Klynke Admin Guide
This guide provides step-by-step instructions to help you perform all administrative functions in your Klynke Time Management cloud instance. As a Klynke administrator, you can create, modify, and disable user accounts with ease.
Getting Started
Before proceeding, ensure you have followed the instructions in the Getting Started Guide to obtain and install Klynke.
Navigating the Guide with the In-Page Menu
Use the In-Page Menu to navigate quickly between sections of this guide. Simply click on a menu item to jump directly to detailed instructions for that section. The menu includes the following sections:
Adding a New User to Klynke
The first user to log in to the Klynke application (app.klynke.com) is automatically designated as the Klynke Administrator.
As the Klynke Administrator, you can add or remove users by selecting the License tab from the navigation menu on the left-hand side.
If you require additional user licenses, refer to the "Add or Remove User Licenses" section for further instructions.
Tip: It’s a best practice to assign multiple administrators to ensure smooth operations and avoid access issues.
Configuration
The Configuration tab allows administrators to customize Klynke to meet the unique needs of their organization. Key configuration options include:
1. Billing Codes and Task Type Classifications
Add billing codes and task type classification codes for time tracking in My Work.
2. Customizing Date Format
Adjust the date format to match local preferences, such as Day/Month/Year or Month/Day/Year.
3. Setting the Starting Day of the Week
Select whether the week starts on Monday or Sunday to align with organizational preferences.
4. Customizing My Work Calendar Entries
Select specific fields to display in users' My Work Calendar, tailoring it to your team's needs.
5. Specifying Required Fields
Define mandatory fields for time tracking to ensure accurate and complete data capture.
6. Time Registration Closure
Control the timeframe for time entry to ensure consistent and accurate tracking of work hours.
Time Registration Closure Options:
• The default setting, "Never", allows unrestricted time entries for any date.
• Adjust this setting via the dropdown menu to restrict time entries to a specified number of days after the month-end.
7. Enabling the Approval Process
By default, the approval process is disabled. To enable it, select the corresponding checkbox in the Approval Process section. Detailed instructions for managing the approval process can be found in the section below: Approval Process.
8. Timesheet Options
Choose between a standard timesheet or a fully customizable one to suit your organization’s requirements. Detailed customization instructions can be found in the section below: Timesheet Customization
9. Time Zone Settings
Select between single or multiple time zone options based on your team’s needs. To ensure consistency, verify the SharePoint time zone settings by clicking the Verify Time Zone button and making adjustments if necessary.
User Licenses - Adding or Removing
To manage user licenses in Klynke Time Management, follow these steps:
1. Go to the Microsoft 365 Admin Center and sign in using your Microsoft Work or School account.
.Microsoft 365 Admin Center
2. Navigate to Billing → Your Products.
3. Under Apps, locate and select Klynke Time Management to purchase or remove licenses as needed.
Roles and Permissions
Klynke allows you to assign specific roles to control user access based on their responsibilities within your organization. Assigning roles ensures that users have the appropriate level of access and authority. Below are the available roles in Klynke and their associated permissions:
1. Klynke Administrator
• Full access to the entire system.
• Can add/remove users and edit all data.
2. Team Owner
• Can view all projects assigned with their team.
• Has access to all data entered by team members.
3. Project Owner
• Can access and view all data related to their specific project.
4. Project Manager
• Similar to the Project Owner, with access to view all project-related data.
Understanding and assigning roles effectively in Klynke Time Management enhances team collaboration while maintaining security and operational efficiency. For additional assistance or detailed role information, refer to our support resources or contact the support team.
Timesheet Customization
Users should contact their Klynke Administrator to customize the timesheet based on their preferences or organizational agreements.
To assist administrators with configuring the timesheet, click the button below to access the PDF instructions:
Approval Process
The Approval Process in Klynke offers five levels of review to manage employee work hour tracking effectively. Each level is designed for specific approvers, ensuring a structured and thorough review process. This hierarchical system enhances accuracy and accountability.
Note: The approval process is turned off by default. Follow the steps below to enable and manage it.
Approval Levels and Workflow
The approval process progresses through five levels, each representing an increasing degree of authority and responsibility. Higher-level approvers can review and approve entries from lower levels, providing a comprehensive review structure.
Key Features of the Approval Process
1. Recall and Editing
Users can recall their time entries if they have not yet been approved by a higher-level approver. This feature allows users to make corrections or adjustments before final approval.
2. Overwriting and Locking
When a higher-level approver reviews and approves time entries, their approval overwrites the lower levels and locks the entries. Locked entries can no longer be edited by the employee, ensuring data consistency.
3. Final Approval
At Level 5, the highest level of approval, time entries are completely locked and no further changes can be made. This marks the completion of the approval process and finalizes all time entries.
Five Levels of Approval
The approval hierarchy in Klynke ensures a clear chain of responsibility, with increasing authority at each level:
Five levels of approval for work hour tracking:
Level 5: Administrator Approval - The highest level of approval.
Level 4: Team Owner Approval - Approves for their team and all team projects.
Level 3: Project Owner Approval - Approves time entries for their own projects.
Level 2: Project Manager Approval - Approves for the projects they manage.
Level 1: Self-Approval - Users approve their own time entries.
Managing the Approval Process
Enabling the Approval Process
To enable the approval process, (disabled by default), follow these steps:
Navigate to the Configure Tab:
- Open the main menu on the left side of the screen.
- Click on the Configure tab.
Access the My Work Settings:
- Scroll to the bottom of the My Work tab.
- Locate the checkbox labelled Enable approval process.
- Check this box to enable the approval process.
- To disable it, simply uncheck the checkbox.
Using the Approval Process
Once the approval process is enabled:
• A button labeled Open Approval Process will appear in the Timesheet Data section under the Timesheet tab.
• Users can click this button to initiate the approval process and approve their time entries.
Need Assistance?
If you have any questions or need help, please don’t hesitate to contact us. We’re here to support you!