User Persona: the Admin

In this article, you will discover what it is like to be an admin in Forecast. And, in what follows you get to find out about the best practices which will help you with making most of this highest of permission levels in the platform.

Time to read: about 7 minutes, perhaps 8 to 8.5

Main takeaways:

  • Access the admin panel through which you control roles, people's internal hourly cost and rate cards.
  • If you do not take care of your admin settings, the platform will not work properly. 
  • View and control all projects (even if you are not assigned to the given project´s team).
  • Create as well as delete projects, schedule team members, add people to projects, edit your own and other people's time.
  • View and edit all financial information: billing, invoices and the budget page. It is up to the admin to ensure that all the numbers are looking well.                                                     

The Admin Panel

Step 1: Ensure you are an admin

First things first, when an Admin logs into Forecast, they will see the ‘admin’ tab when clicking on the profile icon. So, if you do not see the below, you are not quite an admin!

1. admin panel-3

Step 2: Add roles, rates and people 

2.1 Roles

In Forecast, everything is connected, and you need your roles in place to set up your billing rates. So, begin by adding some roles.

adding roles
Tip: consider establishing different grades within your roles, e.g. senior designer or senior tester

2.2 Rates

With roles firmly in pace, move onto rates.

rates
Tip: if you are working with a handful of similar clients, consider setting up a default rate card, just like on the screenshot above.

And, if you want to learn more about how to edit your rate cards, see: https://help.forecast.it/admin-panel-set-up-roles-rates-cards-currencies


2.3 People

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  1. Monitor who is actively using the platform 
  2. Adjust permission levels. Remember, adjusting permission levels here does not affect the prices you pay per seat!
  3. Set you the internal hourly cost here. This step is of vital importance. Without setting your internal hourly cost in place, Forecast will not reflect your finances faithfully, in the budget page, for example. 
  4. Invite a new user to Forecast. Remember, you can use a given email address only once.
  5. Monitor who are your virtual users. Remember, virtual users cannot log into the platform. You would use Virtual Users for capacity planning only. 
  6. See who is deactivated and activate them if needed. 

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Step 3: Set labels

Create, add and remove labels. 

The purpose of establishing and using Labels is the organization and categorization of tasks, projects, skills, team members, and teams.

Tip: Have the labels predefined before adding them to Forecast. This could mean having a list of labels for each of your team members based on their skillset e.g. 'graphic design'. 

See more here: https://help.forecast.it/admin-panel-set-up-details-lables-currencies-clients

Step 4: Add non-project times

Add non-project and non-billable time such as vacation or sickness. 

See more here: https://help.forecast.it/admin/non-project-time-holidays

Step 5: Add clients

Add a client so that you can then invite a guest user. 

See more here: https://help.forecast.it/admin/clients/create-clients

Step 6: Set integrations

Check out the different solutions you can integrate with: https://www.forecast.app/integrations

 

Managing Projects

Step 1: Create/Delete projects 

As an admin, you can easily create projects:

duppa


Tip: Be sure to see all of the settings when you are creating a new project!

More settings when creating a new project

Also, as an admin, you can just as easily delete any project.

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Step 2: Add people to projects

More the merrier: go to project settings (the three dots, i.e. the hamburger icon) and go for ‘teams’. Then, simply invite someone new.

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Note: In order to enable proper reporting, ensure that both the main role and project role are filled in accordingly. 

And, bear in mind that one person can have different roles depending on the project, e.g. Glenn can be a PM on project x and a designer on project y. Nevertheless, one person can have only one main role attached to a specific billing rate in the rate cards. 

 

Step 3: Schedule your team members

One way to do it is through the heatmap. 

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Step 4: Manage time

Register your own as well as your team member´s time through the timesheets.

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  1. Control whose time you want to view and edit
  2. Choose the task or the type of non-project time (i.e. either Interna Time or Time Off) on which you want to register hours
  3. Simply add your time. Note that you can do so in whatever format you like, whether 4:30, 4.30 or 4.5
  4. Adjust what you see: show or hide project name, id, milestone and more
  5. Enable or disable the AI which will help you out with some handy suggestions. Tip and a note: the more you use the system, the better will the AI gets.

Staying in Control of the Finances

Step 1: Double-check!
Make sure that your rate cards and internal hourly cost are correct and in place. You can do so through the budget page or via your admin panel.
Rates and internal Cost

Step 2: Take control of your invoices 

Get to your invoices through the project settings.

There, you get to choose between four types of invoices.
accessing invoices gif-1
The different types of invoices are:

  • Deposit: ideal for upfront payments
  • Fixed Price: ideal for retainer projects
  • Time & Materials: only take into consideration time registrations 
  • Manual: add whatever invoice line items you wish to invoice

Interested in more? Have a look at https://help.forecast.it/project-invoicing


Step 3: The budget page!

Keep things under control from the perspective of money and time in your budget page which you will find in each of your projects.

Have a look:

 



Pro tip: Make sure that there are no errors in the budget page which would be reflected on the top of the page.

warning budget page correct
Find more about the feature: https://help.forecast.it/project-budget

Step 4: Financial portfolio report
Have a look at your reports section, and go for the financial report section to help you monitor financial processes.
financial portfolio report

 

Reporting

Step1: Create and view reports

Create your report from one of the two places.

reports

Should you want to see the reports tab, note that you will see a number of ready-made reports that you can use.

Step 2: Edit Reports

editing a report super final

1. Clicking on the hamburger menu, i.e. the three dots will prompt the menu from which you can choose to either delete or edit a report

2. Click here to create a new report

Then, 

1.1.

task list report extra final

1. Edit your report name. When you hover over the field, you will be able to easily adjust the name of the report. TIP: All your reports are live, so we recommend you make a distinction between those reports which are internal and external. The suggested way about it would be to have, e.g. a 'Task List - Internal'.

2. Expand your reports with all the different components. See more here https://help.forecast.it/edit-and-share-reports

3. Save

4. Set your filters. NOTE: Once these are applied and saved, the given filter settings will stay in place

5. Hover for more info about the specific report 

6. Click here to see a list of all the different things you can expand your view with

7. Delete

 

Step 3: Share!

NOTE: You can share reports with people even if they are not users of Forecast

Look for the familiar icon:

share

Learn more about sharing reports here: https://help.forecast.it/edit-and-share-reports