Set up user availability

Security - View and Edit Budgets, Rates and Hours for User

Billable percentages indicate how much of a users time should be billed and are used in a number of places in Practice Manager:

• Employee efficiency reporting
• Timesheets weekly view (to monitor your weekly efficiency)
• Job ordering (summary line – to calculate how long it will take to complete the selected jobs)

You can enter as many lines as are applicable. For example, if you know you have an internal project coming up in August, then reduce the percentages accordingly for those users involved, so that their overall capacity and productivity ratings are not affected as a result of the project.

To specify a user's budgeted billing percentages:

1. Click Security > User Manager - if using your Admin login, OR click Settings > Security > User Manager - if using your User login.
2. Click a user's row to access their account.
3. Navigate to the Budgeted Billable Percentages panel at the bottom.
4. Click Add Percentage.
5. Click the calendar button to select the start date. These settings are per month, so you cannot create two entries for the same month, this will create an error message.
6. Enter the billable percentage in the field provided.
7. Click Save.

Security - View and Edit Budgets, Rates and Hours for User

Standard hours are used in a number of places in Practice Manager:

• Employee efficiency reporting
• Missing and incomplete timesheet reporting

You can enter as many standard hours as are applicable. For example, if a staff member works shorter hours during school holidays, then enter this information with the corresponding starting date. Similarly, if an employee does NOT work in the month of January but does work throughout the rest of the year, set the standard hours to zero for the weeks in January then set the standard hours in February to the employee's usual contracted hours.        

To specify the standard hours for a user:

1. Click Security > User Manager - if using your Admin login, OR click Settings > Security > User Manager - if using your User login.
2. Click a user's row to access their account.
3. Navigate to the Standard Hours panel at the bottom.
4. Click Add Hours.
5. Specify the start date and daily hours in the fields provided.
6. Click Save.

Security - Manage User Security; Workflow and Resource Manager

You can enter public holidays, company wide leave (e.g. closed over Christmas) and leave for one user only. The total amount of leave is shown as calendar days, not working days. Updates to the public holidays are made automatically by CCH iFirm. This information feeds capacity planning, where it is used to calculate the total availability of each user.

1. Access the Holiday area using EITHER of these methods:
2. Click Practice Management > Capacity Planning > Manage Holidays.
3. Click Settings > Security > User Manager > Manage Holidays.
2. Click Add Holiday.
3. Select the holiday type.
4. Select All for all users or select an individual user from the drop-down User Name list.
5. Use the Calendar button  to specify the start and end dates.
6. Enter a description about the holiday, if required
7. Click Save.