Allfred’s user management feature allows you to customize and manage all essential settings for each user. By clicking on a user’s name, you can open a modal where you can configure personal settings, planning and utilization options, and internal hourly rates. Here’s a detailed guide on how to manage these settings effectively.
1. Personal Settings
Available for: team leaders, managing directors, CFOs, Admins
In the Personal Settings section, you can manage basic user information and roles. Each field serves a specific purpose:
First Name / Last Name: The user’s full name.
Codename: A unique nickname used in various parts of Allfred.
Email: The user’s primary contact email.
Phone: The user’s phone number for quick communication.
Note: A field to specify additional information about the user, such as part-time status, freelance arrangements, etc.
Team: The team the user is assigned to within the agency.
Position: The user’s role or job title within the team.
Role (Permission): Defines the user’s access level and permissions within Allfred.
After entering or editing these details, click on Update to save the changes.
2. Planning & Utilization
Available for: team leaders, managing directors, CFOs, Admins
The Planning & Utilization section allows you to control how the user is involved in resource planning and utilization tracking.
Setting Up Planning and Utilization:
Visibility in Planning:
Check the checkbox "Show user in planning" if you want the user to be available for resource planning.
Color Assignment:
Set a color for the user. This color will be used in the calendar to represent all capacity allocations by this user.
Daily Capacity in Planning:
Specify the Date Range: Enter the start and end dates for this planning period.
User Status: Choose whether the user is active or deactivated. Deactivated users cannot log in.
Planning Range: Select from three options:
Work Week (5 days): Capacity is planned over a standard 5-day workweek.
Whole Week (7 days): Capacity is planned across the full 7-day week.
Custom: Customize the daily capacity for each day of the week.
If you select Custom, click the Edit button to adjust the user’s daily capacity for each day of the week, then click "Apply."
Utilization Visibility:
Set whether the user should be visible in utilization reports.
Adding New Planning Periods:
To set a new planning period, click the +Add button, specify the date range, and enter the new capacity settings.
Remember to click Update to save all changes.
3. Internal Hourly Rate
Available for: managing directors, CFOs, Admins
The Internal Hourly Rate is used for calculating agency profits based on the user’s work. It includes all costs associated with the user, including overheads.
How to Set Internal Hourly Rates:
Navigate to the User Section: Click on the user’s name to open the settings modal.
Select Internal Hourly Rates: Choose this option from the left menu.
Specify the Date Range: Enter the start and end dates for the hourly rate period.
Set the Internal Hourly Rate: Input the hourly rate amount for the specified period.
Add New Rate: If needed, click on the +Add button to specify a new hourly rate for a different time period.
The "To" field doesn’t need to be specified if the rate is ongoing.
To insert a new rate between existing ones, click on the "+" button on the right side between the rows.
Update Settings: Once all rates are entered, click Update to save the changes.