Active Collab & Time Recording

When you join you will be invited to join Activ Collab which is the system we use to record time and expenses relating to client and internal work.

Please feel free to download the app too, which may be easier to use on the move or day to day.

You will be given access to the 'projects' (aka clients) that you are working with.

Please see click here for the Activ Collab Online Help and below some basic best practice that you are required to follow and instructions on how we use the system:

Best Practice

  • Time should be logged on a daily basis to ensure accuracy and real time information.
  • Please check for spelling / accuracy of information, as this will be visible to the client.
  • Time spent for an initial consultation or handing over to a new with a new client should be logged in the client’s project but noted as unbilled.

 

Configure your Profile

  • Upload photo (same as one used on the website for consistency)
  • Enter full name and company email address
  • Update time and date format as required.

 

How to Log time for clients

  1. Select the relevant ‘Project’ (client)
  2. Select ‘Time’ tab
  3. Select green button ‘+ New Time Record’
  4. Enter time & description of task in as much detail as possible
  5. Select correct ‘job type’ from right hand side
  6. Select correct date from right hand side
  7. Un check the ‘Billable’ box if the client is NOT to be billed for the time logged.

 

How to add Expenses

  1. Select the Project (client)
  2. Select ‘Expenses’ tab
  3. Select green button ‘+ New Expense’
  4. Add amount and description
  5. Select category from right hand side ie Travel
  6. Select date
  7. Un tick the Billable box if the expense is NOT to be billed to the client

 

Receipts for Expenses

  1. All receipts for expenses logged in Active Collab should be sent to the Xero Inbox (xero.inbox.5hb9g.ualvqrhddwuayiez@xerofiles.com)
  2. No receipt. No Payment.

 

How to log time as ‘Internal’ ie billed to Designated Group

  • Select the relevant project ie
    • Designated PA
    • Designated Medical
    • Designated Group
    • Designated Bookkeeping
  • Select ‘Time’ tab
  • Select green button ‘+ New Time Record’
  • Enter time & description of task in as much detail as possible
  • Please ignore ‘job type’– as this isn’t relevant in this instance
  • Select correct date from right hand side

 

How to log Expenses as ‘Internal’ ie billed to Designated Group

  • Select the relevant project ie
    • Designated PA
    • Designated Medical
    • Designated Group
    • Designated Bookkeeping
  • Select ‘Expenses’ tab
  • Select green button ‘+ New Expense’
  • Add amount and description
  • Select category from right hand side ie Travel
  • Select date
  • Don’t forget to upload your receipts (see instructions above)

 

 

Communicating via Activ Collab

The system allows you to chat with other members of the team using @[team members name] under the discussion tab.

This function should be used to keep me and Hilary informed when the client is on holiday or usage has dropped or increased etc

  • Select Discussion tab to start a conversation.

 

Team Holiday Calendar

  • Down the side bar select ‘Calendar’
  • Select ‘Team Holiday Calendar’ from dropdown box at top.
  • To request holiday please email Hilary who will ensure adequate cover is required.
  • Once approved please enter your holiday dates to the Team Holiday Calendar (blue) to ensure the team is updated.
  • If holiday cover is required Hilary will arrange for the cover to have access to the clients project.
  • Please upload any handover documentation or instructions into the discussion area and tag the covering team member using @[team member name]

 

How do I see how much time I have logged in the month?

  • Select reports from the side bar
  • Scroll down to ‘Time and Expenses’ category
  • Select ‘Time’
  • Select date range
  • Select Group by: ‘assignee’
  • If you would like to download this report click export to CSV.

 

How do I see how many expenses I have logged in the month?

  • Select reports from the side bar
  • Scroll down to ‘Time and Expenses’ category
  • Select ‘Expenses’
  • Select date range
  • Select Group by: ‘assignee’
  • If you would like to download this report click export to CSV.

 

Glossary

Name Description
Client A client in Activ Collab refers to the Designated Group. The following clients are set:

Designated PA

Designated Medical

Designated Recruitment

Designated Group

Job Type The hourly rate (£) paid by the client
Project Each client is allocated a project which is where all time/tasks/expenses are logged
 

 

 

Useful Information

 

Help & Support: https://activecollab.com/help/

Video Tutorials: https://activecollab.com/help/videos/Active-Collab-Overview-video