Admin Panel Set Up: Roles, Rate Cards & Currencies

Learn how to set up Roles, Rate Cards and Currencies in your Forecast account

Main Takeaways

 

Roles

Roles are there to classify your team members based on the job that they are assigned to do. In addition to this, Roles are important due to the hourly pay attached to each role. Always be careful when assigning a role to one of your team members! 

The steps below will show you how to create roles via your Admin panel.

 

Step 1: Access Admin Panel

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Step 2: Click on Roles

Click on Roles

 

Step 3: Add Roles

When you click to add the role, the column People with role will reflect a zero (0). This means that there are no team members that have been assigned this role yet. Importantly, you can add as many roles as you like. 

Add Roles

 

Step 4: Edit or Delete Roles

You can edit all of your roles, and delete them as well. Bear in mind that once you delete a role, any team members with this role will no longer have an assigned role. 

delete role

 

Please be advised that only ONE role might be assigned to an individual team member at any time.

Rate Cards

Add, remove and edit rate cards. Once you have determined your roles, you will want to move on to specify the rates for those roles.

Rate Cards allow you to assign and set standard billing rates based on the Roles you create such as a Developer. You can create specific Rate Cards that can be associated to a specific Client, Region, and/or Project Type. Rate cards are used for assigning the correct rate for the budget of your projects.


There is only one way of creating a rate card and that is through Admin Panel, which only users with Admin permissions can do.

 

Step 1: Access the Admin Panel & click on Finance

adminrate1

 

Step 2: To create a new rate card click on the New Rate Card button

adminrate2

Once you click on it a pop up will appear. 

 

Step 3: Fill out your rate card once the the pop up module appears.

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1. Add new version: A list, sorted by the Effective Date, that displays which cards are active, or upcoming.

2. Set rate card name

3. Determine the currency of your rate card (currencies must be created first)

4. Set an effective date (for versions)

5. Set default rate

6. Set a unique rate or check to use the "Default Rate"

 

Versions: You have the option to create multiple versions of the same rate card by clicking on the New button.

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With this feature you can have multiple instances of the rate card that will be effective for the date you wish. Simply click on the effective date dropdown and select a date. Once the date defined has been reached, the system will consider those new rates across all projects the rate card is associated to without impacting historical data. 

Tip: You can set up multiple versions in advance. 


Once you have created the new rate card it will appear in the rate card list under finance settings. Now you can proceed with adding and later editing the specific rates, to their relative roles.

Editing Rate Cards

Step 1: To edit a Rate Card, click on the three dots icon (illustrated below) and select edit.

adminrate4

 

This will prompt the pop up to appear. By doing so you will be able to edit the rates of the rate card, the name, set a default rate or create a new version. However, if the rate card is already used in a project you will not be able to change the currency.

 

Note: All values are saved automatically.

Default Rate Cards

Once you have created your Rate Cards, you can set one to Default, this will ensure that all new projects will use this specific rate card.

adminrate4

To do so click on the hamburger menu and select Set as Default.

Disabling Rate Cards

Once a rate card, that has been used numerous times on multiple project, is no longer valid you have the option to now disable by clicking on the burger menu next to the rate card:

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After you have disabled a rate card it will no longer be available to be used. Disabled rate cards can be: re-enabled, duplicated and/or edited by Admins only.  

Adding Multiple Currencies for Rate Cards

Forecast gives you the option to add multiple currencies, so you can set billing rates to a specific Client, Region, and/or Project Type.

Step 1: Access the Admin Panel & select Currencies

currencies

 

Step 2: Choose the Foreign Currency

Hover your cursor over the the Currency Column, then click on the dropdown field and chose form a list of foreign currencies, then set the exchange rate and Click Add.

currencie

After you have added the foreign currencies, they will be accessible in the Rate Card section of the Admin Panel (as shown above). You can also edit the exchange rates and rate cards from within individual projects.