When editing Employees, Locations, or Cost Codes in Exaktime Connect it is best practice to NOT change the name or description of an existing Employee, Location, Cost Code, etc.
As the entity has already been used, all previous uses of the employee, location, cost code, etc. will have their name updated to the new name.
The best practice is to create a new Location, Employee, or Cost Code profile for all unique entries you wish to track time for. This preserves your time records throughout use of Exaktime Connect.
Employees are the people that are using the ExakTime system, from the field employee tracking their time to the administrator that reviews and approves their time. The number of employees you can have in the system is limited to the number of employee licenses you have subscribed to. Refer to the following articles to add an additional administrator or employees.
After you add an employee to the ExakTime, we recommend against changing the name of the employee as it will update all previous uses of the employee as well. You should only change the employee's name if the employee's name was not correct initially. If an employee has left, it is better to add a new employee and make the previous employee inactive
For example, if you had an employee named "Greg Abernathy" that has been with your company for years, then someone changes the name to "Kevin Beltran", all the time records originally for "Greg Abernathy" will be associated with "Kevin Beltran" as well.
Locations are used in ExakTime to keep track of where an employee was working or what their work time should go towards. We do not offer a default location and will require you to add locations. There is no limit to the number of locations that you can add allowing you to track whatever your company needs. For more information about adding location, you can refer to the following dedicated article.
After you create and use a location, we recommend against changing the name of the location as it will update all previous uses of the location as well. You should only change the location name if the new name best matches the original intent of the location.
For example, if you had a location named "Joe's Pizza" that has been used by your employees for years, then someone changes the name to "Hugo's Tacos", all the time records with the "Joe's Pizza" location name will now show "Hugo's Tacos". There may be a time discrepancy when comparing previously generated reports and recently generated reports for the same time frame.
Cost codes are used in ExakTime to keep track of what an employee is doing for their time record and as many cost codes can be added as needed. For more information about adding a cost code, you can refer to the following dedicated article.
By default, we offer "In" and "Out" for your employees to begin tracking their time, but the "In" cost code can be renamed to better fit what you are trying to track.
After you begin using a cost code, either the default or user-created cost code, we recommend against changing the name of the cost code as it will update all previous uses of the cost code. You should only change the cost code name if the new name best matches the original intent of the cost code.
For example, if you had a cost code named "Travel" that has been used by your employees for years, then someone changed the name to "Clean Up", all the time records with the "Travel" cost code will now show "Clean Up". This can lead to confusion when reviewing past time records or when comparing previously generated reports with recently generated reports for the same time frame.