Using Rates in Timekeeping

Timekeeping allows Users to set an unlimited number of Rates for different case types, records, accounts, and other Objects. 

The ability for a User to manage Rates is permission based. Administrators will need to enable Users to create, edit, and delete Rates. For more information on this process, read this article.

Adding Rates

Users can access their Rates from the Time Tracking app. Additionally, Admins can manage Rates in the settings tab of the app. Here they can see everyone's Rates, as opposed to a standard user who can only see their own.

  1. Search the App Finder for Time Tracking and click it.
  2. Within the Time Tracking view, click the Time Tracking tab. 
  3. Click Manage Profile.
  4. Scroll down to Rates.
  5. Click the Add Rate button to create a new Rate.

  6. Enter information for your new Rate in the window that appears. 
    • The Rate Name and Rate (value) fields are required.
      Screen_Shot_2021-05-05_at_9.01.07_AM.png
  7. Click Save.

Time Entries will use what the Rate amount based on when the Time Entry is created. So if a Rate amount changes after a Time Entry is made, the original amount won't change on Time Entries where it has already been assigned. 

Associating a Rate with a Record

Rates can be associated with any of the Objects a Time Entry can be associated with, including (but not limited to) Accounts and Matters. 

  1. To associate an existing Rate with a Record, first click the Rate you wish to edit.
    • You can also click the pencil icon next to the Rate.
    • This will cause a summary panel to appear.

  2. Within the detail panel, scroll down to the Related To field and click into it.
  3. Click the Record name.
    Screen_Shot_2021-05-05_at_9.02.31_AM.png
  4. Click Save.

Active vs. Inactive Rates

Rates can be set as Active or Inactive as needed. You can view which Rates are Active vs Inactive using the tabs under Rates. To deactivate a Rate, click on it and click the Deactivate button. Note that you will need to be part of the Manage Rates permission set to make this change. 

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Additionally, they can be designated specific start and end dates. 

New Rates will automatically be set as Active unless the Start Date has not yet occurred.

Default Rates

Set a Rate as Default to have it auto-populate whenever a Timer is started or a new Time Entry is created. 

  1. Check the checkbox for Default when creating a new Rate to set it as the default.
  2. If a User doesn't have a default Rate, they will see this banner in the Rates section of Manage Profile.

Managing Rates

Rates can be edited, deactivated, or deleted at any time after they are created. 

Editing Rates

To edit a Rate:

  1. Click the Pencil Icon.
    • This will trigger an edit panel to slide out.

  2. Make the necessary edits.
  3. Click Save.

Deleting Rates

Both Active and Inactive Rates can be deleted at any time. In either case, do the following if you wish to delete a Rate:

  1. Click the Rate name.
    • This will cause the details panel to slide out.
  2. Click the delete (trashcan) icon.

  3. Click Confirm.

Applied Rate Amount

As of Timekeeping v3, Time Entries now have a separate field to capture what the Rate Amount was when the Time Entry was created. This change was made to ensure that Rate Amounts are not retroactively updated on older Time Entries in the event that a Rate changes over time. 

To help facilitate this change, we will be applying all existing Rate Amounts to the applied_rate_amount field for the initial value setting of the new field. Since Rates are now set at inception, if users run into situations where the applied_rate_amount does need to change, they can intentionally update the applied_rate_amount field using the following flow:

  1. Locate the Time Entry in question whose Rate Amount appears incorrect.
  2. Edit the Rate Amount on the Time Entry so that it is correct. 
  3. Reassign the Rate value.
  4. This will trigger the update and update the Rate Value on the Time Entry. 

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