The first thing you should do when you start using All Hours is to add users in your account to make it come to life. You can add them in different ways. For the first time, you can use the wizard or bulk import so you can save time and avoid clicking. Later on, as workforce in constantly fluctuating you can add them one by one.
Go to Users tab and click on the arrow on the +Add users button in the right upper corner. Select how you would like to add your co-workers and employee from drop down menu.
1. Add new users one by one
To add users one by one, select the Users tab first and click on the button +Add user in the top right corner.
Firstname and Lastname of a user is mandatory, other information can be added as needed in individual tabs:
First and last name are required if you want to add a user.
If you allow an employee to log in via the web or mobile app, you must enter an email address, which will also be the user's username, it should be unique across the application
Allow the user to log in by ticking the Allow user to log. Users without the ability to log in will only be using Time Terminals.
By ticking the box "Send invite email?", an invitation to set a password will be sent to the newly added user's email address when the user is saved. If you do not want to send invitations at this step, you can do so later. Sending an invitation >>
You also need to add an authorization scheme, e.g. Employee, which defines what access and editing rights they have in the All Hours account. More about authorization roles >>
Users can then log in via the login page: https://login.allhours.com/Account/Login
Here you can select tags that define users' approval rights or group them into specific groups.
In the personal info section, you can add the user's personal data.
The custom fields section is where you can enter a unique user ID and other additional custom information.
Time and Attendance
Assign the user to a department and select a work plan.
It is also possible to modify the country-specific calendar and adjust the calculation start date.
The identifier number (card, chip) can be added below if the user will clock at the time terminal.
Requests & Data access
If the user has the role of administrator or has other administrative privileges you can restrict those privileges to specific departments by selecting them in the view and manage data for departments box. In the manage requests for section below select departments chosen above. The user will have access to the selected departments and the ability to approve within those departments. Additionally, you can restrict his/her rights within the departments by means of tags assigned to specific users.
Without restrictions, the administrator will be able to access all users and receive applications from all users in the company.
You can also arrange restrictions with tags only, which means that administrators will be able to see all employees and receive approval requests from users with an assigned tag.
Once you have entered all the information, click on Save, and the newly added user will appear on the list of users.
2. Add users in bulk
For bulk import of users go to the tab Users and on the right upper corner, click on the arrow on the button +Add user and choose a suitable option.
Update users preferences
Go to the Users tab and click the arrow on the +Add User button in the top right corner and select Import Wizard. To import employees with the wizard, you only need the email addresses (with name and surname) of the employees you want to add. You enter them in the box and go ahead to review the employee details and settings. Once you are happy with the data you can send invitations to the newly added employees so they can start to clock in.
Go to the Users tab and click the arrow on the +Add User button in the top right corner and select Import (CSV).
b. Download file
Download the template file by clicking ''here''. Correctly fill out the file and you can import it to All Hours (keep in mind the requirements for the import of CSV files). With this action, you will avoid a lot of manual clicking.
Delete the example data (John Smith) from the template and add the data of your new users.
💡 Excel tip: For more clear table, you can sort your data in columns instead of delimited with a comma. Go to Data → Text to Columns → Delimited → Comma → Finish. If you do this, make sure you mark delimiter: semicolon (;) when importing the file in All Hours.
Remember to follow the requirements of the import CSV file:
The encoding must be set to UTF-8.
The CSV file includes eight columns (Email, Firstname, Lastname, Identifier, Custom Id, Running balance (+/- hh:mm), Vacation balance, and Last Year's Vacation Days).
Columns (Firstname and Lastname) are mandatory.
c. Import the file
1. Choose a delimiter according to the format of the table (rows - comma; columns - semicolon).
2. Set a calculation start date.
3. Select the file which you've filled in previous step to upload.
4. Tick the box Create user account... and Send an invite email if you wish to send it now or send it later. Newly added users will receive invitations to All Hours via mail.
5. Select the appropriate Authorization role from the menu which appears when you click on the empty field.
6. Check out the preview and if you're satisfied finish the process by selecting the Import button.
After a few seconds, successfully imported users will receive an email with instructions on how to set their password (if the option to send email invitations was ticked in this step).
3. Update users' balances
If you want to update the balance of hours, vacation balance, and old vacation balance you can use this import to update these values instead of adding them one by one.
Go to the Users tab and click the arrow on the +Add User button in the top right corner and select Update users balances.
To keep the current values of item you don't wish to update simply leave the desired fields blank and they will be skipped during the update. Balances will be updated on the date chosen.