This article explains how to set up Batch Input Time Registrations.

Set Vessel

To define a vessel for which you want to perform the setup, first log in to the Adonis Administrator Portal. When logged in, navigate to Configurations > General Settings:

Now, select a vessel on the left-hand side pane of the General settings window by:

• Using a scroll bar to search through the list.

• Entering a text in the search field to filter records.

Define Chains and Teams

You can set up various departments in which a team leader will manage time registration for a group of people based on the defined chain of approval levels. For more information on the chain of approval levels, see the https://adonishr.atlassian.net/wiki/spaces/KB/pages/4529422351.

To get started, navigate to Chain of Approval > Levels and create a hierarchical tree-structure in the Hours Registration section:

Open

Create Department

First, you need to create a department. For this, follow the steps below:

1. Right-click Hours Registration and select New Chain in the menu. The following dialog appears:
   
   

   Open

   

    

2. In the Chain dialog, enter the name of a new department.

3. Click Save to proceed.
   
   

As a result, a new department becomes available under the Hours Registration section:

Specify department approver

Now, specify an approver for the created department. For this, follow the steps below:

1. Under the Hours Registration section, right-click the newly created department and select New Approver in the menu. The Approver dialog then appears on the screen:
   
   

    

2. From the Position drop-down, select the position you want to assign to the department. Besides, you can provide an approver with the possibility to modify documents by selecting the Can modify document if approver/coordinator option.

    

3. Click Save to proceed.

As a result, an approver level is added to the tree-view structure of the chain levels:

Defining Team

To complete composing the chain of approval, define a team and add subordinates to it.

To create a team:

1. Right-click a newly added approver and select New Team from the menu. You will then see the Team dialog where you can specify the name of a new team:
   
   

    

2. Click Save to proceed.

As a result, a team level is added to the tree-view structure of the chain levels:

Adding Subordinates

To add a subordinate to the team:

1. Right-click an approver and select Add below > New Subordinate from the menu. You will then see the Member dialog:
   
   

2. From the Position drop-down, select the position you want to be part of the team. On selecting a position, you can enable the options below:
   Is Passive makes a position unavailable in the list of subordinates. The option is primarily used to avoid deleting levels in use. Otherwise, all linked documents will be lost.
   Is Coordinator sets the coordinator level in the chain of approval. Selecting the option enables the Can modify document if approver/coordinator option.
   Subordinate creating and submitting the document gives a subordinate permission to create and submit time registrations.
   Is Time clock only user specifies that a subordinate uses Time clock for time registrations.
   Can modify document if approver/coordinator (active only if the Is Coordinator option is enabled) provides a coordinator with the permission to modify time registrations.

3. Click Save to proceed.

As a result, the subordinate level is added to the tree-view structure of the chain levels

Set Access

Set Roles

You can define different roles as well as set permission levels for each role. To do this, in the Adonis Administrator Portal, navigate to Access Control > Roles:

To define user roles:

1. Click Add to make the Add/Edit Role dialog appear where you can define a role name:
   
   

    

2. Click Save to confirm the changes and add a new role.

On selecting a user role, you can set the permission levels. Within the Set Roles dialog, proceed as described below:

1. From the drop-down menu, select the user role for which you want to set permissions.

2. Click Time and Attendance to expand the list of submodules.

3. Next to Batch Input Time Registrations, select the permission level to be provided: Grant Access or Read Only.

Define User Groups

On defining the roles, you can now collect them into groups as well as assign crew members' positions to certain roles. To do this, first, navigate to Access Control > User Groups:

To create a user group:

1. Click Add located next to the User group drop-down menu:
   
   

    

2. Enter a user group name.

3. Click Save to proceed.

As a result, a new user group appears in the User Group drop-down menu.

Link Roles to User Groups

Now, specify the roles which you want to link to the created group. To do this:

1. Select a role from the Roles for User Group drop-down list:
   
   

    

   You can link one or more user roles to a single user group.
   
   

2. Click Save.

As a result, the roles list will be updated for the Team Leader user group.

Select Positions for User Groups

Now, in the Positions list, link the positions to the defined roles. To do this:

1. Select the position(s) that you want to link to the roles:
   
   

2. Click Save at the top of the Positions list.

As a result, the list of positions will be updated.

Assign Batch Entry Access

On configuring the departments and teams, you must now appoint a responsible person (team leader) with access rights to the batch registration for the created department(s) and/or team(s). To do this, navigate to Chain of Approval > Assign Batch Entry Access:

Within the Assign Batch Entry Access page, proceed as described below:

1. In the Positions on vessel drop-down, select the vessel for which you want to set the batch access.

2. In the Batch Entry Positions list, select the position of a person responsible for batch registrations.

3. Specify the department(s) and/or team(s) to which you want to assign the batch entry access.

4. Click Save to update the access to batch registrations.

For example, select Master in the Batch Entry Positions list and set access to all the available departments and teams by selecting all of them:

Under such a configuration, a master is appointed as a responsible person for managing time registrations through all the departments and teams.