Tempora Setup Guide

This guide will show you how to your Tempora account with the basic settings you will need to get started. 

If you are unable to complete any of the steps in this guide or you have any questions please use the Submit a request button in the top right of this page to contact our team for help.

• Entering time
• Adding Staff
• Adding clients
• Adding projects
• Adding activities
• (Optional) Creating project templates
• (Optional) Using project templates

Entering time

Welcome to your Tempora Timesheet, at the moment you will have a basic set of data with just a few internal tasks. This guide will take you through the basics of entering time for these tasks. To add new clients/projects and activities please click here.

1. Click Add Task this will show the add task selection menu.
   
   
   
   
   
   
2. Select the Client, Project and Activity you are working on and click Add.
   Please note your level names may be different and you may have more or fewer dropdown boxes depending on your configuration. 
   
   
   
3. Enter the number of hours (to the nearest quarter hour) worked against the activity for each day of the week and click Save
   
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4. You can add a note to a time entry by clicking a time entry and clicking the Notes button on the far right.
   

   

5. Please enter your note for this item and click OK and then Save. Time entry records containing notes are highlighted in orange.
   

   

6. When you have reached or exceeded the minimum number of hours required for the whole week the weekly requirement box will turn from red to green. When you are happy with your timesheet and there are no changes to make click on the Post button to submit your timesheet. 
   

   

7. Unrequired activities can be removed by clicking on the Delete Unused activities are automatically removed after a number of weeks set by your Tempora administrator.

Your timesheet will automatically save every 15 minutes this can be adjusted by the Tempora administrator to be more or less frequent. Tempora recommends manually clicking save in the top left when you make a change for your own peace of mind.

Adding Staff

1. Click Admin > User Accounts > Staff > Add New.
   
   
   
   
   
   
   
   
2. Check that you have enough available licences for the accounts you would like to add. If you have reached your limit, please contact support@temporasoftware.com to arrange for your license limit to be increased.
   
   
   
   
   
3. Enter the new user’s First Name and Last Name.
   
   
   
   
   
4. The staff members user name will be automatically generated after the first name and last name have been entered and another field is selected. Staff can also login using their email address.
   
   
   
   
   
5. Enter the new staff member’s Email Address. The number of Hours Per Week that they normally work and the Joining Date. This is the date the staff member joined the company.
   
   
   
   
   
6. If you are using the Tempora Holiday addon you can set the staff members Annual Leave Entitlement for the year. This value should be set in days and half days. If you use Pro-rata rules to calculate holiday entitlement this field will not be displayed.
   
   
   
   
   
7. You can add additional information for this staff member by expanding the Advanced Information section. 
   
   
   
   
   
8. This section contains contains the following fields
   Office - The office the staff member should be assigned to
   Department - The department the staff member should be assigned to
   Job Title - The Job title the staff member should have assigned
   Hourly Cost Rate - The amount it costs to employ this staff member per hour
   Timesheet Start Date - The date you would like the staff member to record time from
   Activation Date  - The date the account will become active 
   
   The Timesheet Start Date and Activation Date will automatically be set to the same as the joining date.
   
   
   
   
   
9. Click save to create the staff member's account
   
   
   
   
   
10. A link will be automatically sent to the new staff member’s email address that will give them their Login Code and the ability to choose their password. They will then be able to log in and start using Tempora.
    
    
    
    
    

11. (Optional) For additional information on the fields, please expand all sections and click the help icon in the bottom right to activate the user Tour

    

Adding Clients

Adding clients in Tempora is easy. First, click the Admin > Timesheets > Clients > Add New. You are now at the adding client menu, please fill out the following sections.

1. Code – This is for Tempora’s internal use and we recommend the first 3 to 5 letters of the client name
   
   
2. Description – This is how the client name will appear in Tempora. Please note this is limited to 50 characters maximum.
   
   
3. Short Description – This description will be used in a few reports where the Standard description may be too long. Tempora will automatically add the description to this field when it is selected.
   

   

   We recommend adding projects and activities to a client but if you would like to assign time directly to the client please add a tick to the Time Entry Level Field.
   
   

4. (Optional) For additional information on the Template, Other Details and Filters sections, please expand all sections and click the help icon in the bottom right to activate the user tour.

   
5. Click Save to commit your changes.
   

   

Adding Projects

Adding Projects in Tempora is easy. First, click the Admin menu in the top left, now select Timesheets > Clients then click the client you would like to create a project for, now click Project > Add New. You are now at the adding project menu, please fill out the following sections.

1. Description – This is how the client name will appear in Tempora. Please note this is limited to 50 characters maximum.
2. Short Description – This description will be used in a few reports where the Standard description may be too long. Tempora will automatically add the description to this field when it is selected.
   
   We recommend adding activities to a project but if you would like to assign time directly to the project please add a tick to the Time Entry Level
   

   

   If you would like to add this project from a template please click here

3. (Optional) For additional information on the Template, Other Details and Filters sections, please expand all sections and click the help icon in the bottom right to activate the user tour.

   

4. Click Save to commit your changes.

   

Adding Activities

Adding Activities in Tempora is easy. First, click the Admin menu in the top left, now select Clients and click the client you would like to create a new activity for. Click Project and select the project you would like to add the activity to, now click Activity > Add New. You are now at the adding activity menu, please fill out the following sections.

1. Description – This is how the client name will appear in Tempora. Please note this is limited to 50 characters maximum.
   
   
2. Short Description – This description will be used in a few reports where the Standard description may be too long. Tempora will automatically add the description to this field when it is selected.
   
   
3. Please add a tick to the Time Entry Level
   

   

4. (Optional) For additional information on the Template, Other Details and Filters sections, please expand all sections and click the help icon in the bottom right to activate the user tour.

   
5. Click Save to commit your changes.
   

   

Creating Project Templates

Do you have a set of activities or projects that will be used for every Client? If so Tempora’s template feature will be invaluable to you. This guide will show you how to create a list of activities that can be used for every project. We will be using the examples below but please enter the activities most suited to your business.

Client meetings
Conference call
Travel
Paperwork Processing
Drafting report

1. First click Admin then Timesheets > Clients > [Templates] > Project > Add new
   
   Here we can add our templated Project. We will call ours [Project Template]. Please use the settings below
   

   

2. Description - [Project Template] This is the name of your Template
   
   
3. Short Description - Tempora will automatically add the description to this field when it is selected.
4. Expand the Template section
   
   
5. Usable as a template – This tick tells the system that this project can be used as a template.
   
   
6. Exclusively a template – This tick tells the system that this project can only be used as a template.
   

   

Now we have created our project Template we need to add our activities.

6. Click [Project Template] > Activity > Add New
   
   We will start with the Client meetings activity but your names may be different.
   
   
7. Enter the name of the activity in the Description and Short Description
   
   
8. Tick the Time Entry Level
   

   

9. Click Save
   
   Repeat this step for as many activities as you would like to add to this template.

Using Project Templates

Now we have created our template we can use it for any new projects we add to our clients. To add the project to a client please use the steps below

1. Click Admin > Timesheets > Clients > (Client name) > Project > Add New
   (If you have not created any clients please click here to see how)
   

   

   Now we can name our project and add our template. We have provided an example below but please use your own project names
   
   
2. Description – Project 1 This is the name of your Project
   
   
3. Short Description - This description will be used in a few reports where the Standard description may be too long. Tempora will automatically add the description to this field when it is selected.
   
   
4. Clone from Template – Expand the template selection and please select the template we created previously.
   (If your template is not shown please make sure the Usable as a template box is checked on the template you created)
   

   

5. Now click save.
   
   Your project should now be available on the left-hand To check your activities have been added please click (project name) then Activity and you will see these items have been added.
   

   

    

Please note:

• Adding a new Item to Admin > Timesheets > Client > [Templates] > [Project Template] > Activity > Add New Will be automatically added to every project using that template.
• Do not delete an activity from Admin > Timesheets > Client > [Templates] > [Project Template] > Activity as this will not remove it from the projects using this template. Please expire the item you wish to remove from the template.