Users
In addition to basic user data, Navigo allows you to set a number of parameters that will facilitate the management of the company and the organization of company processes. For each user, you can monitor their current status, set changes for the future and track their development within the company. Navigo can therefore function partly as a HR system.
For example, you can set the time or organizational unit to which the user belongs, you can specify the utilization or hourly rate. You can also specify a user’s membership in a rights group.
Each of these settings will then be automatically used in other Navigo tools to generate data relevant to project and business project. The information entered for each user saves you from repeatedly overwriting the data, this data is automatically reflected in the entire Navigo, for example, the user’s hours are written into the capacity plan.
Contents
Users are the alpha and omega in the whole use of Navigo. Users allow you to keep up-to-date information about individual employees, and you can set up and track changes for each user throughout their time with the company.
The user’s settings and the data that each individual user enters are then reflected in all the projects that the user has worked on. Users can be added to Navigo by another user who has permission to do so in Navigo.
Who is the user
A user is any person you want to keep within your company in Navigo. These can be both rank-and-file employees, managers, HR department employees and economic employees. The user can also be an external person to whom you need to grant access to certain information. For example, an employee of the accounting firm that processes your invoices or, in some cases, a subcontractor who works closely with you.
In Navig, you can record current work information about each user that is important to you, set up changes for the future, and track their progress (i.e. history and development) in the company. In this sense, Navigo also functions partly as a HR system.
User and Navigo price
The payment for using Navigo is based on the number of users. Payable per user and month in which the user has posted more than one hour, had more than one statement, or has been active in the account status for at least five days. You can change the number of users at any time, there is no need to report to us or deal with license extension. Simply add another user and payment for that user will automatically appear on your next invoice. If the user is just joining, you will only pay for them from the date of joining, even if their account status is already active. Similarly, if you put a user in a Terminated or Suspended account status in the Procedure, you will only pay until the end of the month that their Navig status was active.
User rights
The ability to view and manage users is limited by the rights granted by the competent person in your company. To manage users, you can set the following rights: system – can change user rights, work type catalogue and basic settings; system – can see user progress; system – can edit user progress. So if you can’t see some of the information that you should see, you need to adjust the settings for the rights mentioned above.
List of users
The user list can be accessed via the settings cog. In this list, you will find an alphabetical list of users under your company and you can also add new users from this list.
All users, regardless of their assigned rights, can see their name, username, work relationship type, status, own number, email, organizational unit, position and workplace in the list. This page can thus serve as a directory of internal contacts. Users with higher privileges, which include user management, can see additional fields in the list.
In the user list, you can filter based on their status, i.e., view all users or only those who are new, active, suspended, or terminated. You can also search for users by text input, view them by user group, organizational unit, or category.
Clicking on a user’s name will take you to their overview, and you can then use the context menu to take quick actions, get to individual user tabs, change a password, send an invitation, or quickly disable logins or delete users via Advanced. The option to send an invitation, disable a user from logging in, or delete a user is also displayed in the context menu for each specific user.
The list of users can be exported to an Excel file.
You can export in two variants – the basic export provides general information about users, while the more detailed export also exports sensitive data such as hourly rate, utilization or performance coefficient.
Create a user
To create a user, use the cogwheel to access the User List and click on the + sign. This will take you to the Detail and Preferences tab, where you will create the user’s basic profile.
Since Navigo will then work with the entered parameters in all calculations and graphics, it is important to enter the data as it is actually used in your company.
Detail and preferences
In the Detail and Preferences tab, you will have an overview of the user’s basic data, their profile settings in the company and the current status of their Navig account. Here you record data such as e.g. first name, last name, username, contacts, workplace or holiday entitlement, preferred type of work, user interface currency, system language, etc. This is data that you are only interested in in its current form, you do not need to know its history.
You also fill in the first user progress record in the user detail. This includes the date of hire, his Navigo account balance, hourly rate, utilization, per diem, public holidays organizational unit, position, and performance factor. Next, you enter the category and we can create a custom field for you on request.
You can assign any username to the user (we recommend to give usernames a uniform format, ideally you should use email as the username, so you can easily derive the username). Next, fill in your first name last name, and if you use it, your own number.
It is very important to provide an email and phone number for each user. This information is used to send the password to the new user and to facilitate communication in case the user needs our support.
For each user, you can fill in the number of days the user is entitled to holiday in the current year. By planning and selecting Absences during the year, you can then see in the user’s header how much leave they have already taken, plan to take and how much is left. Both the user and the supervisors who approve the absence have an overview of how much the user can still use.
You must always manually update your holiday record at the start of the new year. Similarly, you need to adjust it when you make other changes, for example when the user’s hours change, an employee leaves, etc. Remaining leave in Navigo does not automatically carry over to the following year. However, you will always see the previous year’s holiday figure.
You can upload a user’s profile photo in preferences, which you can then see in the User List and also in their profile. In the preferences you can also choose the language, currency that the user will see in the user interface and in which Navigo will display and export everything. You can also set the format for the date and other numeric data.
You can also assign the user the type of work he or she does most often in the company. This is then pre-populated when reporting work.
If you have the ability to invoice or receive invoices to different ID numbers within your company, you can choose which number the user will issue or receive invoices from most often.
Category
You can also assign categories to all users, more about categories here.
Custom fields
If you need, we can also create a custom field for you to keep individual entries for each user.
User procedure
User progression is one of the important benefits that Navigo brings to you. With progress records, you can see the history of every user in your company. Therefore, you will find the User Procedure as a separate tab. Only the first user progress record is entered when you create a new user in the Detail and Preferences tab, then you always enter it in the Progress tab, and only the current status is always displayed in the Detail.
In User Progress, you can enter the current user parameters, plan future changes, monitor the user’s history, and modify the user parameters retroactively. Although each entry in the User Progress allows you to edit the record via the context menu, we recommend that you do not overwrite this information, but always create a new progress record so that you can keep track of the user’s history.
Saving a record is done in two phases. First, confirm the change to the Procedure item with the Pre-save button, and then use the button above to save the entire procedure. Without a final save, you will lose the changes.
Date
This field is used to specify the date from which the change is to take effect. For the first entry in the progress record, the date is given as the start date.
You can base the user ahead and set the start date. The user cannot log in before this date. If this is enabled in System Settings, Navigo will send an email to the user on that day with login credentials (they must have filled in the email, the mailbox must exist, and they must not have login disabled).
The date setting allows you to enter changes for the future. For example, if you know that a user’s hours, hourly rate or organizational unit will change, you can enter the change in advance. Then you don’t have to think about it on the day it’s due to start.
Similarly, if you know the user will be leaving, you can enter the status change in advance. Navigo will automatically log the user out on the effective date of the change, which is also the end of payment for the user.
You can also enter change dates backwards, but always bear in mind that these additional changes may affect some other entries.
User status
For the user status, you can choose between active, terminated and suspended.
Active state
The active state is the normal state of the user who has access to Navigo. Thus, he is not barred from logging in and at the same time the date of his entry has passed. So if the start date is scheduled for the future, they are not yet active users. It is the accounts in active status that determine the amount of the monthly Navigo rental payment.
Completed state
A terminated status means that users do not have access to Navigo and are therefore not charged. A user in a terminated state is displayed in Navigo for all items he was involved in during his work (his allocations, projects, reports, etc.), but he can no longer be assigned new items and is not displayed for some functions (e.g. capacity plan).
Interrupted state
Status interruption will serve you well for users who are absent for a long time but are likely to return to the company in the future. For example, maternity leave, long-term illness, sabbatical, etc. A user in a suspended state is displayed in the same way as a terminated user and cannot be assigned new items.
They can log in
After saving basic information about the user, not only the user’s status appears in the user header, but also the Can log in item. It is directly dependent on the user’s status. The green check mark (user can log in) appears only in the active state. If you want to prevent a user from logging in, disable logging in the context menu in the user header or in the User List. You can use this option in situations where, for example, an employee has a continuing employment relationship but there have been disagreements and the employee may cause damage to the company. The login disablement marked with a red cross always appears in the account status suspended or terminated. For these states, its login option cannot be changed from the context menu, but it is always necessary to change its state to active in the Procedure.
Deleted user
In addition to these three statuses, users can also be “deleted” via the context menu in the User List or through the context menu in the user’s header. Only use this feature if you have created a user by mistake and they have not yet logged in and have no items (allocations, projects, etc.) assigned. Otherwise, the cancellation cannot be made. This operation is irreversible.
Hourly rate
The hourly rate is very important for a realistic overview of your company’s costs. When entering it, you have the following options:
If you use the same overhead rate for all users, set it in the Nav under the cogwheel under Overhead rate (hourly is entered). You then enter the user’s super gross hourly wage in the Hourly rate field. When reporting the work, the hourly rate and overhead rate are added together and the result corresponds to the real cost of the company.
If you have a different overhead rate for different users, do not set the overhead rate in Navigo. Instead, enter the sum of the super gross hourly wage and the hourly overhead rate corresponding to the specific user in the Hourly Rate field.
Reverse user changes
The user procedure also allows you to change the data to the past. However, it must always be taken into account that some changes will affect projects for which the employee has reported work. These are retroactive changes to hourly rates, currency and organizational unit. The user sees warnings about which projects are affected by the changes and is advised to discuss them with project managers or other responsible persons. In case of a change in hourly rate and currency, the adjustment can only be made two months back. This does not apply to the situation where the employee has reported on a fixed price type of work or not reported at all, then changes can be made without restriction. Changes in the hourly rate affect the financial status of the project, changes in the organizational units affect the proportional distribution of finances. We therefore recommend that you only make changes to these parameters in the past if you have a good reason to do so. For example, you forgot to set a changed hourly rate, etc.
If you need to change your hourly rate retrospectively, but have already exceeded two months, you cannot make the change yourself and must contact us.
Other user entries can be edited retrospectively without risk of affecting project results.
In order to track the actual progress of a user in your business, it is always better to enter new entries in Progress than to edit entries in the past. This allows you to see the history of individual modifications and changes as they actually happened over time. Retroactive changes distort this reality.
Membership in groups
With Group Membership, you can specify the groups of rights to which a user is assigned in Navigo. Read more about rights settings here.
User Overview
In the user overview, we see the user’s “business card” and basic data such as organizational unit, position, workplace, phone and email contact.
Change password
Under the Change Password tab, you can change your password and find recommendations for creating a secure password.
Attachments
Navigo allows you to add attachments to each user, such as an employment contract or other documents. The attachment can be attached both in the User List and in the header of an individual user.