In Abtrac, a Job Person refers to named individuals associated with a particular project. These people may also belong to other records in Abtrac, or they may only be added to this specific project people page.
Project people can be linked internally as employees within the organisation or externally as a consultant, client or stakeholder.
The Job people feature in Abtrac can be used to :
- Control which users(employees) have access to a particular project – Open Jobs.
- To create a list of people who can receive email updates about a job – Job Notifications.
- To create a list of people who can receive budget updates about a job – Threshold Alerts.
- To assign people who are approved to sign off on time for a job – Timesheet Sign Offs.
How to Add People to a Job
From Clients, Contacts & Jobs >> Search Clients and Jobs >> click on the relevant Job Code to go into Job Details page.
Now, click on the Job People tab in this page.
There are four categories of Job People that can be added in Abtrac: Employees, Clients, Client People (Client Contacts), and Miscellaneous individuals who have not been previously added to the system.
Job people details include:
For each Job person category you can add details for Company, Person, Role, Company Phone, Mobile, Fax, Email, Postal Address, Physical Address, Comment. In any category you can also specify individuals to receive alerts and warnings for project budget thresholds.
Note: Changes made to job people records do not sync back to the original client or contact record. They are added as a unique entry for this project.
Types of Job People in Abtrac
Add Employees to Job People
Click on the Add Employee button to add the employees working on the job.
Filter employees by team or office. Add staff to a project individually by clicking the + button, or select multiple records to add several employees at once.
If needed, edit the details for the added project person and click Save.
Note: Changes made to job people records do not sync back to the original client or contact record. They are added as a unique entry for this project.
Add Clients and other Consulting Companies to Job People
Click on the Add Client button to add other companies working on the job.
Sub contractors, Consultants and other companies associated with the project can be added individually by clicking the + button.
If needed, edit the details for the added project person and click Save.
Note: Changes made to job people records do not sync back to the original client or contact record. They are added as a unique entry for this project.
Add Client and Company Contacts to Job People
Click the Add Client Contact button to add individuals from this job or other companies in Abtrac who are involved in the project.
Client People associated with the project can be added individually by clicking the + button. Choose another Client from the drop down to add people associated with other records.
If needed, edit the details for the added project person and click Save.
Note: Changes made to job people records do not sync back to the original client or contact record. They are added as a unique entry for this project.
Add Miscellaneous contacts to Job People
Click on the Add Misc Entity Not in Abtrac button to add people to the job who are not already in Abtrac.
Complete all relevant contact details and choose Save.
The Job people feature in Abtrac can be used to :
Using Job People for Job Notifications
Job notifications in Abtrac allow users to send alerts to job people directly within the system.
Notifications can be created using predefined messages from the Default Notifications section or sent as custom messages.
These notifications can be sent as internal alerts within Abtrac or as emails. Internal notifications appear next to the user’s login icon and on the Message Board, while email notifications are sent from Abtrac’s system email.
Read more about Job Notifications here
Using Job People for Threshold alerts
Abtrac’s Threshold Warnings feature enables users to set up notifications that alert team members and job people when project budgets reach specified thresholds.
These warnings can be configured at both job and task levels, providing real-time alerts within the timesheet entry screen as budgets approach or exceed predefined limits.
Email alerts can be sent to designated people helping managers and teams work together to stay on top of finances and avoid budget overruns.
Read more about Job Threshold Alerts here
Using Job people to limit job access to certain employees
When employees are also assigned as Job people you can then limit jobs to only be accessible to these employees (regardless of their office or teams groups). This feature is used with the Open job setting from the Job details screen.
Read more about Open jobs and Limited job access here
Using Job people for timesheet signoffs (job dockets)
In Abtrac, Job People and Timesheet Sign Offs work together. Job People defines who is assigned to a job, specifying their roles and responsibilities.
For employees, this setup ensures that only authorised personnel can log time and request approvals for their work.
For clients and stakeholders, only individuals assigned to both Job People and Sign Offs can approve time. These designated signatories—often clients or supervisors—can then review and approve recorded timesheets, confirming that the work was completed as reported.
Read more about Timesheet sign offs here
Abtrac KB# 2204