Add a new user

On bilabl, only administrators, HR, or manager roles have permission to add or manage new users. This process involves entering general and contact information, along with completing the staff profile, to ensure the new user has access to bilabl's features for managing tasks, clients, matters, and billing.

Here is the training video for quick overview:

To add the new user on bilabl, please follow the steps below

1. Navigate to Quick Add button
2. Click on Add Staff.

After that, you will need to input some information below.

General information

On the Add New Staff screen, fill in the following general information:

• Profile Photo
• Full Name (mandatory)
• Position
• Gender
• Birthday
• Tag

In addition to the general information, you will also need to define and input the departments and user roles for the new user.

• Department: This specifies which department the user belongs to and is used to manage billing approval workflows. In bilabl, there are some available departments. If you need to add or change the departments, please contact your administrators, who have the authority to update the departments on the system setting.
• User roles: User roles define the level of access and permissions to data within bilabl, ensuring that each user can only perform tasks related to their specific responsibilities. In bilabl, the available user roles include Administrator, Manager, HR, and User. For more detailed information on user roles and their associated permissions, please refer to the full documentation here.

Contact information

Next, navigate to the contact information where you need to input your personal information.

• Email: Please ensure that you use your primary domain email address, as it will be linked to your SSO login with Office 365. Additionally, bilabl does not allow users to change their email addresses once set.
• Mobile number
• Address: when entering your address details, you will need to provide the country, state, city, and district/address.

Staff profile

In the staff profile, you'll need to configure the following fields under work metrics for new users. These fields are essential for effectively tracking their work and performance.

1.    Manage target revenue

You can set the target revenue per year for each user, allowing you to track their target revenue and performance against these targets in some reports.

To add the target revenue for a user, follow these steps:

• Click on "Manage Target Revenue" and select the appropriate currency.
• Click on "Add a Target Revenue" and choose the year for which you want to set the target revenue, then apply it.
• Click on the dropdown menu next to the selected year. This will expand the fields where you can enter the target revenue for each month. The system will automatically sum the monthly targets to calculate quarterly and annual totals.

2.    Labor type

In this field, you can define the labor contract type for the user. Within bilabl, there are four labor types to choose from:

• Definite Term
• Indefinite Term
• Probation
• Seasonal

These options help you manage and categorize user contracts effectively, ensuring that employment terms are clearly defined and tracked within the system.

3.    Billable target

In this field, you can set the bilabl hour target per month or per week for the user. This feature allows you to define specific time goals for the user, helping the user easily track their productivity.

4.    User level and hour rate

• Hourly rate

In this field, you can set the hourly rate for each user in the appropriate currency. This is essential for ensuring accurate billing. Once you set the hourly rate, the system will automatically apply this rate when you assign the user to a matter, ensuring that billing and payroll are calculated accurately based on the predefined rate.

If you need to change or update the hourly rate for a user and apply the new rate to all current matters handled by this user, please check the box labeled "Automatically Apply New Hourly Rate for Current Matters." This option ensures that the updated hourly rate is applied to all existing matters, maintaining consistency in billing calculations.

• User level

If you want to set hourly rates by user level (e.g., Associate, Team Leader, Manager), use this function to easily update and manage rates. It helps keep rates consistent across similar roles and makes compensation structures clearer.

When selecting a user level, the system will automatically update the hourly rate field with the corresponding rate for that level.

If you need to add or edit a user level with a new hourly rate, please contact your administrators. They have the authority to update user levels in the system settings.

Additionally, if you update a user to a new level and want all current matters assigned to that user to use the new hourly rate, please check the box labeled "Automatically Apply New Hourly Rate for Current Matters." This ensures that the new rate is applied across all ongoing projects.

5.    Work hours

You can set a user's weekly working hours as a target to help them plan and manage their time.
To add working hours, simply select the days of the week from Monday to Sunday and set the target hours the user needs to work each day.

After setting the target working hours, the user can easily see if their recorded time meets the target whenever they add time entries. Additionally, this information is visualized in reports such as "My Logged Time" for further insight.

Finally, click Save to complete the user creation on bilabl.

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