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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 within the "Data editing" section. The administrator can also determine the lock period for data editing, which is the time employees have to edit their activity. They can choose not to apply a lock by enabling the "No lock" checkbox, set a one-month period by enabling the "From the Previous month, starting on" checkbox, or select specific days by enabling the "After the Following Number of Days" checkbox. For the last two options mentioned, the administrator must select the number of days from a dropdown menu at the end of the respective checkbox, as appropriate.

By default, the activity editor is always enabled for both the administrator and employees. Once it is activated for the entire company, you must ensure that the employee has data access enabled and activate the editor 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 in employee profiles under Settings > Organization Chart > Employees by checking or unchecking the "Activity editor enabled" box in each employee's profile.

In the Settings > General options panel, there is an option called "Require authorization for manual data reporting." This allows you to set a maximum editing time, after which the manager of the employee adding that time will need to approve or deny the addition.

If the employee makes multiple activity additions on the same day, the time will accumulate, and once it exceeds the limit, manager approval will be required. By default, this option is disabled.

How the activity editor works

Thanks to the activity editor, you can add offline activity and complete the information previously collected.

It is important to note that you can only report activity for time ranges that do not already contain existing activity, as it is not possible to modify activity automatically recorded by the system.

The activity editor operates based on the date and employee filters located in the top-right corner of the software.

• If you are an employee, Simply select the date range for which you want to add activity using the editor.

• If you are an administrator, In addition to selecting the date range, you must choose the employee to whom you want to add activity.

Once a specific date range and employee (if applicable) are selected, 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 starts being recorded at 13:13, modifications can only be made until 13:00. However, if prior activity has been detected on the current day, the day cannot be modified. When changes are made and new data is being processed, the current day will also be locked.

To add activity for previous days, simply click outside the orange-shaded area of the day you want to modify, and you will see the following window:

Select the type of activity you want to add, as well as the start and end times for that activity. Finally, click the "Submit" button.

You will return to the visual schedule screen with your changes displayed as a red block. You can continue adding additional information for the other days you want to modify. Once you have finished editing the data, click the "Apply changes" button to allow the system to process the new information on the server.

Important notes to keep in mind:

1. It is not possible to add activity information for the current day (green-shaded area) if prior activity was detected within the time range you want to modify.

2. The current day can be modified only if no prior activity has been detected, and only up to the previous full hour. For example, if activity starts being recorded at 13:13, modifications can only be made until 13:00.

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

4. For administrators, if you want to modify data for multiple employees, you must first make the changes for one employee and apply them. Then, select the next employee, add the changes, and apply them. Repeat this process until all employees for whom you want to add activity have been updated.

5. If activity times exceeding the limit set by the manager are added, prior approval will be required. A deep red color indicates that the edit is locked and pending review by the manager, while a lighter red color means the edit has been validated but has not yet been processed by the tool.

You will return to the visual schedule screen with your changes displayed as a red block. You can continue adding additional information for the other days you want to modify. Once you have finished editing the data, click the "Apply changes" button to allow the system to process the new information on the server. 

To make the process clearer, let’s look at an example:
Employee Enrique Casas wants to report a meeting with a client that took place on February 22, 2021, which, being offline activity, the tool did not capture. The software automatically recorded all activity on that day from the computer, including his lunch break. Enrique returned to work after his lunch break at 2:45 PM until he had to leave to visit the client from 2:00 PM to 5:32 PM.

Enrique decides to use our activity editor.

To do this, he accesses the tool and selects the "Activity editor" panel. In the date filter, he selects the day of the meeting (February 22, 2021).

Then, he clicks on the gray area of the day, fills in the fields with the information about the client meeting he attended, and clicks "Accept."

Now the new information Enrique just entered about the client meeting appears as a red block. Since he doesn’t plan to make any further changes, all that remains is to click the "Apply changes" button to process all the information.

In the "Activity editor" option, you can also delete a working day in order to correctly edit the hours dedicated to work. In Settings > General Options, you will find a new option to grant editing permission: "Allow employees to delete full activity days. (The person in charge will need to approve the request)."

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

Edit projects

In this panel, you will be able to modify the time of your projects and assign them to different ones.

Thanks to this Project management panel, it is now possible to redistribute time from one project to another and make necessary changes that reflect a scenario as close as possible to reality. To get started, you have two different views: by month and by day: 

To transfer time from one project to another, first select the day on which you want to make the change to switch to the daily view. In this view, each row represents a full hour of work and shows all the projects you have had active during that time period. Click on the project you want to modify, and the following window will appear:

Here, you must select from the total time of the original project how much time you want to transfer to the new project. To do this, select the corresponding option from the dropdown menu and fill in the box with the new information (you can also use the bottom bar and drag it left/right to see the changes in real-time).

Once you are satisfied with the configured scenario, simply click "Submit" to save the changes.