User availability settings are especially important if you are planning to use the workflow management features in Practice Manager, such as being able to use employee efficiency reports, job ordering and use the Capacity Planning module.
Specify user budgeted billing percentages
Security - View and Edit Budgets, Rates and Hours for User
Billable percentages indicate how much of a user's time should be billed. They are used in a number of places in Practice Manager:
- Employee efficiency reporting
- Timesheets weekly view (to monitor your weekly efficiency)
- Job ordering (summary line – to calculate how long it will take to complete the selected jobs)
- Capacity planning (if you have enabled the setting for Capacity Planning, then the total available hours are reduced using these percentages)
You can enter as many lines as are applicable. For example, if you know you have an internal project coming up in August, then reduce the percentages accordingly for those users involved, so that their overall capacity and productivity ratings are not affected as a result of the project.
To specify a user's budgeted billing percentages:
- Click Settings > Security > User Manager.
- Click a user's row to access their account.
- In the Budgeted Billable Percentages panel, click Add Percentage.
- Click the Calendar button
to select the start date.
These settings are per month, so you cannot create two entries for the same month, this will create an error message. - Enter the billable percentage in the field provided.
- Click Save.
Specify user standard hours
Security - View and Edit Budgets, Rates and Hours for User
Standard hours are used in a number of places in Practice Manager:
- Employee efficiency reporting
- Missing and incomplete timesheet reporting
- Capacity planning (to calculate the total availability of a user)
You can enter as many standard hours as are applicable. For example, if a staff member works shorter hours during school holidays, enter this information with the corresponding start date. Similarly, if an employee does NOT work in the month January but does work throughout the rest of the year, set the standard hours to zero for the weeks in January then set the standard hours in February to the employee's usual contracted hours. This ensures that your total availability in capacity planning and employee reporting is always accurate.
- Click Settings > Security > User Manager.
- Click a user's row to access their account.
- In the Standard Hours panel, click Add Hours.
- Specify the start date and daily hours in the fields provided.
- Click Save.
