User settings

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User settings

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Click on "Add new user" in order to create a new user for your Xpert-Timer system. If you double click a user name in the user management you also open the user properties.

hand_point2If you double click on a user in your User Administration dialog this window will open. The easiest way to add new users to your Xpert-Timer system is to start Xpert-Timer from their computer. The program will notice, that the user does not exist in the database and will add it automatically. Xpert-Timer uses the Windows Login by default. All new users will be granted the Basic Access Level. Only the first user added to the database will be granted the Administrator level. Make sure you assign the correct Access levels to the users.

In case you have retired employees, that don't work for the company any more, you can deactivate the user unchecking the "Active" box.

There are three different login options in Xpert-Timer


This is the standard user, logging into the Xpert-Timer system.

No Login user

This user will never log into the Xpert-Timer system. This user is for administration only, for example external employees that hand over their working ours, but never use the system to track their time, due to critical information that should stay in the company.

Only Android

These users only use their Android mobile device to track time and synchronize it to the main database. They never use the Windows system.


Additional settings


Main workgroup

If you have activated the workgroup settings (using our administration program XTAdmin), you have to add every single user to a certain main workgroup. If the user creates a new project, the project will be automatically added to this workgroup.


In case you use the email functions in Xpert-Timer, make sure to enter a valid email address here. This way you can send reports or emails by simply hitting a button in Xpert-Timer. It's even easier if the receiver of the email is always the same address. Add this standard address and all reports will automatically be sent to this address. For example right click on a project and choose "Send status report by email"


Please read the chapter "Security level" for further information to this setting.


Use the billing settings in your user dialog in order to calculate the costs for projects based on these entries. The price per unit will be used for the calculation of the cost per project, while the Price per unit (billable) will be used to calculate the price for the project. In Xpert-Timer you can either have a project that uses one single project based price. You can set this price in the project settings. Or you have a team working on the project and every team member needs to use his own price for the projects, then you need to set the project settings to "Price per user". Then the user settings are pulled for the calculation.


The working hours per day are used for the calculation of overtime. Overtime is only displayed on a report, but has no further functionality. Also, in the time bar you can see your current working hours. As soon as the total hours exceed your working hours per day, the sum will be displayed in a red font.

Please note, that Xpert-Timer does not include an overtime manager, so you'll only get your overtime hours displayed, but you cannot manage them in any way.

The planned hours per day are used to calculate the end time of a project if you enter a start time. The finish date will be automatically calculated based on the estimated time needed. The working hours per day are also for the calculation of the finish date.

Tab "Work groups"

If you are planning on controlling the visibility of your projects and clients using workgroups, you have to activate the workgroup option in XTAdmin. Please read the chapter "Workgroups" in order to get more information.

In this workgroup tab you can assign users to certain workgroups. Just check the box the user should be assigned to. Please note, that the user will only see the clients and projects that are also assigned to this workgroup.


Tab "Access levels"

Assign the user to an access level here. Those access right groups are created in the user manager This way you can have your manager see more projects and details in Xpert-Timer compared to a standard user. You should always only assign one Access level to the user, otherwise the level with less access rights will be used.


Tab "Times total"

Times total shows how may hours the user has worked. There are multiple filters and grouping options available. The price is calculated on base of the entry in the "User" tab. You can print this report by right clicking or hitting the button "Print". Remember, all columns are printed the way you see them. If you want to hide certain columns, right click on the column header.


Tab "Reports"

Use this tab to get an overview of the check-in and check-out times of a certain user. You can choose between different views. The monthly overview and the check-in/check-out. Please note that Xpert-Timer doesn't know any holidays or weekends. Every day is a working day for Xpert-Timer. You cannot manage any overtime, sick time or holidays. Those reports are only for a rough overview of the tracked time.


Tab "Additional modules"

In this tab you can assign special modules to your user. This might be the CTI-Module, the Outlook module or the synchronization.

If you want to activate the Syncronization, please read the chapter: Activate Sychronization


Tab "Projects"

Use the tab "Projects" to get an overview of the assigned projects to the user. Here you can double check, if the correct projects were assigned.