously by the desktop and one or more mobile devices, which does not mean the multiplication of the active time. When this feature is disabled then a new login will terminate any other active login with the same account. When the Automatic task creation and selection is on then the system automatically creates new tasks to the worksteps and assigns the work time to them. In this mode tasks cannot be selected manually. If you would like to select your task yourself, switch this function off.

  4. Settings for desktop work time registration without computer activity (Offline work)

    Offline work time in most cases come from meetings, brainstormings, trainings and other activities registered on tasks during which there is no desktop activity. Offline work time can be initiated, if it is enabled, by the users with the CTRL+F12 keyboard shortcut or it can be triggered by synchronized Outlook/Lotus Notes meeting requests. The inactivity triggered offline work is automatically started with a pop-up timer after the defined idle period which can be set by the "Longest inactivity during business hours". While the offline timer is on no desktop activity is documented and when it is over the user can decide to cancel this time by closing the window or to register it on a task by filling the fields of the timer pop-up.

  5. Mobile application settings

    The mobile settings apply for the iOS and Android apps. Here you can set up the location and call tracking features.

  6. Setting up the required fields of project and task management

    In the Project and task section you can define the mandatory fields of task assignment, that is when the tasks are distributed to co-workers.

  7. Other settings

    Other settings include the automated email sendings if you prefer to receive notifications in email too. You can also limit the vacancies of work groups by defining the maximum volume of leave requests. You can also set the default task which is automatically selected at first login and when a manually selected active task is closed.

  8. Setting group and user level access rights

    Here you can configure individually the access levels of the users and user groups to the different JobCTRL features. You can enable or disable request requirements from users to register vacation or other leave type, or to update their registered work time.

  9. Create new user groups

    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.

  10. Add new users

    Select the group to which the new user is added and then click on the "New user" icon (). Fill in the pop-up form including the access level (user, group leader or administrator). The new user can be registered with either active or inactive status as well. 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.

  11. 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.

  12. 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.

 
Default settings 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 default settings as XLS file






Currently the extended list of Default settings are shown. Switch to simplified list

Daily working time:
Core time: -
Minimum working time during core time:
Latest start: minute(s) after the start of core time
Earliest finish: minute(s) before end of core time
Business hours: -
Longest inactivity during business hours: minute(s) (0 min(s) = no automatic logout)
Longest inactivity outside business hours: minute(s) (0 min(s) = no automatic logout)
Deadline for modifying working time: hour(s) (0 = maximum value (1440 hours (60 days)))
Calendar
Time zone
Amount of days to manage in future daily schedules:
Manageable worktime schedule related data:
Screenshot quality:
Microsoft Internet Explorer® waiting time threshold: millisecond(s) (0 millisecond(s) = no threshold)
Rule restrictions:






Multiple device login:
Automatic task generation and selection:
Turn on Outlook addin on the client computer
Mail tracking settings
Use email subjects for generating unique mail identifier into the incoming and outgoing mails
Enable switching to task rules at manually started timed tasks
Interrupt offline work time upon user activity:
Show notification windows
Anonym mode
Ad hoc offline work starts on lock
Ad-hoc offline work maximum length:
Longest offline work triggered by inactivity:
Mandatory offline work subject:
Synchronization of Microsoft Office Outlook® created meetings:
Synchronization of IBM (Lotus) Notes created meetings:
Synchronization of Google Calendar created meetings:
Offline work (ad-hoc) enabled:
Offline work requested automatically (calendar):
Default task:
Offline work (calendar) requested automatically only on working days:
Offline work time longer than or equal to 24 hours can be approved:
Retain overlapping working time:
Synchronization of tentative meetings
Record locations:
Maximum length of private call in active time: minute(s)
Inactivity triggered logout (outside working time): minute(s)
Longest conversation without administration (multiple device login): minute(s)
Location refresh period: second(s)
Is every phone call work
Default task of phone calls
Location based rules become active after: second(s)
Minimum duration of stay: minute(s)
Mandatory task/project attributes:




Mandatory task assignment attributes:
Email sending:
Minimum number of active users in group:  user(s)
Minimum percent of active users in group:  %
Re-open of task assignments:
Audio file download:
Default task:
End of day:
Default home page after login:
Clients data collection settings: Enabled: Yes Show details
Protected reports
Manage permissions:
Access to wages
Access to reports:
Visible screenshots:
Access to vacation calendar:
Manage task/project:
Request approval:
Receive subscription related emails:
Working time modification without approval:
Holiday registration without approval:
Offline working time modification without approval:
Management of subordinate users:
Manage daily schedules without approval:
Manage sick leaves:
Website login:
Visibility of collected data: Enabled: Yes Show details

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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