Use the Employees back office application to manage employees.

All users who work for your company—​both employees and contractors—​are considered employees in VOGSY. You can populate your account teams and project teams with employees, as well as add them to your deliverables and resource planning.

You can assign an employee one or more roles.

You can also configure their working hours, rates, billability percentages, and department membership.

This topic explains how.

Create an employee

By default, all users of your Google Workspace domain have access to VOGSY.

The User management back office settings page lets you deny access to VOGSY to your Google Workspace domain users who are not active employees.

There are two ways to create an employee:

  • From the back office

  • Automatically: VOGSY will create the record when a user without an active Employee record logs into VOGSY for the first time. This newly created employee will be assigned the Professional role.

    After a user logs in for the first time, someone with the Support staff role should open the new user’s Employee record and fill it out. Be sure to fill out the Companie/department, Rates, Working hours, and Billability percentages sections so that the employee’s hours can be submitted and approved.

Create an employee from the back office

To access the back office you must have the Support Staff role.

To create an employee from the back office, do the following:

  1. Click the plus thick Add menu item and then select Add employee.

  2. Fill out the New Employee form and then click Save.


setup employee main settings v3

number one

Basic settings. In the top section of the right panel the basic setting of the employee can be set:

  • Name and contact information: This information is displayed on the employee’s Person card. Also, this information displays on a profile card when you tap on the employee’s avatar:

    employee contact info v2
  • User type: Corresponds to VOGSY’s' three license categories.

  • Can manage timesheets for other users: Select this checkbox if you want to review employee timesheets for approval.

  • Roles: Determines what permissions are available to the employee. An employee can have more than one role.

  • Absence hours approver: You can select one of the following options:

    • No approval: When absence hours are submitted, no approval is needed and hours are processed as approved.

    • Approval by employee manager: When this option is selected, the Manager field appears, allowing you to select the employee’s approval manager.

    • Approval by department manager: The manager of the department to which the employee belongs needs to approve submitted absence hours.

  • Prefill timesheet with planned hours: Select this checkbox if you want VOGSY to update your timesheet with the hours from planning.

  • Activities: Select the activities that the employee is qualified to perform. When you are planning resources and looking for someone capable of performing a particular activity, VOGSY will suggest a list of qualified employees based on their entries in this field and the Skill level field.

  • Skill level: Allow you to filter employees based on the amount of experience they have. Like activities, skill levels are also used by VOGSY to suggest a list of qualified resources when planning project activities.

  • Direct deposit information: Enter the IBAN number and BIC code of the employee’s bank.

number two

Companies/departments. In this section you can configure to which department the employee belongs over a specified period of time.

The department of the employee is used for planning resources and for monitoring the department’s performance (billability). It is also used for processing project costs for spent hours.

number three

Rates. You can specify the sales and cost rates for each employee. You must enter a start date but an end date is optional.

The cost rate is used for calculating project costs. When time entries are approved: the actual costs are calculated using the cost rate of the employee and are allocated to the project.

The sales rate is used for calculating the target of billable hours in monetary values.

number four

Working hours. Here you specify the number of working hours for each day for a reporting period.

Working hours are used in the following manner for resource planning:

  • VOGSY calculates an employees availability for each day, based on their working hours and any other scheduled activities.

  • When the employee is allocated an activity on a project, the hours are automatically planned using a daily pattern. The day pattern is by default set, by the current working hours.

    For example: if there are no working hours on Friday, Friday will not be selected in the day pattern.

number five

Billability percentages. In this section, you specify the percentage of working hours for which the employee should be billable.

The billability percentage is used for monitoring and reporting the billability per employee and the billiabilty per department.