Support / System Administration

System Administration

Master TimeMatrix's administration features for managing users, configuring system settings, and maintaining master data across your construction organization.

User Management
System Config
Master Data
Start Guide
app.timematrix.com/admin
TimeMatrix Administration Interface

Administration Overview

System administration in TimeMatrix involves managing users, configuring master data, and maintaining system settings. Only administrators have access to these functions.

User Management

Create and manage user accounts, roles, and permissions

Employee Setup

Maintain employee records and organizational structure

Equipment Management

Configure equipment inventory and specifications

System Configuration

Manage bid items, settings, and system preferences

User Management

Manage user accounts, roles, and access permissions for the TimeMatrix system.

User Management Interface

User Roles & Permissions

TimeMatrix uses a role-based access control system with three primary user types:

Administrator
Full System Access:
  • User management
  • System configuration
  • All job data access
  • Master data management
  • Report generation
  • System settings
Supervisor
Job Oversight Access:
  • Assigned job data access
  • View all timesheet entries
  • Generate job reports
  • Review team performance
  • Data verification
  • Limited configuration
Foreman
Data Entry Access:
  • Assigned job access only
  • Timesheet data entry
  • Own entries viewing
  • Basic reporting
  • Mobile app access
  • No configuration access

Creating New Users

Required Information
  • First & Last Name: User's full name
  • Email Address: Login credential and communication
  • User Type: Role-based permission level
  • Password: Secure login credential
  • Status: Active or inactive account
Optional Settings
  • Authentication Type: Local or Azure AD
  • Email Notifications: System communication preferences
  • Tags: Organizational grouping
  • Mobile Access: App permissions
  • Report Access: Specific report permissions

User Management Best Practices

Security Guidelines
  • Use strong password requirements
  • Regularly review user access
  • Deactivate accounts for former employees
  • Monitor login activities
  • Use least privilege principle
Account Management
  • Maintain accurate contact information
  • Update roles as responsibilities change
  • Document user access changes
  • Regular access reviews
  • Clear onboarding/offboarding process

Employee Management

Manage employee records, personal information, and organizational assignments for timesheet tracking.

Employee Management Interface

Employee Information Management

Employee records contain essential information for timesheet tracking, payroll, and reporting:

Personal Information:
  • Name: First, middle, and last name
  • External ID: Employee number or badge ID
  • Hire Date: Employment start date
  • Status: Active, inactive, or terminated
  • Contact Information: Phone, email, address
Work Information:
  • Job Title: Position or trade
  • Department: Organizational unit
  • Hourly Rate: Wage information for costing
  • Supervisor: Reporting relationship
  • Skills/Certifications: Qualifications and training

Employee Setup Process

Step 1: Basic Information
  • Enter full name
  • Assign unique external ID
  • Set hire date
  • Specify employment status
Step 2: Work Details
  • Define job title/trade
  • Set department assignment
  • Configure wage rates
  • Assign supervisor
Step 3: System Access
  • Activate for timesheets
  • Set job assignments
  • Configure mobile access
  • Test system integration

Employee Status Management

Active

Description: Currently employed and working

Timesheet Access: Full access for time entry

Reporting: Included in all reports

Inactive

Description: Temporarily not working (leave, suspension)

Timesheet Access: No timesheet access

Reporting: Excluded from active reports

Terminated

Description: Employment ended

Timesheet Access: No access

Reporting: Historical data only

Important: Only active employees appear in timesheet dropdowns. Historical data for inactive/terminated employees is preserved for reporting.

Equipment Management

Configure and maintain equipment inventory, specifications, and tracking information.

Equipment Management Interface

Equipment Configuration

Equipment records contain essential information for tracking usage, costs, and maintenance:

Equipment Details:
  • External ID: Equipment number or tag
  • Equipment Name: Descriptive name or model
  • Type/Category: Equipment classification
  • Manufacturer: Brand and model information
  • Serial Number: Unique identifier
Operational Information:
  • Status: Active, inactive, or maintenance
  • Hourly Rate: Operating cost per hour
  • Location: Primary assignment or yard
  • Capacity: Size, power, or volume specifications
  • Minimum Hours: Daily hour requirements

Equipment Categories

Heavy Equipment
  • Excavators (Cat 336, etc.)
  • Bulldozers (Cat D7E)
  • Dump trucks (Cat 745)
  • Backhoe loaders
  • Compactors
Support Equipment
  • Supervisor trucks
  • Service vehicles
  • Water trucks
  • Generators
  • Pumps
Specialized Tools
  • Compressors
  • Welding equipment
  • Survey instruments
  • Safety equipment
  • Testing equipment

Equipment Tracking Features

Usage Tracking
  • Daily hour recording
  • Bid item allocation
  • Operator assignment
  • Utilization analysis
  • Cost tracking
Downtime Management
  • Downtime reason tracking
  • Maintenance scheduling
  • Repair cost recording
  • Availability monitoring
  • Performance analysis

Bid Items Management

Configure bid items, cost codes, and work categories for accurate project tracking and costing.

Bid Items Management Interface

Bid Item Configuration

Bid items are the foundation of project cost tracking, linking time and materials to specific work activities:

Bid Item Information:
  • External ID: Client bid item number
  • Item Name: Description of work
  • Category: Work type classification
  • Unit of Measure: How work is quantified
  • Rate/Price: Cost per unit
Project Integration:
  • Job Assignment: Which jobs use this item
  • Phase Association: Project phase relevance
  • Status: Active or inactive for selection
  • Reporting Group: Category for analysis
  • Cost Center: Accounting code assignment

Common Bid Item Categories

Site Preparation
  • 001: Mobilization
  • 101: Clearing and grubbing
  • 102: Rough grading
  • 103: Fine grading
  • 104: Erosion control
Infrastructure
  • 201: Storm drainage
  • 202: Sanitary sewer
  • 203: Water distribution
  • 204: Underground utilities
  • 205: Electrical systems
Final Construction
  • 301: Base course
  • 302: Asphalt paving
  • 303: Concrete work
  • 304: Landscaping
  • 305: Final cleanup

Bid Item Best Practices

Organization Tips
  • Use consistent numbering scheme
  • Create logical groupings by work type
  • Keep descriptions clear and specific
  • Maintain standard items across projects
  • Regular review and cleanup
Data Management
  • Validate against client specifications
  • Ensure all active items are used
  • Remove obsolete items promptly
  • Document changes and rationale
  • Train users on proper selection

System Settings

Configure global system preferences, business rules, and operational parameters.

System Settings Interface

General Settings

Time & Date Settings:
  • Time Zone: System default time zone
  • Date Format: Display format preference
  • Week Start: Sunday or Monday start
  • Overtime Rules: When overtime applies
  • Work Week: Standard work week definition
Business Rules:
  • Minimum Equipment Hours: Daily minimum requirements
  • Timesheet Cutoff: Entry deadline times
  • Approval Workflow: Required approvals
  • Data Retention: How long to keep records
  • Access Restrictions: Time-based access rules

Prefilled Comments Configuration

Set up standard comments that users can quickly select during timesheet entry:

Common Comment Categories:
  • Weather: "Rain delay", "Hot weather", "Wind delay"
  • Equipment: "Machine breakdown", "Maintenance", "Fuel"
  • Materials: "Waiting for delivery", "Material shortage"
  • Workflow: "Normal operations", "Overtime", "Training"
Comment Management:
  • Add new standard comments
  • Edit existing comment text
  • Deactivate unused comments
  • Organize by frequency of use
  • Review usage statistics

Notification Settings

Email Notifications:
  • Timesheet Reminders: Missing entry alerts
  • Approval Requests: Workflow notifications
  • System Updates: Maintenance announcements
  • Error Alerts: Data validation issues
  • Report Distribution: Automated report sending
Mobile Notifications:
  • Push Notifications: App-based alerts
  • Daily Reminders: Time entry prompts
  • Deadline Warnings: Cutoff time alerts
  • Status Updates: Job and project changes
  • Emergency Alerts: Critical system messages

Error Monitoring

Error Log Interface

The error monitoring system tracks system issues, data validation problems, and user errors:

Error Categories:
  • System Errors: Technical failures
  • Data Validation: Entry rule violations
  • Permission Errors: Access violations
  • Integration Issues: External system problems
Error Management:
  • Review error logs regularly
  • Identify patterns and trends
  • Resolve data quality issues
  • User training for common errors

System Maintenance & Best Practices

Regular Maintenance Tasks
Daily Tasks:
  • Monitor error logs
  • Review incomplete timesheets
  • Check system performance
Weekly Tasks:
  • User access review
  • Data backup verification
  • Report accuracy checks
Monthly Tasks:
  • Master data cleanup
  • Performance optimization
  • User training assessment
Security & Compliance
Security Measures:
  • Regular password policy enforcement
  • Access permission audits
  • Data encryption verification
  • Login activity monitoring
Compliance Requirements:
  • Labor law compliance tracking
  • Payroll regulation adherence
  • Data privacy protection
  • Audit trail maintenance

Need More Help?

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