Add time off allowance and other API fields for new users
When creating a new user in your organization, some options can only be set through the API. The Time Off Allowance is such a field that must be set through the API. Listed below are the fields that can only be populated via the API. To edit these fields, go to the 'Users' section and select the user you need to edit.
- Allowances: This information is important for monitoring employees' time off allowance. They must be added for every new employee and for every employee that their allowance is changed. To add an allowance, scroll to the bottom of the page and click 'Add another Allowance'.
A new record will appear where you will need to populate the following fields:
- Days: number of days accrued per year.
- Hours per day: it is used to convert days into hours. Normally you will have to add the number of working hours on a normal working day.
- Hours: number of hours accrued per year.
- Start: the date when the allowance takes effect. For instance, if an employee accrues Time Off 6 months after their start date, set the date 6 months after their start date. If they start accruing from day 1, set their start date
- Category: currently only "Annual Leave Allowance" is available.
- Type: Can be set as "Accrual" if days/ hours accrue throughout the year or "Lump One-off" for one-off allowances like bonuses.
Click "Save" when ready. To add more allowances, click "Save and continue editing".
Some companies have multiple allowances for employees. In these cases, all allowances must be added when the employee starts. An example of multiple records added for an employee can be seen below.
User Schedules: Each user can have their own schedule. A schedule can define the working days of each employees, whether it will show the "available" tab in the schedule, and other options. Select the user schedule from the dropdown (1). If you need to change the schedule of a user but keep recording of these changes, you can add a new user schedule (2). Remember to accurately set the end date on the former schedule and a start date on the next day for the current schedule.
You can set different start/ end times by day or different working hours for sets of employees. To make it easier to understand the setting of schedules, we will work with an existing sample schedule in the image below.
- Set different settings for each day of the week. You can also set options for bank holidays/vacation. In the sample above, Friday is set for fewer working hours, until 2 pm.
- Define the minutes of break to be pre-filled in the timesheet entries.
- Same as above but for traveling. Note that you can define on the org page, diary configuration, whether these break and travel minutes will be subtracted or included in the timesheet entries.
- If enabled, the user will show on the schedule as "available".
- If enabled, the user's timesheets will be pre-filled with an empty row for this day to encourage entering an entry.
- If enabled, then the hours will count towards theoretical billable hours of a user on the dashboard. Useful when checking utilization.
- API Admin Access: Relevant for certain managers, API admin and Kompass Champions in your organization. It will enable users to log in to the API.
- Title: Midway down the page, there is a field for adding titles of qualifications such as MSc, MBA, MRICS, FIG etc.
- Home Phone: You also have the option to add a home phone for your employees though the API.
- Address line1, Address line2, Address town, Address state, Address postal code, Address country, Location: Finally, there are options for setting employees' addresses and their contractual work location. If not set, the office location will be used. This is useful for organizations who might want to calculate the distance between employees' addresses and offices. These details are exported in the Timesheets and Employees exports.
