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--- en:cobi.time:manual:administrator [2026/07/10 10:25] – thuth
+++ en:cobi.time:manual:administrator [2026/07/15 13:06] (current) – thuth
@@ Line 20: / Line 20: @@
       * User Groups
       * User Rights
+      * System Settings
+      * Audit Logs
+      * Teams / Team Hierarchies
 ----
@@ Line 310: / Line 313: @@
 {{:en:cobi.time:manual:user_management3.png?1000|}}
-The following explanations according to the subdivisions 1 to 4 in the view above.
+The following explanations according to the subdivisions 1 to 5 in the view above.
 . The SAP user code is used as the username when logging in.
@@ Line 428: / Line 431: @@
 ===== System Settings =====
-In the bottom right-hand corner, you can access the general settings of COBI.time. The following window opens after clicking on "Settings".
+To access the general settings of COBI.time, click on the Settings module. \\
+The following window will be displayed.
-IMPORTANT: All settings made here apply to all employees. The exception is the authorisation to book projects, which is activated for the entire company in this setting and then assigned to individual employees with the "Project times" user right in the user management.
+IMPORTANT: All settings made here apply to all employees. \\
+The exception is the authorisation to book projects, which is activated for the entire company in this setting and then assigned to individual employees with the "Project times" user right in the user management.
-{{:en:cobi.time:manual:settings_new.png?600|}}
+{{:en:cobi.time:manual:settings_button_new.png?300|}} \\
-Section A
+==== General ====
-  * The COBI.time logo can be replaced with the company logo. To do this, click *Select File* and upload the desired image.
+{{:en:cobi.time:manual:settings_new.png?900|}}
-  * Option to reset the admin password.
-  * Selection of the notification language (e.g., German or English).
-  * Definition of a default federal state, which is automatically assigned to new users.
-  * Time accounts can be recalculated for all employees in case of discrepancies.
-Section B
+The General tab contains global settings that affect the appearance and behavior of the COBI.time application.
-  * Configuration of user options for correction bookings:
+**Logo** \\
-   * Yes: Corrections are saved immediately.
+The default COBI.time logo can be replaced with a company-specific logo.
-   * No: A correction request is created, which must be approved.
+Click Select File and upload the desired image.
-  * Option to display cost centers.
-Section C
+**Notification Language** \\
+Defines the language used for system notifications and messages.
+Supported languages are englisch (en) and german (de).
-  * Activation of the option to post to projects from the project management module.
+**Default Setting for Country/State** \\
-  * Activation of the permission system for projects (assignment is then managed via user rights).
+Specifies the default federal state or region that is automatically assigned when creating new employees.
-  * Setting to display financial project names for project management projects.
+This setting is used for public holiday and calendar-based calculations.
-  * Option to post to financial projects.
-  * Allow project comments.
-Section D
+**Team Source Mode** \\
+Defines which data source is used for team-related information within COBI.time.
+Depending on the system configuration (COBI.time or from SAP Business One).
-  * Activation of the option to post to service calls.
+**Show Cost Center** \\
-  * Activation of the permission system for service calls.
+Determines whether cost center information is displayed throughout the application.
+When enabled, users can view and use assigned cost centers in relevant areas.
-Section E
+**Require Location Selection** \\
+Forces users to select a location when recording working times.
+This ensures that all time bookings are assigned to a valid location.
-  * Setting whether the *Business Trip* button should be displayed in the time tracking screen (e.g., next to the Clock In button in the digital time clock).
+**Automatic Location Detection by RFID** \\
-  * Option to enforce mandatory location selection.
+Enables automatic location assignment based on detected RFID information.
-  * The business trip button can be configured to appear only if an approved business trip exists for the selected day.
+This can reduce manual user interaction and improve booking accuracy.
-  The currently installed COBI.time version is displayed in the lower-left corner.
+**Absence Type for Sickness Rate KPI** \\
+Defines which absence type is used when calculating sickness-related KPIs and reports.
+Typically, the absence type Sickness is selected.
+**Save Settings** \\
+Changes only become effective after clicking the Save button.
+**Version Information** \\
+The currently installed COBI.time version is displayed in the lower-left corner of the screen.
+----
+==== Security ====
+{{:en:cobi.time:manual:settings_security.png?1000|}}
+The Security tab contains security-related settings for the COBI.time system.
+**Reset Admin Password** \\
+Use the Reset Password button to reset the password of the COBI.time administrator account.
+After clicking the button, a new administrator password can be generated and applied immediately. \\
+The new password can then be used to log in with the administrator account.
+This function should only be used by authorized system administrators.
+**Important** \\
+After resetting the administrator password, ensure that the new credentials are stored securely and are only made available to authorized personnel.
+----
+==== Time Management ====
+{{:en:cobi.time:manual:time_management.png?1000|}}
+The Time Management tab contains settings that control how users can manage and correct their time bookings.
+**Users can close open booking** \\
+Determines whether users are allowed to manually close open time bookings.
+If this option is enabled, users can end bookings that are still open and complete their working time records independently.
+**Automatic closing of open bookings** \\
+If this option is enabled, an employee in terminal mode will no longer be prompted to correct the time if they did not clock out properly the previous day. \\
+Instead, the open booking will automatically be closed with the last booking time + 1 minute as soon as the employee logs in again the next day. \\
+This function is only active in terminal mode and is intended to speed up the login process and avoid unnecessary occupation of the terminal.
+**Hide comment field by time correction** \\
+Controls whether the comment field is displayed during time correction bookings.
+If enabled, users can submit time corrections without entering or viewing a comment.
+If disabled, the comment field remains visible during the correction process.
+----
+==== Projects ====
+{{:en:cobi.time:manual:projects_new.png?1000|}}
+The Projects tab contains settings that control the integration and behavior of the project management module within COBI.time.
+**Activate booking on projects from the project management** \\
+Enables users to record working times directly on projects managed in the Project Management module.
+When activated, project-related time bookings can be assigned to project management projects.
+**Activate authorization system for projects from the project management** \\
+Enables the project authorization system.
+When activated, users can only view and book projects for which they have been granted the necessary permissions. Project assignments are managed through the user permissions within COBI.time.
+**Display financial projects name by project management** \\
+Displays the names of linked financial projects within the Project Management module.
+This setting can improve transparency by allowing users to identify the corresponding financial project directly from the project overview.
+**Activate posting to financial projects** \\
+Allows users to create time bookings for financial projects.
+When enabled, financial projects become available as booking targets during time recording.
+**Allow Project Comments** \\
+Allows users to enter comments when creating project bookings.
+Project comments can be used to provide additional information about the performed work and are stored together with the project booking.
+----
+==== Service Calls ====
+{{:en:cobi.time:manual:service_calls.png?1000|}}
+The Service Calls tab contains settings that control the integration of service calls within COBI.time.
+**Activate booking on service calls** \\
+Allows users to record working times directly on service calls.
+When enabled, service calls become available as booking targets during time recording. \\
+This allows time spent on customer service activities to be tracked and evaluated separately.
+**Activate the authorization system for service calls** \\
+Enables the permission system for service calls.
+When activated, users can only view and create bookings for service calls they have been granted access to. \\
+The assignment of permissions is managed through the user rights configuration within COBI.time.
+----
+==== Business Trips ====
+{{:en:cobi.time:manual:business_trips.png?1000|}}
+The Business Trips tab contains settings that control the behavior of business trip, work errand, and doctor visit functionalities within COBI.time.
+**Show 'business trip' button by time recording** \\
+Determines whether the **Business Trip** button is displayed in the time recording interface.
+When enabled, users can start and manage business trip bookings directly during time recording.
+**Show 'business trip' button for time recording only if a business trip is approved for that day** \\
+Restricts the visibility of the Business Trip button to days on which an approved business trip exists.
+This helps ensure that business trip bookings can only be created in accordance with approved travel requests.
+**Enable work errand functionality in time recording** \\
+Enables the Work Errand function within time recording.
+When activated, users can record periods during which they temporarily leave the workplace for business-related purposes.
+**Enable doctor visit functionality in time recording** \\
+Enables the Doctor Visit function within time recording.
+When activated, users can record doctor appointments separately from standard working time and other absence types.
+----
+==== Calculation ====
+{{:en:cobi.time:manual:calculation_new.png?1000|}}
+The Calculation tab provides a function to recalculate all time accounts within the COBI.time system.
+**Recalculate Time Accounts** \\
+The Start Recalculation button initiates a complete recalculation of all employee time accounts.
+This function re-evaluates all existing time bookings, absences, time models, and account balances based on the current configuration and calculation rules.
+**Start Recalculation** \\
+Click Start Recalculation to begin the recalculation process.
+Depending on the amount of data in the system, the process may take several minutes to complete.
+**Warning** \\
+This action starts a full recalculation of all time accounts or the selected employees in the system.
+The recalculation process can be resource-intensive and may temporarily affect system performance. \\
+Therefore, it is recommended to execute this function outside of peak operating hours whenever possible.
+===== Audit Logs =====
+The **Audit Logs** module enables administrators to track and review all relevant changes and activities within COBI.time.
+Every logged action is stored with a timestamp, user information, affected object, source, and additional details. This provides complete transparency and allows changes to be traced and audited whenever required.
+{{:en:cobi.time:manual:audit_logs_new.png?1100|}}
+==== Filter Options ====
+The filter area can be used to narrow down the displayed audit entries.
+**User** \\
+Filters entries by the user who performed the action.
+**Target User** \\
+Filters entries by the user whose data was affected by the action.
+For example, an administrator may edit time bookings or master data belonging to another employee. In this case, the administrator is stored as the **User** and the employee as the **Target User**.
+**Object** \\
+Filters entries by the affected object type.
+Examples:
+  * Time Booking
+  * Time Account
+  * Absence
+  * User
+  * Project
+**Action** \\
+Filters entries by the performed action.
+Examples:
+  * Created
+  * Modified
+  * Deleted
+  * Recalculated
+**Source** \\
+Filters entries by the origin of the action.
+Available sources:
+  * Web
+  * Mobile
+**IP Address** \\
+Allows searching for actions performed from a specific IP address.
+**From / To** \\
+The date filters can be used to limit the displayed audit logs to a specific period.
+**Reset Filters** \\
+Clears all active filters and displays all available audit log entries again.
+----
+==== Audit Log Overview ====
+Each audit log entry contains detailed information about a specific action.
+**Created On** \\
+Displays the date and time when the action was performed.
+**User** \\
+Displays the user who performed the action.
+**Target User** \\
+Displays the user whose data was affected by the action.
+**Action** \\
+Describes the action that was performed.
+Examples:
+  * Working time model created
+  * Time booking modified
+  * Time accounts recalculated
+**Object** \\
+Displays the affected object type.
+**Source** \\
+Indicates whether the action was performed through the web application or a mobile application.
+**IP Address** \\
+Stores the IP address from which the action was executed.
+**Message** \\
+Contains a short description of the logged action.
+**Details** \\
+The **Details** button provides additional information about the selected audit log entry.
+Depending on the action, additional information may be available, such as:
+  * Previous and new values
+  * Modified fields
+  * Affected objects
+  * Date and time of the change
+  * Executing user
+----
+==== Export Audit Logs ====
+The **Export** button allows administrators to export the currently filtered audit log entries.
+All displayed records, including their associated details, can be exported for further analysis, reporting, or documentation purposes.
+----
+==== Use Cases ====
+Audit Logs can be used for various purposes, including:
+  * Tracking changes to time bookings
+  * Reviewing modifications to working time models
+  * Analyzing time account recalculations
+  * Monitoring administrative activities
+  * Supporting internal audits and compliance requirements
+  * Troubleshooting and root-cause analysis of unexpected changes
+The Audit Logs module therefore provides a complete history of all relevant activities performed within COBI.time.
+===== Teams =====
+The Teams module allows administrators to create and manage teams within COBI.time.
+Teams can be used to group employees according to the organizational structure of the company. \\
+This helps simplify administration, reporting, and team management throughout the system.
+{{:en:cobi.time:manual:teams_button.png?200|}}
+{{:en:cobi.time:manual:teams_overview.png?1000|}}
+==== Creating Teams ====
+New teams can be created using the Create Team button.
+The following fields are available:
+**Team Name** \\
+Enter a unique name for the team.
+Examples:
+  * Sales
+  * Production
+  * Warehouse
+  * Administration
+**Description** \\
+Optionally, a description can be entered to provide additional information about the purpose or responsibilities of the team.
+**Parent Team** \\
+This field can be used to create team hierarchies.
+If a parent team is selected, the newly created team will become a sub-team of the selected parent team.
+Example:
+  * Company
+    * Sales
+    * Production
+    * Warehouse
+This allows even complex organizational structures to be represented clearly within COBI.time.
+**Save** \\
+Saves the newly created team.
+**Cancel** \\
+Discards all entered information and closes the creation dialog.
+----
+==== Teams Overview ====
+The Teams Overview section is located on the left side of the screen.
+All existing teams are displayed here.
+**Search** \\
+The search field can be used to quickly find existing teams.
+The list is automatically filtered while typing.
+----
+==== Assigning Employees to Teams ====
+After selecting a team, employees can be assigned to that team.
+This allows employees to be grouped into departments, divisions, or other organizational units.
+Team assignments can be used for purposes such as:
+  * Organizing the company structure
+  * Filtering reports and evaluations
+  * Managing team leaders and employees
+  * Providing a better overview of departments and business areas
+Changes to team assignments are immediately available throughout COBI.time and can be used in all relevant modules and reports.
+----
+==== Team Source Mode ====
+The currently active Team Source Mode is displayed in the top-right corner.
+Depending on the system configuration, team information can either be maintained directly within COBI.time or provided by an external system.
+Examples:
+  * COBI.time
+  * SAP Business One
+If COBI.time is selected as the team source, teams can be created and managed directly within this module.
+===== Team Hierarchies =====
+The Team Hierarchies module provides a visual representation of the organizational structure of all teams maintained within COBI.time.
+It allows administrators to view, manage, and analyze relationships between parent teams and sub-teams. \\
+This helps create a clear organizational structure and simplifies the management of departments, business units, and reporting lines.
+{{:en:cobi.time:manual:team_hierarchies_button.png?200|}}
+{{:en:cobi.time:manual:team_hierarchies_overview.png?1000|}}
+==== Tree View ====
+The Tree View section on the left side displays all teams in a hierarchical structure.
+Parent teams can be expanded or collapsed to display or hide their sub-teams.
+This provides a quick overview of the overall organizational structure.
+**Search** \\
+The search field can be used to quickly locate a specific team within the hierarchy.
+Matching teams are automatically highlighted while typing.
+----
+==== Hierarchy Inspector ====
+The Hierarchy Inspector displays detailed information about the currently selected team.
+**Team Name** \\
+Displays the name of the selected team.
+**Team Path** \\
+Shows the complete hierarchy path of the selected team.
+Example:
+  * Production / Sales
+This allows administrators to quickly identify the location of a team within the organizational structure.
+**Parent Team** \\
+Displays the parent team assigned to the selected team.
+If no parent team is assigned, the selected team is considered a top-level team.
+**Sub-Teams** \\
+Displays the number of directly assigned child teams.
+**Members** \\
+Displays the number of employees currently assigned to the selected team.
+----
+==== Direct Sub-Teams ====
+The Direct Sub-Teams section displays all teams directly assigned beneath the selected team.
+If no child teams exist, COBI.time will display a corresponding information message.
+This overview helps administrators quickly identify reporting structures and organizational relationships.
+----
+==== Hierarchy Overview ====
+The **Hierarchy Overview** section provides an alternative view of the selected team and its position within the organisation.
+For each team, the following information is displayed:
+  * Team name
+  * Hierarchy path
+  * Number of assigned employees
+This overview makes it easier to understand the structure of larger organizations with multiple levels of teams.
+----
+==== Team Management Source ====
+The currently active Team Management Source is displayed in the upper-right corner.
+Depending on the system configuration, team information can either be managed directly within COBI.time or synchronized from an external system.
+Examples:
+  * COBI.time
+  * SAP Business One
+If COBI.time is configured as the team management source, team hierarchies can be maintained directly within the Teams module.
+----
+==== Use Cases ====
+Team hierarchies can be used for various organizational purposes, including:
+  * Structuring departments and business units
+  * Defining reporting structures
+  * Managing team leaders and employees
+  * Improving organizational transparency
+  * Supporting team-based reporting and evaluations
+  * Creating multi-level organizational structures
+The Team Hierarchies module provides administrators with a centralized overview of the entire organizational structure maintained within COBI.time.