Add, Change, and Delete values of various Kompass fields

Table of Contents

Introduction

Calendar

Holidays

Clients

Client Categories

Clients

Types

Company

Departments and Services

Orgs

Contacts

Sources

Equipment

Categories

Owners

Expenses

Payment Methods and Types

Leave/Time Off

Types

Projects

Abandoned Reasons, Categories, Confirmations and Sources

Quote Items

Cost Options

Quote Item Templates

Users

Users

Introduction

If you spend some time in Kompass BMS, you will find several fields with drop-down menus. Many of the values in these menus are pre-filled when your Kompass account is created. You can add, change, and delete these values by accessing your API Admin. Only users with the appropriate permissions can access the API Admin of your organization, and you can do so by adding "/api/admin" after your Kompass webpage. For instance, the link will appear as follows: (your-Kompass-server-name).kompassbms.com/api/admin. In this article, we will show all the main sections of your API Admin and demonstrate how you can modify your choices.

The API Admin home page includes the following items:

1. Groups: Each group is a collection of relevant categories.
2. Categories: To make any changes in the API Admin, you will have to select a category.
3. List of recent actions.
4. Logging off and changing to dark mode.

Upon selecting a category, you will be taken to the category page.

1. This section allows you to have quick access to other groups and categories within this section.
2. You will find all existing entries in this area. Please note that some entries have an end date. Even though they exist in the database, they will not be displayed on the front end after the end date. This is helpful for items that cannot be deleted since they are already assigned to Kompass entries. In the example above, it appears that the Construction client category is discontinued. However, some existing clients/organizations might still be listed under Construction.
3. Each category has an action list on the top left. Most frequently, this is where the delete option is located. Simply select the tick-box next to the items that need to be edited, choose the relevant action, and click "Go".
4. If you need to add a new item, click the Add button on the top right of the page.

Calendar

Holidays

Under the Calendar group, Holidays is the only category we will have to visit. This is where we will be adding any bank holidays or vacations. These will have to be added manually at the beginning of each year. A reminder will be sent by Kompass BMS to your Kompass Champion close to the end of each year. You can find how to add these holidays in this article https://support.kompassbms.com/article/118-add-public-bank-holidays. It is important to set your bank holidays/vacations in Kompass to assist with payroll calculations.

Clients

Clients are usually called "Organizations" in Kompass's frontend.

Client Categories

Client/Organization categories are a mandatory field in Kompass.

To add a new client/organization category, click the "Add" button in the top right.

Select the name (1), start and end date of the category (2), (3), and remember that you will have to assign the category under an organization. Click "Add another Org" and select your organization from the drop-down menu (4).

You can also edit existing client categories by clicking on their link.

Clients

There is no need to add new clients in this category since you can do so in the front end. However, you will need to access this page for merging clients.

Select the clients that need to be merged: (1) select "Merge clients" from the actions drop-down menu, (2) and click "Go". (3) On the following page, select the target client and click "Merge".

Types

Client/organization types can be added to help on grouping clients/organizations.

Use this page to add, edit, and delete a type. When adding a new client type, you can select the color it will appear as.

Company

This group has some of the most important categories in the API Admin.

Departments and Services

You can add, change, and deactivate departments and services. Be extra careful before deleting a department or service. You can find departments and services in nearly every screen of Kompass, from setting them in proposal/quote items to the employees' page, filters, in the dashboard, and many more.

When creating a new department or service, apart from adding the name, dates, and organizations, you will also have to select whether they are billable (1), set a predefined gross margin for them (2), and choose their color as seen in the dashboard charts (3). Note that if you do not select a gross margin for a service, it will inherit the department's one. Similarly, a department with no gross margin percentage will inherit the organization's gross margin percentage. Remember to also assign at least one org (4).

Orgs

Normally, you will not be able to add or delete an org. In case you need to change some items, you will have to select your org. There are numerous items that can be changed within this page. Treat with caution! Most of these changes will not just add or remove a value from a drop-down menu, but they have the ability to greatly impact the way your Kompass account works.

We will go through a list of the items that you could change on your org page.

General

1. Gross Margin for your entire company.
2. VAT/Tax number. It can then be called and shown on your invoice templates.
3. Payment days.
4. Location of your office. Helpful for calculating distances from your office to projects and/or to employees' home addresses (if added). Distance can be calculated "as the crow flies".
5. Map bounds. Kompass will zoom to the set bounds when creating a new proposal.
6. External links. You can add a link to and external page and it will appear at the bottom of your main navigation at the frontend.

Additional Configuration

1. Set the default vat/tax rate.

Contacts Configuration

1. Contact source is normally an optional field. You can make it mandatory by ticking this checkbox.
2. Equally for the title of the contact person.

Diary Configuration

1. Define the week start date. It can either be Sunday or Monday.

2. Decide whether you want to record travel and/or breaks on your timesheets. Also, select whether users will have to add their hours (a) or pick the exact times they start and end their work (b). Finally, show or hide the non-billable extra field.

   

3. Depending on your timesheet policies, travelling and breaks can be subtracted or included to the paid hours calculations. Select the ones that need to be subtracted. Please note that should you need to select more than one, you should long press ctrl key while clicking.
4. As we will see in the schedules section further down the article, you can define variable hours for each day of the week. Additionally, you can set different schedules for users. In this field, we are defining the default schedule.
5. Your Kompass account might have several schedules for different orgs. In here, you are selecting those which are relevant for the current org.
6. When employees are starting their timesheet timer, Kompass can record their location and keep track of them while working and travelling to/from site. You can deactivate this option should you wish to. Please note that Kompass will not record any location until the user will allow permissions.
7. You can allow users to record timesheets into the future. Generally we will suggest against that.
8. You have the ability to set your own overtime rules in Kompass. For example, if your employees are earning double rates for hours recorded during the night, Kompass can run these calculations. Please reach out to us for additional assistance.

Leave Configuration

1. Select whether time off will be shown in days or hours.
2. For customers who are using days as their time off unit, it instructs Kompass to deduct the set hours per day.
3. Define the rounding of days. The default is set to half days.
4. Calculate allowance accrual until year-end or from the start of the year until today.

Project Configuration

1. Project source could be either a mandatory or an optional field. You can define that in here.
2. Confirmation Warning: If you do not have a confirmation received for your projects, like a PO, a contract etc, Kompass will raise a warning. You can deactivate it if you want to.
3. Let's think of a rate project (T&M) where you have some hours of work that you haven't yet invoice. However, you are heading to the overview of the project and marking this project as fully invoiced. If this checkbox is ticked, Kompass will not allow you to do that until you will raise an invoice to charge your client the pending worked hours.
4. Lock Days: By locking a project after a set number of days, users cannot edit it anymore. Locking will occur on the set days after the fully invoiced date.

Contacts

Sources

You can set a source for each contact to assist you with CRM analysis. As in many category entries, when adding a new entry, you will have to select the name, start and end dates, and organizations. In this case, you can also select whether source details are required.

If ticked and selected in the front end, "Source Details" will become a mandatory field.

Diary

Schedules

In Kompass you have the option to 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.

1. 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.
2. Define the minutes of break to be pre-filled in the timesheet entries.
3. 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.
4. If enabled, the user will show on the schedule as "available".
5. If enabled, the user's timesheets will be pre-filled with an empty row for this day to encourage entering an entry.
6. If enabled, then the hours will count towards theoretical billable hours of a user on the dashboard. Useful when checking utilization.

Equipment

Categories

The equipment schedule view has a list of all equipment categories.

To add, change, or delete categories, please go to the Equipment, Categories page.

As always, add the name, (1) dates, and for organizations, select the ones you need the equipment category to be available for, then click the right arrow between the available and chosen organizations.

Owners

Add, change, and remove equipment owners from this page.

Expenses

Payment methods and Types

Add, change, and remove payment methods and expense types through these pages.

Note that you will have to allocate these types and payment methods under your organisation.

Click "Orgs" (1) under Company and select your Org (2).

Scroll down until you'll find the "Expense Configuration" section. Click "Add another Expenses Configuration".

You need to bring all types and payment methods you want to be shown under this organization in the "Chosen Types/Payment Methods" boxes (1). To do so, select all the records (2) and click the right arrow (3).

Leave/Time Off

Types

This is the page you will visit to change the available leave types in your Kompass account.

Projects

Abandoned reasons, Categories, Confirmations, and Sources

Similar to other categories seen above, select any of them and then add, edit, or delete any options. All of these categories can be found in the overview tab of a proposal/project.

Quote Items

Cost options

This is the category where you can add cost options found under the Staff (1), Equipment (2), and Subcontractors & Other Costs (3) drop-down menus.

You can find how to add, edit, and deactivate such costs in this article: https://support.kompassbms.com/article/120-change-quote-item-cost-rates

Quote item Templates

Each employee might have their own quote item templates when they are creating their proposals.

Occasionally, some of these templates may need to be made available to the entire organization. To do this, go to this category, search for the template you wish to display across your organization, and under "Template shared", choose "Org" (1).

Note that you can have templates shared only with the department of their creator.

Users

Users

There are numerous options that can be edited under each user's account. This article contains a full list of all options: https://support.kompassbms.com/article/119-add-time-off-allowance-and-other-api-fields-for-users. Additionally, if you need to reset a user's password, you can do so from this page as well. Details on how to reset it can be found in this article: https://support.kompassbms.com/article/121-reset-users-password