Simply go to ‘Contacts’ ➝’Staff’, select one of your team members and edit the ‘Position’ field with the right position (for instance: Graphic designer, Trainee, Engineer, Account Manager, etc.)
Click on ‘Save staff’ button to save the changes, and you’re done. You can edit this field as many times as you want, just remember to save changes.

The ‘Position’ field helps you save time in three ways:

1. You can easily add staff to your projects and see which role they have.

2. You can see how your team members are distributed across your projects and the roles they have.

3. Create relevant time tracking reports of your team members’ activity and also the role they have, so you have a better understanding of who is doing what, what projects they’re working on and the position they hold.

Just go to ‘Reporting’ ➝ ‘Time-Tracking Reports’ ➝ ‘User Summary’, select a team member from the drop-down list, choose a predefined date range or set your own by picking a ‘Date start’, a ‘Date end’, then press the ‘Update’ button and you’ll see a detailed report of your colleague, featuring the projects he/she is working on, the tasks and the hours logged.

zistemo makes it all simple, fast and relevant, so you can focus on your business.

Staff cost on time entries

Since the actual costs can increase or decrease, zistemo helps you bind staff costs to time entries.
You can add staff costs by simply going to ‘Contacts’ ➝ ‘Staff’, select one employee from the list and edit the field ‘Staff cost’ with the proper value. Then press ‘Save Staff’.

The staff cost is connected to the time entry so you know the actual cost at any given time.
Go to ‘Time & Projects’ ➝ ‘Projects’ and see the costs column for a complete project-based overview.

Change the Staff Cost for Timesheets

Each member of the staff has a staff cost (their salary) allocated,  which is used to calculate the cost of their time spent on projects. You can set the staff cost on the Staff page (Dashboard -> Contacts -> Staff). To change the employee details just click on the name and you will get here:

If you change it, the new cost will only be applied to the newly created timesheets (don’t forget to click save).
But if old cost rates were wrong or if you want to modify an old rate for any reason – you can do it by going to the Staff page->Click Person’s name you’d like to edit -> ’Advanced Settings’ tab -> and click on the ‘Retroactively change Staff Cost’ button.

Now you will see the report with this member of the staff’s timesheets:

Choose the needed time period, projects, tasks for which you want to modify the staff cost:

Enter the needed staff cost to the ‘New Staff Cost’ field and click ‘Update’ to compare old and new data in the table:

To save this new staff cost – click on the ‘Change staff cost’ button:

Hide Staff costs to Team Leaders

If you don’t want your team leaders to see the staff cost on projects, just go to the team leader’s settings and activate “Don’t show staff cost on projects”:

The user won’t see staff costs on the project grid, and has no longer access to project reports.

Team members and data captures don’t see staff costs anyway and for Admins it is crucial to know the staff cost.

The viewing rights of Internal Notes are as it follows:
– If you are an Account Owner – you can see and edit notes of All Members
– If you are an Admin – you can see and edit notes of Leaders, Members, “Capture Data” Users
– If you are a Leader – you can see and edit notes of Members and “Capture Data” Users
– If you are a Member or “Capture Data” User – you cannot see any notes.

Go to ‘Staff edit’ page -> ‘Working Hours’ block:

Here you can enter the number of hours for each day of the working week.

Also, you can enable notifications, for instance, if a user would work less than xx hours per week.

First, choose who should be notified about it – this list includes only the account owner and admins. Also, enter the percentage of total hours which is required for this staff member:

In this case, if this member has worked less than 36 hours (45hours*80%) – then all admins will receive the following email-notification:

Note: This notification is sent by zistemo each Monday at 9:00 am (your timezone).

If your are using the “Attendance Time Feature” you have to change the “Working Hours” in the Attendance Template which is connected to the staff-member. Find more infos HERE!

If this user will create overlapping time entries he will see this message: