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Activity editor

The administrator can enable or disable the Activity Editor in the Settings > General options panel by checking or unchecking the "Activity editor enabled" box located under the "Data editing" section. The administrator can also define the data editing lock period, determining the timeframe employees have to edit their activity. They can choose not to impose a lock by enabling the "No lock" checkbox, set a one-month editing window by enabling the "From the previous month, starting on day" checkbox, or allow editing for a specific number of days by enabling the "After the following number of days" checkbox. For the last two options, the administrator must use the dropdown menu at the end of each checkbox to select the appropriate number of days as needed.

By default, the activity editor is always enabled for both administrators and employees. Once it is activated for the entire company, you must ensure that employees have access to their data enabled and that the editor is activated for them. Remember that this permission can ONLY be granted at the employee level and NOT at the group level.

If you want to restrict access to the editor for certain profiles within your organization, you can disable it for specific employee profiles by navigating to Settings > Organizational Chart > Employees and checking or unchecking the "Activity editor enabled" box within each employee's profile.

In the Settings > General options panel, there is an option called "Require authorization for manual data reporting." This setting allows you to configure a maximum editing time, after which the employee's manager must approve or deny any additional activity. If an employee makes multiple activity entries on the same day, the time will accumulate, and once the limit is exceeded, manager approval will be required. By default, this option is disabled.

How the activity editor works

The Activity Editor allows you to add offline activity and complete the information previously gathered.

It is important to note that activity can only be reported for time ranges that do not contain pre-existing activity, as it is not possible to modify automatically collected data.

The Activity Editor operates based on the date and employee filters located in the upper-right corner of the software:

• For employees, simply select the date range for which you want to add activity using the editor.

• For administrators, in addition to selecting the date range, you must choose the employee for whom you want to add activity.

Once you have selected a date range and a specific employee (if you are an employee, selecting the date range alone is sufficient), click on the "Activity editor" panel in the left-hand menu to access the visual schedule summary.

The green shading indicates the current day, which can be modified as long as no prior activity has been detected and only up to the previous full hour. For example, if activity began to be recorded at 1:13 PM, editing will only be allowed up to 1:00 PM. However, if prior activity has been detected on the current day, the workday cannot be modified. When changes are made and new data is being processed, the current day is also locked.

To add activity for previous days, simply click outside the orange zone of the day you wish to modify, and the following window will appear:

Select the type of activity you want to add, as well as the start and end times for that activity. Finally, click the "Accept" button. You will also be able to edit the current day and add comments if the action requires approval. These comments will be visible in the notification panel of the group manager or administrator, depending on the account configuration.

You will return to the visual schedule screen with the changes you made highlighted in red. You can continue adding information for other days you wish to modify. Once you have finished editing the data, click the "Apply changes" button to send the updated information to the server for processing.

Important notes no keep in mind:

• 1. You can modify the current day as long as no prior activity has been detected and only up to the previous full hour. For example, if activity started at 1:13 PM, you can edit only up to 1:00 PM.

  2.  When you apply changes, the modified days are locked until the data is processed on the server (usually within 24 hours), preventing further edits. It is important to ensure that all necessary modifications have been made before applying changes, as this is a definitive action that locks the modified days for 24 hours.

  3. If you are an administrator and need to modify data for multiple employees, you must first make the changes for one employee and apply them. Then, select the next employee, make the necessary changes, and apply them. Repeat this process until you have completed the updates for all the employees you wish to add activity for.

  4.  If activity times exceeding the limits set by the manager are added, prior approval from the manager will be required. Deep red indicates that the edit is locked and awaiting manager review. Light red indicates that the edit has been approved but is still being processed by the system.

You will return to the visual schedule screen with the changes you have made highlighted in a red block. You can continue adding additional information for the remaining days you wish to modify. Once you have completed editing the data, click the "Apply Changes" button for the system to process the new information on the server.

To better understand the process, let’s look at an example:

Employee Enrique Casas wants to report a meeting with a client that took place on February 22, 2021. Since it was an offline activity, the tool did not automatically capture it. However, the software recorded all of his computer activity for that day, including his lunch break. Enrique resumed work after his lunch break at 2:45 PM, but he had to leave to meet the client from 2:00 PM to 5:32 PM.

To add this offline activity, Enrique decides to use the activity editor in the tool. 

He accesses the tool and selects the “Activity editor” panel. Then, using the date filter, he selects the day of the meeting (February 22, 2021).

Next, he clicks on the gray area of the day and fills in the fields with the details of the business meeting he attended. Finally, he clicks “Accept” to save the information.

Now, the new information Enrique entered about the client visit is displayed as a red block. Since he does not plan to make further changes, the only step remaining is to click the “Apply changes” button to process all the information.

In the "Activity editor" option, you can also delete a workday to correctly edit the hours dedicated to work. Under Settings > General Options, you will find a new option to grant editing permissions: “Allow employees to delete entire days of activity. (The manager in charge will need to approve the request)”.

If the permission is enabled, it will be possible to delete activity starting from the previous day; deleting the current day will not be allowed. The manager or administrator must always validate the request from their Notifications panel. The employee can edit their activity from their profile by navigating to "Activity editor", selecting the day, and clicking on the icon next to the date to delete it.