Hi, and welcome to SaveTrees Online Timesheets

my name's James, I'm one of the co-founders

and in this video I'm going to give you a very quick overview of the system

so that you can see what it's like to add a contractor and what it's like for the contractor to receive the invite, sign up, submit their first time sheet

and then we'll go back into the admin view

have a look at those timesheets and I'll show you a couple of other bits and pieces along the way

it is going to be brief, we're just going to skip over a few bits

so if you want to see it in more detail, then click a link somewhere around this video, there'll be a book a demo link

and what you can do is book in

and we will look at the system from the perspective of a contractor and then an authoriser, and then as you, the admin

and we'll brand it up as if it's your own agency

and you'll see it in a, a real world scenario, as close to your, setup as it would be.

for now though, let's login

so let's jump over here to the login page

as you can see, it is all branded up to the look of this, company that I've made up, Wood Recruitment

so, we'll login here

not only do we apply this branding to the login page

you'll see here it's applied to the dashboard, but it's also applied to the system generated emails that go out to your contractors, line managers at your clients, etc etc...

we really do apply that branding everywhere that we can

so that it makes the best impression of your agency to the people who deal with you

so let's jump over to the timesheets here

just to view the overall timesheets, there are four here, where two have been accepted

you can submit timesheets on behalf of contractors, if you wish

you can also authorise them

you can see those here

but before we go into what a detail view looks like, let's go and add a contractor

doing this is really simple

basically everything hangs off a contract and all we require for that is; who is the company

if they're not already on your, client list, you can just add a new one

it's just a name that's required there, and then that populates there

we give the contract a name

that could be, the contractor's name if, you are setting them up on a one-to-one basis, one contract to one contractor

but if you've got multiple contractors going on each contract

then you might call it a job title

you might call it a department name

or maybe even a geographical location

it's really whatever works for you and your agency

so we give that a name and then we could click create contract

that creates it, and it takes you into the detail view

so here's one I made earlier, as they say

so there's a contract detail, and I've already added Holly and Tim to this contract

but let's say we want to add another contractor

so first off, we look and see if they're in a list

if they're not, we can just add them on the fly

and all we need is a full name and email address so it's really quick to add them

you click add user, but we've already got this user in the system

so it is gonna be Connie on this contract

and the primary authoriser is Sonny, because Sonny is already authorising for Holly and Tim

so the system kind of guesses that to save you a little bit of time

if you wanted to change it though, you could change it to anyone else

and again, you can add a new user if they're not already in

you can add other authorisers as well if you want someone else to be able to accept

if Sunny is away, for example

you can also make this primary authoriser yourself if needs be, for whatever reason

then you put in a start date

so let's say they started on Wednesday, the 4th of January

and you can change anything else

so this person is by default on a day rate, but if you wanted to make it hourly, you can do

you do set this up at a contract level, and then it filters down every time you add a contractor

but if one particular contractor is on hourly instead of daily then you can just change it for each, as you go

you can also make it a monthly time sheet instead of weekly or whatever works for you

and then you can add in a payroll number if you have one or not

the basics of this are all that's required is:

who's the contractor

who's going to authorise it

and what's the start date

also, if you have an end date, you can put that in otherwise it's just considered ongoing

so we click invite users

and then an invite will go out from the system and we'll have a look at that now

so what this email looks like is this

Dear Connie Fer, James Warrack has invited you to start submitting timesheets for the Admin Team contract with IT Co ltd

through the Wood Recruitment timesheet system

to complete your signup, please click below to set your password and log into the system

so let's do that

we'll do it incognito so we don't need to log out of the other browser

we'll just put a password in here, accept the terms, set the password

and then it takes you straight into the dashboard and they click submit my first time sheet so it's all really intuitive and straightforward

now let's set the, first week

you can see we can't go back to December here because they didn't start until the fourth

so let's select the second

and because they didn't start until the fourth, we've hidden the Monday and Tuesday

that's to prevent any erroneous data from being entered

this contractor was set up to be on a day rate, so it's done in quarter days

so let's say they did a half day on a Saturday and took the Friday off for whatever reason

they could put a note in as to why they took that time off

and then they send that for authoriser authorisation

let's add another time sheet for the following week

there we go

and it's Monday to Sunday as you'd expect

you can, by the way, change that so that it's week beginning on a Saturday or week ending on a Sunday

whatever configuration you have, the system can cope with that

send that for authorisation

now let's have a look at the time sheet detail

there you go, so that's what it looks like

we've got all of the details at the top

the actual hours or days worked in the middle

and the audit trail at the bottom

and by the way, when you submit a time sheet, it can be done either in day rates or hourly rates

because you set up, as the admin, this contractor to be on a day rate

they can see this sort of view

if it's an hourly rate, it would have a start time, end time, break time

so you can change that again on a per contractor basis

now, if we go back to the admin view

here, we go to the timesheets

there we go

so we've got Connie Fer's two timesheets there

we can download this as an Excel and it'll download everything in this view and you can filter that however you want

and if you need to, for whatever reason

authorise a timesheet for someone else, just click accept

there you go, that's done

if you need to send a reminder to the line manager

just hover over that circular arrow

click that, there you go

the system has reminded their line manager that that timesheet needs accepting

so one last thing, I'll just show you what the branding looks like

if we go down here to settings, click on branding

and as you can see, you've got a rectangular logo and a a square logo

so we apply this anywhere that we have room

so as you can see, if it's on a mobile device or you want to collapse a window, we use the square version

we also apply it to the favicon up here

we apply it to the login page and these are applied to the emails as well and the PDFs

here you can change the header colour

I'll just open this up and you can make this any colour that you want under the sun

whatever works for your agency down to the, specific hex code

and the secondary main here is the left-hand menu and it's applied in a few other parts of the system

I'll just refresh this because it looks pretty terrible right now and it won't have saved

so there we go, we're back to it

and you can obviously change the text colour that's

on top of that primary and secondary colour too

you also get given a unique URL for your agency and you can apply this to your website

so if you say timesheets, and you make that a link

then when someone clicks that, they go through to your branded system

so it's a nice consistent branded feel to it, and it keeps everything, very smart looking

so there you have it that's the system

very brief overview there

as I say, if you want more detail, if you like what you've seen, then book a demo

that'll probably be with myself and I'll answer any questions as we go

thank you