Here is a collection of frequently asked questions you may find helpful in implementing and using Intertec TimePro. Please contact us if you are still having difficulties.
A: Intertec TimePro is an easy to use, web timesheet management system. It's simple - your staff can enter their timesheets, anywhere and anytime, via the web. All you need is a computer or mobile device, and access to the Internet. Intertec TimePro is available both as a solution hosted in the Cloud (see Intertec TimePro Hosted) or you can purchase Intertec TimePro to install and run on your own Servers (see Intertec TimePro In-House).
Q: Why should I use Intertec TimePro over other timesheet solutions?
A: Intertec TimePro has been developed specifically for the web. The application interface for both Administrators and General Users is entirely web-based. This allows us to offer you the option to use Intertec TimePro Hosted in the Cloud or if you prefer, the option to purchase a licence for Intertec TimePro In-House to host the application on your own Servers.
Intertec TimePro is so easy to use that it requires no formal end-user training. This means your staff will be productive in entering their timesheet records from day one. The application is also highly configurable so it can be simply tailored for your business when setting up initial system parameters.
Q: What is the difference between Intertec TimePro Hosted and Intertec TimePro In-House?
A: We encourage all of our In-House clients to consider moving to the Hosted Platform. We are phasing out the In-House Product.
For more information on this please contact our Support Team.
Contact us Monday through Friday, 8.30am to 5.30pm (GMT +8 hours) on +61 (8) 9286 3911 or email support@timesheets.com.au
Q: How is Intertec TimePro licenced?
A: Intertec TimePro is available as a Hosted or In-House option. In both cases pricing is based on the number of user licences purchased with your Intertec TimePro account. User licences begin with 5 users, and increase in intervals of 5 users to 50 users, and in intervals of 10 users after that. Hence, if you have 23 staff, you would purchase a 25 user licence. Or, if you have 63 staff, you would purchase a 70 user licence.
For pricing information see the Purchase section on our website.
Information about our Licence Model is also covered in more detail in a separate FAQ which you may like to refer to: How does user licencing work?
Q: How can I buy Intertec TimePro?
A: Intertec TimePro Hosted is available as a timesheet solution hosted in the Cloud, offered on a low-cost monthly or annual subscription basis. Intertec TimePro In-House can also be purchased as an ''off-the-shelf'' licensed package that you deploy in-house on your local network or Intranet.
We also offer custom tailored hosted and in-house solutions to Clients who have specific timesheet requirements.
Q: Is support and maintenance included in the price?
A: Intertec TimePro Hosted has support and maintenance built into its subscription price. The pricing for Intertec TimePro In-House comes with support and maintenance for the first year; you can choose to continue Intertec TimePro support and maintenance after the first year at 20% of the user licence price per annum. Support is available via telephone and email.
Q: How to change the MYOB Customer Name linked to a Intertec TimePro Customer
Q: Change Period Type in Intertec TimePro
Q: Overview on the Data Export in Intertec TimePro
A: Below is the procedure to export your data.
Q: Historical rate change in Intertec TimePro
Q: Bulk change in Intertec TimePro
Q: Standard rate change - Intertec TimePro
Q: Will Intertec TimePro run on any web browser?
A: Intertec TimePro is designed to work correctly with as wide a range of browsers as possible. For the technically-minded, using Intertec TimePro requires a browser which supports Javascript, cookies and CSS1 stylesheets. In practice, this means that most browsers currently in use will work perfectly well with Intertec TimePro.
At the time of writing, we have tested Intertec TimePro with a number of browsers:
All these browsers support a page preview mode which handles page breaks correctly.
Q: What browser settings do I need to run Intertec TimePro?
A: Intertec TimePro does not use any unusual features, and will work correctly with the default settings that browsers are usually installed with. If you have changed the settings, you may run into problems. Below is a guide to setting up your browser to work correctly with Intertec TimePro.
The features Intertec TimePro needs are:
What a cookie is
A cookie is a small parcel of information which is sent to your computer, can be stored on your computer for a period, and can be requested to be returned from your computer. This information allows a Web site to "recognise" your computer when next you visit the site. Intertec TimePro doesn't store any information on your computer, but does use "session cookies", which maintain continuity between you and the Intertec TimePro site. Intertec TimePro uses the simplest kind of cookie, which is discarded as soon as you close your browser window, and is returned to the Intertec TimePro server only.
How cookies are used in Intertec TimePro
When you log on on to the Intertec TimePro site, a session is created to respond to you. This session has an ID number, and this number is passed to your browser in a cookie. When your browser sends another message to Intertec TimePro, this session identification number is returned with the message, and allows the message to be directed to the correct session, which "knows" what you were doing. If you don't respond for some time, this session will time out, all information it holds will be discarded, and you will have to log in again to use Intertec TimePro.
If cookies are disabled on your browser, Intertec TimePro has no way to maintain this continuity, and you are effectively logged out as soon as you move to the first screen after the login screen. Cookies must be used in order for you to use any site which presents something other than static data.
How to enable cookies in Netscape 4.x
If the browser you use is not Netscape 4, you should find similar features in the menu, possibly under Options.
Javascript
Javascript is a programming language which allows the behaviour of your browser to be controlled to a limited extent by Intertec TimePro. If this is not enabled, then the buttons won't work, and some other features also won't work, and nor will cascading style sheets work in Netscape 4.x. For Intertec TimePro to work, then, Javascript must be enabled.
How to enable Javascript in Netscape 4.x
If the browser you use is not Netscape 4, you should find similar features in the menu, possibly under Options.
CSS1 Style Sheets
The abbreviation stands for Cascading Style Sheets level 1, and refers to a mechanism for controlling the appearance of the displayed page. Support for level 1 of CSS is automatic for all the supported browsers with the exception of Netscape 4.x. Netscape 4 style support is dependent on Javascript, so turning on Javascript is a prerequisite for CSS to work and for Intertec TimePro to display correctly. Please refer to the section on Javascript for instructions on enabling stylesheet support in Netscape 4.
Most features of CSS2 are not supported at present (April 2003) by any browsers except Mozilla 1 or Netscape 6 and later. Even these browsers have incomplete support for CSS2. For this reason, Intertec TimePro uses only CSS1 features, with the exception of the page-break feature used in printing batches of timesheets - this is a CSS2 feature, and the limitation on browsers suitable for printing of timesheet batches is because of the inconsistent support for this feature.
Clearing the local cache
Your browser may have non-expired copies of pages dating from before the time you set the caching behaviour as described in the preceding section. To resolve this, you need to empty the cache of all the existing temporary files.
How to clear the local cache in Netscape 4.x
Proxy Servers
Proxy servers maintain a local cache of pages visited by any of the browsers they serve, and will try to serve a page first from the local cache before downloading a fresh copy from the next computer in line. You have little direct control over this. Your network administrators may need to take action to permit these options to work correctly.
If you are still having problems with non-current pages being delivered, you should contact your IT support centre and ask them to arrange, if possible, for you to have one of:
In what follows, the Intertec TimePro URL referred to is the first portion of the Web address, up to the third "/" character, which you will find in the address panel after you have logged on - as an example: https://www.timesheets.com.au/.
How to bypass a proxy server in Netscape 4.x
Q: What kind of computer system do I need to use Intertec TimePro Hosted?
A: As Intertec TimePro Hosted is completely web-based, you only require a computer or mobile device, an Internet connection and a web browser. Intertec TimePro Hosted works with all mainstream web browsers, including Internet Explorer. Mozilla Firefox, Safari and Chrome. Intertec TimePro is proven to operate on both PC and Mac platforms.
Q: Who sets up the records for Staff, Projects, Customers and Suppliers?
A: The system administrator is responsible for setting up the initial data for Intertec TimePro including tables such as Staff, Projects, Customers, and Suppliers. For customers with 20 or more staff and/or project records, we offer a free data upload service as part of your trial/setup process. To facilitate this we provide a template spreadsheet that includes instructions on how to populate the fields with your data.
Q: Is there a limit to the number of Customers or Projects we can create in Intertec TimePro?
A: Intertec TimePro has no limit on the number of Customer or Project records you can create. That said, Intertec TimePro is very flexible and there is usually more than one way the data can be setup.
If you have a large number of customer, project or staff records and are unsure how best to setup your data, then we encourage you to email/contact the Intertec TimePro Support Centre were one our experienced consultants can discuss your timesheet requirements and provide you with our recommendations for setting up your data to meet your time recording and reporting needs.
Q: Can I integrate Intertec TimePro into my Web Site / Intranet?
A: Yes, using the Intertec TimePro Logon Anywhere Feature. Intertec TimePro can be integrated with your Intranet or Web Site to allow staff to logon from your systems rather than the www.timesheets.com.au web site.
An added benefit is that your staff no longer need to enter your assigned three character customer ID when logging on. This is seen as a major advantage of the Intertec TimePro system for many customers.
To take advantage of this FREE feature, simply cut and paste the sample code into a web page on your Intranet or Web Site. Remember to change ‘???’ to your assigned three character customer ID.
Q: What kind of computer system do I need to install Intertec TimePro In-House?
A: Intertec TimePro In-House has the following system requirements:
Operating System:
A Server version of windows is strongly recommended. It is not recommended that Windows Small Business Server (SBS) be used directly; rather, use a virtual machine hosted by SBS.
Software:
Supported Web Browsers:
Disclaimer: With frequent security and other updates being made to browsers, it is possible that some minor incompatibilities may be introduced. We do our best to resolve such issues once we become aware of them.
The most commonly-used browsers are Microsoft Internet Explorer and Mozilla Firefox, and our testing is most exhaustive on these browsers. For other browsers not listed above, we do not do rigorous testing, but they should work as long as the browser complies with Internet standards.
Minimum Hardware:
Q: Can I set up Intertec TimePro on our local server?
A: Yes, Intertec TimePro In-House is the product designed for in-house deployment. More information about Intertec TimePro In-House is available here.
Q: I’m experiencing some problems with the Intertec TimePro In-House IIS Web Server configuration.
A: Intertec TimePro In-House is the product designed for in-house deployment, more information about Intertec TimePro In-House is available here. Below are a few common IIS Web Server configuration issues along with resolutions you and/or your IT staff might find useful.Symptom: You get Server Map Path ASP error.
Resolution: Manually Set "Map Paths" ASP Setting:
Symptom: Intertec TimePro In-House website is not displaying at all.
Resolution: Enable dynamic content, which is by default disabled:
For desktop versions of Windows:
For server versions of Windows:
Q: Active Directory implementation instructions
Active Directory Implementation Overview
The following instructions are for Intertec TimePro In-House installations that are running v5.4 or later and who wish to implement Active Directory authentication.
Active Directory authentication removes the need for users to have a Intertec TimePro password, and thus they no longer need to Logon to Intertec TimePro via the standard logon screen. Instead Intertec TimePro accesses the user’s Active Directory network logon and uses this as the authentication source for gaining access to Intertec TimePro
Implementation Steps
1. Back up Intertec TimePro Database and Server
2. Intertec TimePro Preparation
3. Database Update
4. Check that Windows Authentication is Enabled on your Server
Within the “Windows Features”, ensure that “Windows Authentication” is enabled under IIS->World Wide Web Services->Security.
Please see following screen shot which shows this setting.
5. Configure IIS to run Intertec TimePro with Active Directory
Within IIS Manager, disable “Anonymous Access” on the Intertec TimePro application. Ensure that the authentication method is set to “Integrated Windows Authentication” (formerly called NTLM and also referred to as Windows NT Challenge/Response authentication). Please see following two screen shots which show these changes.
6. Set File Permissions
7. Test the Active Directory Implementation
You have now enabled Intertec TimePro to use Active Directory Authentication. You should test the application now to ensure that everything is working correctly. You should notice the following changes in the application:
Intertec TimePro application changes you will notice after configuring IIS to use Active Directory authenticationQ: I have forgotten my password, what should I do?
A: If you’ve forgotten your password, you can use the “Forgotten Password?” link to have your password reset automatically to the default password. The Intertec TimePro software will then email you the default password, which you can change once you log into the system.
For security reasons our staff are not authorised to view, change or distribute logons and passwords.
Q: I am unable to log in to Intertec TimePro. What do I do?
A: Intertec TimePro as a hosted application service can be logged into using www.timesheets.com.au web site. You will require a valid Company ID, Name and Password to log into the application.
Intertec TimePro In-house will be accessible through the corporate private network. You will only require a valid Name and Password to log into the application.
Some of the reasons why the system might not allow you to login include:
Q: The system seems to log users out after a certain period of time, is it possible to change this so that users can have timesheets open all day?
A: Yes. Intertec TimePro has two relevant configuration parameters under the ‘Settings’ option on the main application toolbar > System Tab that will affect the time a browser session is active.
Session Timeout Period: Change the ‘Session Timeout Period’ from 60 (minutes) to any duration up to 600 minutes (ie. 10 hours).Please note that this setting is not 100% effective as web servers will tend to clean up inactive sessions if they are not being used and the web server is under heavy load.
Session Refresh Period: This option allows an automatic page refresh to be performed on the View Timesheet screen and Compact version display screens at a specified interval. Provided the user leaves the View Timesheet Screen with context then this is a useful method to keep a timesheet session active to avoid session timeouts and the need to logon again.
Q: I log on, and am immediately logged off. What do I do?
A: You log on in the normal way, and your login details are accepted, but you then get a mostly-blank screen with the Intertec TimePro header and a grey box, with the words "Not logged on" near the top right.
Resolution: You probably have cookies disabled. Intertec TimePro depends on a session cookie, a small parcel of text, being passed back and forth between your browser and the application. This session cookie allows the server to route your responses to the correct session of Intertec TimePro. The session cookie is discarded as soon as the session ends, and carries no information other than the session identifier. You need to enable cookies.
If this doesn't work, you may have internet security software which is causing the problem, which would need to be resolved by your in-house technical staff.
Note that in version 3.3.1 and later of Intertec TimePro, you will also see a message at the top of the page advising you that cookies are disabled. This message provides a link to a help page which tells you how to enable cookies.
Q: Response times when using Intertec TimePro are very slow (more than two seconds for a page to load). What can I do?
A: Symptom: It takes more than 2 seconds for the timesheet entry screen to display.
Resolution: Customers with a large number of active Projects may experience slower performance on the Time Entry screen for users who have been assigned to a large number of active projects. A “large number of active projects” assigned to a person may be as few as 100 if you are using Project Specific Tasks or as many as 300 if you are not using Tasks at all.
If you or your Intertec TimePro users (choose someone who is assigned to many Projects) have noticed that accessing the Time Entry screen is slow to load (takes more than 1 or 2 seconds to appear), then there are a number of things you can do to improve your performance.
How to Speed Up your Intertec TimePro System:
Undertaking the above, where relevant to your Intertec TimePro setup, will significantly improve the performance of your Intertec TimePro system.
Other Potential Causes
Intertec TimePro response times should be around the 1 second mark - 2 seconds at most. If you are experiencing slower than expected response times when accessing a new page (or waiting for a page to refresh), consider the following:
Other possible but less likely scenarios
There is a data issue on the Internet in general between your location and ours.
The particular time of the day when you are accessing the system and finding it slow (perhaps it is only slow during the time when you enter your work hours and not when we are testing?).
If you have conducted the above tests trying to access Intertec TimePro from other locations and still believe it is a problem at our end could you please email support@timesheets.com.au with some detailed performance notes as detailed below:
In addition, also send us some information on the speed of accessing our Demo Rooms (logon with admin / password), to let us know if you experience the same issue there).
Q. How does Intertec TimePro Single Sign-On integration work with Microsoft Entra ID?
A: Intertec TimePro Single Sign-On authorisation flow with Microsoft Entra ID:
1. Users access Intertec TimePro by logging in through a dedicated URL using their customer ID.
This URL format ensures secure access:
For example: https://www.timesheets.com.au/SSO/<CID>/SSOLogin.asp.
2. Retrieval of Tenant ID, Client ID, and Additional Information
After users navigate to the login page with their dedicated URL, the system seamlessly retrieves essential details such as Tenant ID, Client ID, and other necessary information directly from Microsoft Entra ID.
3. Redirecting Users to the Microsoft Login Page
Once the system gathers essential details from Microsoft Entra ID, the login page generates a Redirect URI containing the Tenant ID, Client ID, Scopes, and other necessary information. Users are then seamlessly redirected to the Microsoft login page for authentication.
4. User Authentication and Callback Page
After successfully logging in on the Microsoft page, users are directed back to the callback page via a specified URL: https://www.timesheets.com.au/SSO/Callback.asp. This callback page retrieves the AuthorizationCode and proceeds to send a POST request to Entra ID in order to obtain an access token.
5. Access Token Validation and Email Extraction
Once the access token is acquired, the callback page validates it and extracts the email value. This extracted value serves as a means to authenticate the user and determine the continuation of the login process.
6. Validation of Email and Customer ID on Callback Page
In the final step, the callback page verifies the email and customer ID to decide on the next course of action, whether it involves logging the user in or rejecting the login attempt.
Q. How do I setup Intertec TimePro Single Sign-On integration with Microsoft Entra ID?
A: Create an Application Registration for Intertec TimePro in Microsoft Entra ID
While setting up the Intertec TimePro application registration in Microsoft Entra ID, gather the following essential information for future reference:
Follow these steps to register the Intertec TimePro application:
After creating the app registration, make sure to note down the Client (Application) ID and the Tenant (Directory) ID for future use.
To generate a client secret:
For security reasons contact us for next step instructions.
Q. How does Intertec TimePro's Single Sign-On (SSO) implementation meet level 1 Essential 8 Compliance Requirements?
A: The Single Sign-On (SSO) implementation that Intertec TimePro utilises based on using an Azure App Registration Secret Key in order to allow Microsoft 365 tenancies (Microsoft Entra Identity) to enforce Multi Factor Authentication (MFA) satisfies the Level 1 Essential Eight requirements for the following ISM controls:
ISM-1679
Multi-factor authentication is used to authenticate users to third-party online services that process, store or communicate their organisation’s sensitive data.
ISM-1680
Multi-factor authentication (where available) is used to authenticate users to third-party online services that process, store or communicate their organisation’s non-sensitive data.
ISM-1893
Multi-factor authentication is used to authenticate users to third-party online customer services that process, store or communicate their organisation’s sensitive customer data.
A user of this service may also layer their own Conditional Access phish resistant policies to achieve Level 2 MFA controls:
ISM-1873
Multi-factor authentication used for authenticating customers of online customer services provides a phishing-resistant option.
Q: Does Intertec TimePro support alternative time entry formats?
A: Intertec TimePro can be configured to support a simple entry format of just the hours worked or to force the end-user to enter both the start and finish times and then automatically calculate the number of hours worked.
Q: How do I change the starting day of the week in my timesheets, eg. changing from Mon-Sun to Wed-Tue?
A: Intertec TimePro recognises that not all organisations operate Monday-Sunday. If your business timeframes are different, then you can change your timesheet period as appropriate by editing the Period Base Date in the Settings tab, under Period Control in Intertec TimePro.
Q: How do I edit a timesheet that has already been submitted?
A: A timesheet is considered submitted once a User clicks on the “Submit Timesheet” button. To ensure data integrity, especially post invoicing, a completed timesheet can only be unlocked by the system administrator or authorising manager (via the rejection of timesheet approval) if this option has been enabled. If you need to edit a submitted timesheet, contact your Intertec TimePro Administrator.
Q: Can users review their timesheets at any stage?
A: Yes - the administrator can set the number of previous and future periods they want normal users to be able to view. Users can do this via the View Timesheet option, printing off their Timesheets or via the Staff Time Tracking Report.
Q: Can I record leave and holiday times in Intertec TimePro?
A: Yes - there are many different ways of achieving this - one way is to set up a Project for each type of leave you want to track, eg Projects such as:
Your Company Name - Holiday Leave
Your Company Name - Sick Leave
Your Company Name - Public Holidays
The most efficient method of setting this up is to create one Project only, attach all the staff required to that Project and then Copy the Project to create your second and so on (saves you having to create Staff Project records for the subsequent Projects).
Another option would be to use Global or Project Specific Tasks for the leave types and record them against an Internal Project - eg Your Company Name Internal or Your Company Name Leave.
Q: Intertec TimePro won't let me enter 24:00 as a finish time. Is there a fix or workaround for this?
A: Yes - in your Intertec TimePro settings ensure that "Allow Time Entry Past Midnight" is turned on. This will allow you to enter 00:00 for midnight (or later). Please note that 24:00 is not a valid time so it can't be entered (after 23:59, the next time is 00:00).
Q: Can Intertec TimePro be used as a diary or scheduling tool?
A: Yes - the administrator can set the number of forward periods that are available for Users to record entries against and thus the ability to schedule work.
Q: Can Users send their timesheets via email?
A: Yes, timesheets can be included in the body of email messages by copying and pasting the timesheet from Intertec TimePro into the email. Note: you should select the required timesheet text with the mouse instead of using CTRL+A (PC) or COMMAND+A (Mac). Another method, which is quite a professional approach, is to print the timesheet to a PDF file and then send the file as an email attachment. There are a number of free applications such as CutePDF Writer and Primo PDF which allow you to do this.
Some web browsers allow users to "send a web page via email". Intertec TimePro is not designed to do work with this function, as Intertec TimePro web pages are created dynamically. We recommend that Users use one of the above methods if they would like to send their timesheet via email.
Q: Can I record project expenses in Intertec TimePro, eg. meals, travel, equipment etc?
A: Yes - ensure you have Expense Tracking turned on in the Intertec TimePro Configuration settings (Settings tab). For more information look up "Expense Tracking Setup" In the Intertec TimePro Online Help Guide.
Q: How do I compress the file size of my expense receipt images on my smartphone?
A: Intertec TimePro has a file upload size limit of 256kb - generally speaking you will be required to compress the photo before uploading. Below are instructions to do so on Apple and Android smartphones:
Apple
Now you have a photo of your receipt which is within the size restriction, now you can go back to Intertec TimePro and upload the photo.
Android
Now you have a PDF of your receipt which is within the size restriction, now you can go back to Intertec TimePro and upload the PDF.
Q: How do I compress the file size of my expense receipt images on my computer?
A: Intertec TimePro has a file upload size limit of 256kb - generally speaking you will be required to compress the photo before uploading. Below are instructions to do so on a Windows and Mac computers:
Windows
Now you have a photo of your receipt which is within the size restriction, now you can go back to Intertec TimePro and upload the photo.
Mac
Now you have a photo of your receipt which is within the size restriction, now you can go back to Intertec TimePro and upload the photo.
Q: Can I record project expenses in Intertec TimePro, eg. meals, travel, equipment etc?
A: Yes - ensure you have Expense Tracking turned on in the Intertec TimePro Configuration settings (Settings tab). For more information look up "Expense Tracking Setup" In the Intertec TimePro Online Help Guide.
Q: How does user licencing work? Does the Intertec TimePro user licence allow us to activate certain users at different times, depending on who are currently working on jobs and projects
A: The number of users licenced for your Intertec TimePro web timesheets system is based on the number of Staff records you have which are Active. An Active Staff record allows the User to login to Intertec TimePro and record times. Once a Staff record is set to Disabled, then the User no longer has access to Intertec TimePro.
For example, you may have 25 staff, but only 20 of them are working on projects at any one time. In this case, you only need a 20-user licence, but maintain staff records for 25 staff, keeping 5 Staff records Disabled (which basically means they can't enter time until they are made Active). You then set the Staff records to Active or Disabled, depending on who needs to record times on projects.
Q: We currently have a lot of contractors who may work one time period but not the next. Is there a way we can lock the timesheet for specific staff if we know they are not working that period?
A: Yes - the best way to achieve this would be to have the staff member (or Administrator) enter 0 hours against a Project during the week and then press the Submit Timesheet button - this effectively then locks the timesheet. Please note that you will need to enable “Allow Entry of Zero Hours” in the system configuration for the staff member or Administrator to record 0 hours in that period.
Q: We have 3 offices, A, B, C and we would like to be able to 'group' staff by office. For example Office A would like to be able to print out a total billable time for all their employees across all their projects. Is this possible?
A: Yes – there are a number of different options available:
Q: Can I restrict the Tasks staff see on a certain project?
A: Yes you can use the Resource Filter:
You can specify a Resource Filter for each Staff member in the staff list. The Resource Filter which you specify here is used as part of the "Project-specific Tasks" functionality within Intertec TimePro, which is enabled via the Configuration Settings. This field is matched against the Resource List field on the Project Task Add / Update screen. A typical Resource Filter would contain a shorthand notation for a Staff member's name such as their initials, e.g. JB.
When Staff members are entering their time and they select a Project that has Tasks specific to it, then they are presented with a list of only Project Tasks whose Resource List field contains their own Resource Filter. This enables you to limit the Project-specific Tasks that are displayed to only those which are relevant to the Staff member.
Note: If the Resource Filter is left empty then the Staff member will be shown all Project Tasks.
If the Project Tasks "Resource List" field is empty for a particular Task, then that Task is deemed to be common to all Staff on that Project and will be displayed for selection.
Q: The system seems to keep timesheet approvers (Managers) separate from timesheet users (Staff). Am I right to assume that if someone is a Manager, but must also complete timesheets (Staff) they need to have 2 IDs - one as a Staff member, and one as a Manager?
A: Yes - any person who needs to authorise timesheets (Manager) and also record their time (Staff) is set up in both the Managers and Staff records (although note that only Staff have a logon ID - Managers do not logon to the system). There are a couple of reasons behind this - the most fundamental is that we didn't want to inconvenience managers authorising timesheets with logging on to the system, as it just gets "too hard" for them.
This is why an email is sent which displays the timesheet to authorise. We also wanted to keep managers separate as they may often be people outside of your own organisation who may need to authorise timesheets - for example if you had a staff member working at a client site you could set that client up as a "manager" to authorise the timesheet. Managers are also not included in your licence count.
Q: How to release a report to a non-admin user?
A: You can release any page or report in Intertec TimePro to a non-admin user. Prior to doing this ensure you are comfortable with the information that the Staff member can see. Releasing a report will enable the Staff member to see the same information as a administrator would.
If you have any further questions or if you would like some assistance with it please let me know.
Q: How do we apply different rates for work on different Projects?
A: Rates are defined when you assign a person to a project (Staff Projects). This gives you a great deal of flexibility as a Staff can have different rates for different Projects that they work on. Intertec TimePro also allows staff to have multiple rates on one Project (eg a person may be a Project Manager and an Analyst on one project and have different rates for the two roles).
To do this, you need to use the Role field to define the different roles for the Staff and assign a different charge/cost rate for each Role. You’ll need to have the “Staff May Have Multiple Roles” configuration setting enabled in order to do this.
Q: Can we mark work as non-billable ie. still pay contractors but not charge the client?
A: Yes - set the Project to "Non-chargeable" and you could also set the charge rate to $0. This would allow you to still create Purchase Invoices from Intertec TimePro for this contractor but not charge any client.
Q: How do I change rates in Intertec TimePro ?
A: In relation to rates there are 3 ways to change a rate. There are all performed under Admin | Staff Projects.
1. Standard Edit (available via or )
2: Historical-Preservation Edit (available via only)
In summary, with the Historical-Preservation Edit method, rates are preserved for all existing time records, as the previous Staff Project record is marked as Disabled. A new set of values is stored in a new Staff Project record and marked Active. All time records created after this point in time will reference the new Staff Project record.
3. Bulk Change (Change a rate from a particular date)
To change a rate from a particular day use the Bulk Change feature.
The most important thing to remember when you are using this feature is that whatever is listed in the staff projects screen will be affected by the bulk change. It is crucial to filter to the records which you would like to change. For example if John’s rate is changing for all projects which currently have a rate of $140.00 to a rate of $150.00 then use the following steps:
Q: Is the data I enter in Intertec TimePro safely and securely backed up?
A: Intertec TimePro is hosted at WebCentral (www.webcentral.com.au), Australia's largest and most experienced web hosting company. WebCentral servers are mounted in lockable 19" racks, which are located within a secure data centre - accessible only by authorized staff.
Web servers are backed up incrementally daily, weekly and monthly and backup tapes are rotated offsite on a regular basis. The data centre is manned 24 x 7 by trained staff and features motion detectors, alarms and fire detection and suppression systems. WebCentral's secure Brisbane data centre is also located within a high level building to prevent flooding.
Each website is self-contained with strict file system permissions designed to ensure that external administrative access is available only to the website owner. WebCentral’s Senior Technicians and System Engineers are engaged in an ongoing basis in the task of reviewing and testing released Service Packs and Hot fixes for all managed applications installed on their shared servers. Regular security auditing across the enterprise including security patch levels and known vulnerability testing ensure that all servers are maintained to our approved security levels.
Q: Is the information that I enter into Intertec TimePro both safe and secure?
A: Intertec TimePro users can only access the software with a valid Company ID, UserName and Password. The Company ID is a unique identifier which is set up for you when you first subscribe to use the application. All data is held in your own partitioned database schema created on Servers protected by un-interruptible power supplies and backed up nightly for the purpose of disaster recovery.
Intertec TimePro application is protected with the latest in SSL security - business identity authentication and strong 256-bit encryption with a 2048-bit root - technical terminology giving you peace of mind that the application is communicating securely over the Internet.
Q: What is the recommended approach for Backup/Recovery of Intertec TimePro In-House?
A: There are two main areas to consider when backing up your Intertec TimePro In-House system and database:
1) Intertec TimePro Application:
It is recommended that you add the directory "C:\Program Files\Intertec TimePro" (or equivalent installed location) to your normal file backup for the web server that Intertec TimePro is installed on.
Note: adding Intertec TimePro to your backups, will not be required if you already backup the "Program Files" directory as it will automatically be included in your backups. All Intertec TimePro related files (except the database) are stored in this one location and so that is all that is needed to be backed up.
2) SQLServer Database:
It is recommended that the Intertec TimePro database be added to your standard SQLServer database backup maintenance plan and backed up as per of your other SQLServer databases.
Disaster Recovery
In the case where you have a complete unrecoverable server failure and need to get Intertec TimePro up and running as soon as possible, then you simply use the installation software to install Intertec TimePro on another working server including any patches applied since the original installation. This will then give you a working Intertec TimePro system with an empty database. Your SQLServer administrator can then restore the Intertec TimePro database from backups to restore the data.
The only data that is stored outside of the database that may then need to be restored are any custom templates or reports that may have been written for you, and any graphic signature files - all of which are all stored in the following location:
"C:\Program Files\Intertec TimePro\Web\TPXX\User\TP_" were ‘XX’ refers to the installed version of Intertec TimePro.
This directory could then be copied over the equivalent directory in the new install from your backups if needed.
Similar information to the above is also covered in a little more detail in our Intertec TimePro FAQ which you may like to refer to: How do I move my Intertec TimePro In-House installation to another server?
Q: Can the information I enter in Intertec TimePro be transferred to other programs?
A: Yes, the data you enter in Intertec TimePro can be exported as Comma Separated Format (CSV), Tab Delimited or HTML. This is then easily imported into other applications such as Microsoft Excel. Intertec TimePro also has optional MYOB and Quickbooks Integration Modules designed to streamline the process of creating sales invoices and service purchases using the time records entered into Intertec TimePro.
Q: If multiple people are working for one Customer, will they all appear on the one invoice?
A: Intertec TimePro’s MYOB and QuickBooks Accounting Integration modules support both single and multiple invoice options. Invoices can be generated per Customer, per Customer and Project, per Customer and Project and Job etc. In the example above where you have multiple staff working for one Customer, then to have them appear as line items on a single invoice for that Customer, you would most likely set the invoice to be generated per Customer.
If however the staff are working across multiple Projects for that same Customer then you may prefer to have separate invoices generated per Customer and Project. Changing how invoices are generated is simply a matter of choosing the relevant option from a drop down at the time of generating the invoices. The value you select is retained as the default for when you next generate invoices or you can override this with an alternative option at the time.
Q: When doing a Time Billing Sales Invoice export, is there any way you can export information contained in the Description of Tasks Undertaken field to the Notes field in MYOB instead of just having the Staff/Project description exported to the Notes field?
A: No, not when you are doing a Sales Invoice Export from Intertec TimePro to MYOB. The notes field in MYOB is populated from the "Staff/Projects" Description during the MYOB export. Normally, we recommended that you store something like "Professional Services provided by John Smith" in this field in Intertec TimePro, so this is what you will then see in your MYOB invoice.
If your Customers require more information about work undertaken in the invoice, you can use the Timesheet Batch-Print facility in Intertec TimePro to print out a detailed timesheet to send out with your customer’s invoice - this will show the detailed tasks undertaken. (You can customise the details shown on the Timesheet by choosing a different Print Template - see the Projects screen).
The invoice contains a summary of the work undertaken (ie generally one line item for each person working on the project). The timesheets are then printed off via the Batch-Print facility that corresponds to the invoice run (do the MYOB export first before running the Batch Print).
If you would like to include the Description of Tasks Undertaken in the Notes field of your MYOB Invoice, then you will need to export time records as Activity Slips from Intertec TimePro, and import them into MYOB. In MYOB, you then process the imported Activity Slips for time billing. More information about doing this is available below.
Q: How do I integrate Intertec TimePro with MYOB Activity Slips for payroll integration in MYOB?
A: If you are using Intertec TimePro with the MYOB Integration Module, time records exported as MYOB Activity Slips may be marked for Payroll Integration against a Payroll Category. The Payroll Category can be derived from a range of values or entered as free text (free text defaults as Base Hourly). To import Activity Slips for payroll integration, you will need to set your MYOB system up as follows:
In MYOB:
In Intertec TimePro:
Q: How do I show the notes carried over from the Intertec TimePro Activity Slips Export on an invoice rather than the Activity ID?
A: When preparing invoices from imported Activity Slips, tick the option which reads “Use Activity Slip Notes instead of Activity Name/Description on Invoice”
Q: I would like to associate the Activity ID with the Task rather than the Staff Project. Is this possible?
A: Yes, Intertec TimePro is very flexible in this regard and you can derive the Activity ID using any of the fields below:
When you are exporting either Sale Summary invoices or Activity Slips you can specify which field you would like to derive the Activity ID from.
Note: If you are MYOB Activity Slips Export option then you can also derive the MYOB Job or the Payroll Category from the fields above.
Q: Can I import expenses into MYOB?
A: There is currently no function in MYOB to import expenses. Below is an explanation of how you can import expenses into MYOB for invoicing and payroll using Intertec TimePro’s Activity Slips Export facility.
Invoicing expenses
Processing expenses for payroll
Q: How to import activity slips from Intertec TimePro to MYOB with a combination of chargeable and non-chargeable tasks?
A: Integrating with MYOB activity slips with a combination of chargeable and non-chargeable tasks can be achieved in the following way.
In Intertec TimePro
Project Tasks or Global tasks can be used in this scenario.
In MYOB
MYOB Activities are set up under Lists and Activities.
When setting up your activities in MYOB, for any activity which is chargeable and the rate is stored in Intertec TimePro use the following settings:
Type: Hourly
Status: Chargeable
Rate: Use Employee Billing Rate
Note: If you would like to keep the rates in MYOB, set the rate to “Use Activity Rate” .
For activities which are non chargeable please use the following settings:
Type: Hourly
Status: Non-Chargeable
Import the activity slips as normal.
For all non-chargeable activities you will get a “Warning 207: Activity is non-chargeable; rate ignored.”
The records will still be imported but with a charge rate of 0.
Q: How to change customer names?
A: To change a MYOB Customer Name:
Q: How do I connect the Intertec QuickBooks Transaction Importer (QBTI) to a different QuickBooks file?
A: Open the Importer and click ‘Connection’. Click ‘Disconnect’. Next open QuickBooks and open the file you would like to connect to. In the importer click ‘Connect’ and it should connect to the file open in QuickBooks.
Q: I would like to associate the Service Item with the Task rather than the Staff Project. Is this possible?
A: Yes, Intertec TimePro is very flexible in this regard and you can derive the Service Item using any of the fields below:
When you are exporting either QuickBooks Invoices or QuickBooks Timesheets you can specify which field you would like to derive the Service Item from.
Note: If you are using the QuickBooks Timesheet Export option then you can also derive the QuickBooks job or the Payroll Category from the fields above.
Q: How to change customer names?
A: To change a QuickBooks Customer Name:
Q: How to change customer names?
A: To change a Xero Customer Name:
Q: What kind of technical support can I expect?
A: You can contact The Intertec TimePro Support Centre on +61 (8) 9286 3911 or email us at support@timesheets.com.au
Support and maintenance is included with the Intertec TimePro Hosted package.
The Intertec TimePro In-House package includes the first year's annual support and maintenance fee. On-going S&M is optional at 20% of the purchase price.
Upgrades are included in the Intertec TimePro Hosted package. Intertec TimePro In-House clients will also receive upgrades if they have support and maintenance cover.
Q: What training tools are available to provide the team on basic operating functionality?
A: No formal training is required for end users. Administrators should read the Online Intertec TimePro Setup Guide available when you have logged into the system.
Q: The standard Intertec TimePro reports don't give me the data that I want. Can I have a custom report created and, if so, what is the cost to have a custom report written?
A: There are two options in this scenario.
Option 1: You can create and save a custom export using Intertec TimePro’s built in Export Facility. This feature lets you choose the fields to extract, filter the data and export it to HTML, CSV or Tab Delimited file. You can then manipulate the data in the output file using a software tool such as Microsoft Excel. This feature can be found on the Timesheet screen by clicking on Data Export.
Option 2: Whether to apply specific business rules, or to report specific information, Intertec TimePro Custom Reports can be created for your business.
As the complexity of the reports are often not known until we examine your requirements, a formal analysis of your Custom Report requirements is undertaken, from which we will prepare a written requirements specification and quote for your approval. The length of this analysis depends on the complexity of the report and involves further discussions with you to help us identify the way you expect the report to work. The analysis usually takes a minimum of 2 hours at $170/hour exc GST.
Upon your approval of the requirements specification and quote, we will then undertake to construct the report and deploy it to your Intertec TimePro account under the Reports > Custom Reports option.
Please note that minor changes to the default reports in Intertec TimePro, which take no more than 1 to 2 hours to construct, eg. the insertion of a company logo into the report, can usually be quoted on a fixed-price.
Custom reports are analysed, developed and tested using our Custom Report Methodology. As a guide, a typical custom report generally requires between 4 to 8 hours work, with more complex reports requiring 1 to 2 plus days work. All custom report consulting work is charged at $170/hour exc GST.
The Intertec TimePro Custom Report Methodology
If you require a custom report produced for your Intertec TimePro account, please contact us.
Q: Can I include my company logo in Intertec TimePro, eg. I’d like to have the company logo on the timesheets.
A: There are two options available with regards to branding Intertec TimePro reports with your company logo.
Option 1: You can have your company logo on your Intertec TimePro system (where it will be co-branded in the style of ‘Your Company Name – Powered by Intertec TimePro), and the logo will appear on all screens and reports. There is a fixed fee of $750 (exc GST) for this service which covers logo design, implementation and deployment.
Below is an example of a co-branded system based on the Citrus - Orange Scheme.
Note: Co-branding is based on one of the out-of-box colour schemes you choose for your setup. if you have specific requirements for a completely new colour scheme to suit your business then email/contact us to discuss your needs.
Option 2: Logo Integration with Printed Reports and Timesheets
Email us a high-resolution image of your corporate logo. Your logo will appear on all printed versions of the Reports and Timesheets. Fee is once off $375 ex GST.
Q: How do I add custom timesheet templates to my Intertec TimePro In-House installation?
A: Custom project timesheet templates are usually provided by us in .ZIP file format. You need to have added the templates to your Intertec TimePro In-House installation before they are available for use.
A: Intertec offers a Web Service which allows for data to be extracted as an XML data stream. The mechanism is as follows.
The report will be invoked as a Microsoft .NET ASMX Web Service. This uses the SOAP protocol. The output will be strictly an XML data stream as described above. The interface parameters can be obtained from the ASMX page itself.
User Requirements to Retrieve Data
The facility described above requires client software which is capable of accessing the URL agreed, communicating using standard SOAP 1.1 or 1.2 protocols. The details are obtainable from the page invoked by the URL in the standard discovery format. The results will be returned as an XML stream. The client software is responsible for invoking the request, retrieving the data and disposing of it as desired, for example saving a CSV file for viewing by a spreadsheet, or storing the data into a database.
Your development team can get the WSDL from https://www.timesheets.com.au/SQLJobs.asmx?WSDL
Intertec TimePro Web Service URL:
https://www.timesheets.com.au/TPAPI/TPWebService.asmx
Client Name: Intertec Example
ClientAccessToken : 2DF03289-2L26-472N-9P68-0M51W57214197 (Sample, not valid)
Security Tokens
Time Record Extract : F393CF98-D51C-44F9-9L9B-L48255M547B9 (Sample, not valid)
Parameters
ClientParameters : DateFrom=yyyy-mm-dd~DateTo=yyyy-mm-dd
Limitations
One successful run per day.
Please note that if you submit a job which is rejected, you will be able to correct the problem and rerun immediately.
Maximum output is 10,000 rows.
Note: These limits are in place to ensure that the day to day performance of Intertec TimePro is not adversely impacted by Web Service calls.
These limits may be relaxed for a short time during testing, to allow more frequent runs.
Sample Program
As an aid to development, we offer a sample program which calls the Intertec TimePro Web Service.
There is an executable in the bin folder, which can simply be double-clicked on a system with Microsoft’s .NET Framework 4.6.2 or later.
The (VB.NET) source code for this is also included – the function which does this is right at the beginning of the code file.
If you run the program, you will be presented with a dialogue which offers the required input fields. Simply enter the ClientAccessToken and SecurityToken values provided above and the ClientParameters in the format specified, then press the Invoke Web Service button, and the response returned will be displayed in the Results box at the bottom of the screen. This can be copied to an XML Notepad program to view it in a somewhat improved form, or you can save the results to an XML text file and open it with another program, for example Internet Explorer.
Please contact Intertec for a quote.
Q: If we started with the hosted solution and then later wanted to purchase the software and install it on our own network, would we be able to get the database downloaded?
A: Yes - the two systems (Intertec TimePro Hosted and Intertec TimePro In-House) use exactly the same database structure so we can do that quite simply. We would supply you with a database backup of your hosted data which you or your local IT server specialist would restore locally, alongside your Intertec TimePro In-House database, and then run our Intertec TimePro Copy script to transfer the data across. The work required for this service is usually around 4 hours. Intertec charges $170/hr (exc GST) for this work.
Q: We would want to have the ability to archive timesheets that are more than 3 years old in our Intertec TimePro Hosted system. Is this possible?
A: Yes - there are a number of options to archive/store data more than 3 years old:
Q: How do I move my Intertec TimePro In-House installation to another server?
A:
If you use the Electronic Signatures feature of Intertec TimePro you will need to copy your signature files from the old version to the new version.
File Location: (usually C:\Program Files\Intertec TimePro\Web\TPxx\User\TP_\Signatures)
If you have any Custom-built Intertec TimePro Timesheet Templates you will need to copy the files from the old version to the new version.
File Location: (usually C:\Program Files\Intertec TimePro\Web\TPxx\User\TP_\Templates)
If you have any Custom-built Intertec TimePro Reports you will need to copy the files from the old version to the new version.
File Location: (usually C:\Program Files\Intertec TimePro\Web\TPxx\User\TP_\Custom)
Q: How do I move my Intertec TimePro In-House database to another server?
A: It is recommended that you have your SQL Server database administrator or local IT server specialist undertake this task. Whilst it is mostly a straightforward task, it can get involved with remapping user logins from one SQL Server to another to get the logons and permissions working again after the restore – this should really be done by a local specialist.
You may also want to refer to the following information from Microsoft:
How to move databases between computers that are running SQL Server
More detailed information from Microsoft on remapping SQLServer users and logins here:
https://support.microsoft.com/kb/274188
https://support.microsoft.com/kb/168001
https://support.microsoft.com/kb/240872
Note: You will most likely need to execute some user re-mapping commands similar to the following. However please note that the commands that you need to run on your sql server may be different to those listed below depending on how your particular database server was setup for Intertec TimePro. Read and understand the support articles above before running commands such as those below.
EXEC sp_change_users_login 'Update_One', 'tpadmin', 'tpadmin';
GO
EXEC sp_change_users_login 'Update_One', 'tpuser', 'tpuser';
GO
Note: If you are only moving the Intertec TimePro database to a new server (i.e. the Intertec TimePro In-House application is staying where it currently is) then all you will need to do once your Intertec TimePro database has been successfully restored is to edit the Intertec TimePro “global.asa” file in the following directory (or equivalent):
c:\Program Files\Intertec TimePro\Web\ (default install dir):
In the global.asa file you will find some references to your old database server in the connection strings – simply change these to point at your new database server.
Q: How can I configure Intertec TimePro to match my timesheet requirements and process?
A: Intertec TimePro is highly configurable to address the needs of a diverse range of organisations with their own unique time management requirements. For example, you can select from weekly, fortnightly and monthly time periods and even decide on whether or not you wish to use start/finish times or simply worked hours for time entry.
Intertec TimePro also provides regional settings for handling currency types, tax rates and date formats of different countries. Following is a table listing the various configurable options in Intertec TimePro.
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Q: Pages I revisit show old data. What do I do?
A: Symptom: You make changes to a detail page, or change selections for a report, and submit the changes, but the page you see does not reflect the changes.
Resolution: There are several settings in your browser or local network which can cause this behaviour.
See the following sections for more information:
Q: Data appears to save correctly, but I see the original data again, not the saved data. What can I do?
A: Symptom: You make changes to a detail page and submit the changes, but the page you see does not reflect the changes.
Resolution: First try the suggestions in the topic Pages you revisit show old data
Intertec TimePro has been verified to work with default personal firewall settings. However, if you have modified the standard settings to further tighten security, you may need to add rules to your firewall to allow the Intertec TimePro application to work.
Q: Why doesn’t the pop-up calendar appear when I click on the calendar icon?
Symptom: The calendar icon appears, but clicking on it has no effect.
A: The pop-up calendar works for all current browsers; however, you need to have Javascript enabled in your browser. If you have Javascript disabled, it also won't work. Follow this link to learn how to enable Javascript.
Q: Can I use Intertec TimePro while also running a personal firewall or content filter on my computer?
A: Firewalls such as Norton Personal Firewall, ZoneAlarm and many others, can be excessively restrictive. Content filters such as NetNanny and similar packages can also be restrictive in what they allow you to do and see. If you have such software, first try using a machine without such software, or disable the software. If this software is the cause of the problem, you will need to refer to the documentation or the help system for ways to make it less restrictive.
Q: Why can’t I receive emails generated by Intertec TimePro?
A: Emails from Intertec TimePro are sent from the address ‘notifications@timesheets.com.au’. The reply to address can be set by going to Settings |System | System Email Address.
Emails in Intertec TimePro are sent through SendGrid. The IP address of this server is 167.89.46.198 should you need to whitelist it.
When you are setting up a new user in Intertec TimePro, ensure that you have set them up on your email server prior to sending them a Welcome Email. Sending an email to an address that does not exist will result in the email being added to our blocked list as it is marked as spam. If this does happen, you will need to contact our Support team to remove them from the Blocked list.
Q: What do I do if I’m still experiencing web browser issues running Intertec TimePro?
A: These are things you can try which might at least shed light on the problem.