User Group Management is where you create permission settings for all users logging in to Abtrac. It’s accessible from Administration > Employees > User Group Management.
The levels of access for your subscription are completely customisable. Users can have full access, read only, or no access. You can limit by office and projects, and hide financial/rate details. There are permission settings for all screens and menus in the system, including all reports and widgets.
To allow employees within a restricted group to see other timesheets you can also use Administration >> Employees >> Employee Hierarchy
System Admin group: All access
When you start with Abtrac the only group available will be the system user group ‘Admin’.
The starting Admin group is the default setting in Abtrac, it allows access to all of the system and is not customisable. This group will be the starting basis for any customised permission groups you create for your account.
Adding User Groups
Click on the ‘add’ button to add a new user group.
Type in your ‘New user group name’ and a description. You need to choose an existing user group to clone from as a starting point (in this case is the system Admin group). Click on the ‘add’ button to save the new user group.
Choosing permissions and access settings for a user group
User groups have four menus for choosing access privileges:
- Manage Privileges (Menus and Screens)
- Manage Report Privileges
- Manage Widget Privileges (Home Page)
- Manage System Privileges
Click on any cogwheel buttons to manage the different privilege menus for the selected user group. Each button will open a different popup menu as detailed below.
Manage System Privileges
The fourth option ‘Manage System Privileges’ helps to edit the ‘Allow Charge Rate’ and ‘Allow Cost Rate’ choices for both Manage Privileges and Manage Report Privileges, so we recommend you start here first.
System Privileges can also allow a user to ‘Un-commit Timesheet’, ‘Invoice Email’ and ‘Export Data’
Manage Privileges
The first menu option ‘Manage Privileges’ controls access to all menu options and screens in Abtrac. You can disable access to all, or only part of a section in Abtrac.
Check the boxes which you want the user group to access. You can also filter by ‘Office’ and ‘Job Owner’.
Click the ‘save’ button to save the changes.
Selections for the ‘Allow Cost Rate’ and ‘Allow Charge Rate’ columns are only editable once enabled/disabled from the ‘Manage System Privileges’ menu.
Manage Report Privileges
Report access is similarly controlled, all available reports are grouped by their report sections.
There’s also an option in ‘Manage Privileges’ above to limit reports by office, job owner, or only those staff specifically linked to the job.
Manage Widget Privileges
The home page dashboard widgets (reports) are also controlled here. To remove access to any management metrics around time or projects you can check the relevant boxes and save changes.
Also see article on How to Limit Employee Views to Only the Jobs they are Assigned to for ensuring that employees do not view restricted jobs.
Abtrac KB # 1011