Lesson 4 

TeamOB Configuration

Lesson 4:1 Categorization of applications in the TeamOB system.

Objective:

By the end of this lesson, learners should be able to:

1. Understand the categorization of applications in the TeamOB system.

2. Configure and manage application tracking through the Apps, Untracked Apps, Ignored Apps, and Blocked Applications sections.

3. Effectively track or ignore applications based on their status and productivity.

4. Learn how to block unwanted applications to ensure a secure and focused remote working environment.

Content:

1. Apps: Categorizing Your Applications

In the TeamOB system, applications can be categorized into three groups:

• Productivity Apps: These are applications that are directly linked to work-related tasks.

• Non-Productivity Apps: Applications that are not used for work purposes and could be distractions.

• Uncategorized Apps: Apps that do not fit neatly into the productivity or non-productivity categories.

The system uses these categories to generate productivity reports for users. This helps monitor how much time is spent on productive tasks versus non-productive tasks.

2. Untracked Apps: Handling Remote Applications

The Untracked Apps section shows applications installed on remote computers that are not currently being tracked by the TeamOB agent. For each application, you have the option to:

• Track: If you want to monitor the usage of an application, select "Track." This allows TeamOB to gather data on its use for productivity reports.

• Ignore: If you do not want to track the application, select "Ignore." The system will exclude it from tracking without affecting its operation.

3. Ignored Apps: Excluding Applications from Tracking

Applications listed under Ignored Apps are excluded from any tracking or productivity reports. If a certain app is not relevant to productivity reporting or you do not wish to track it, you can manually add it to this list.

The applications in the ignore list will be entirely excluded from the system’s monitoring processes.

4. Blocked Applications: Ensuring Focus and Security

The Blocked Applications section allows administrators to list specific websites and applications that should be blocked on remote computers. Blocking an application or website helps reduce distractions and ensure a focused work environment. Be cautious when adding an application to this list, as incorrect naming or configuration could block important software.

To block an application:

• Enter the application’s exact name (ensure the name matches the OS and the application’s executable).

• Once added to the list, users will be unable to access or use the blocked application or website on their devices.

Tip: Double-check the exact name and version of the application when adding it to the Blocked list to avoid misconfigurations.

Lesson Recap:

• Apps: Categorize applications into productivity groups for reporting.

• Untracked Apps: Applications not currently monitored; you can choose to track or ignore them.

• Ignored Apps: Applications on the ignore list that will not be tracked.

• Blocked Applications: Block unwanted applications or websites for a more secure and focused working environment.

Lesson 4:2 General Settings for TeamOB

Objective:

By the end of this lesson, learners should be able to:

• Understand and configure SMTP settings for sending email alerts.

• Manage general settings for tracking work hours, shifts, attendance, and report filters.

• Learn how to control user behavior for working outside defined hours, dashboard views, and timesheet approval processes.

• Set up and manage team-specific privileges and access controls for managers.

• Understand the significance of various settings like "Manager Full Access" and "Ignore Tracking Hours" for efficient team management.

Content: 

1. SMTP Settings:

• SMTP stands for Simple Mail Transfer Protocol. In the settings tab, you can configure SMTP settings to align with your organization's email configuration.

• Purpose: These settings allow the system to send trigger alerts (like notifications or reports) to specific email addresses.

• You can either keep the default SMTP settings or customize them to reflect your organization's email server details.

2. General Settings for TeamOB:

a) Show Active/Idle Columns to Users:

• This setting allows you to display the active and idle time tracked for users on their dashboard.

• On: Active and idle track times are visible.

• Off: These columns are hidden from the user dashboard.

b) Consider Same Shift on Date Change:

• On: Useful for night shifts. If a shift extends past midnight, this setting ensures the system logs work hours under the previous date. For example, a night shift from 9:00 p.m. to 2:00 a.m. on January 31, 2024, will be tracked as January 31.

• Off: The system will log work hours across two dates for such shifts.

c) Filter Team-Wise Attendance Report:

• When enabled, the attendance report filter will show a department dropdown instead of a user dropdown. This helps in filtering reports by teams or departments rather than individual users.

d) Ignore Tracking Hours:

• This setting allows users to work outside of the predefined hours but still track their work time.

• On: Even if the user works outside their defined hours, TeamOB will track the time and send alerts if the user logs in late.

• This setting can be customized based on specific user schedules.

e) Manager Full Access:

• On: This setting allows managers to view all logs of their team members and associated team leaders without manually mapping each leader to the manager.

• Setup: To use this feature, map the team leader to the manager from the "User Privileges" section in the Manage/Users area.

f) Dashboard View:

• List View or Grid View: The dashboard can be displayed in a list or grid format. You can choose the layout that best suits the organization’s needs for presenting user data.

g) Working Hours:

• The working hours setting defines the number of hours in a shift. For example, if a shift is 9 hours long, enter "9", or for a 12-hour shift, enter "12".

h) Break Hours:

• This setting specifies the amount of time allocated for breaks. For example, if breaks are 30 minutes, you would enter "30 minutes."

i) Timesheet Approval:

• Manual Approval: When set to manual, timesheets need to be approved by the admin or team leader before they are finalized.

• Automatic Approval: When set to automatic, timesheets are automatically approved when users log their offline hours without needing additional confirmation from the admin or team leader.

Lesson Recap:

• SMTP Settings: Configure SMTP to send email alerts.

• General Settings:

  • Control how active and idle times are displayed.

  • Manage night shifts that cross midnight.

  • Filter attendance reports by team.

  • Allow or ignore tracking hours outside defined shifts.

  • Provide managers with full access to view team logs.

  • Choose between list or grid view for the dashboard.

  • Set working and break hours for shifts.

  • Approve timesheets manually or automatically.

Lesson 4:3 Muster Report Settings

Objective:

By the end of this lesson, learners should be able to:

• Understand how to set up and configure Muster Report settings for shift and attendance tracking.

• Learn how to define rules for full-day, half-day, and short-leave based on the working hours.

• Implement and customize attendance marking rules based on the number of hours worked.

• Apply these settings to manage employee attendance more efficiently in their organization.

Content: 

Muster Report Settings:

The Muster Report tracks employee attendance based on their worked hours during a shift. It is essential for organizations to set the correct parameters to categorize different attendance types (full day, half day, short leave, etc.).

1. Shift Duration Setup:

• Example: If the regular shift is 9 hours long, this is the baseline for full-day attendance.

• The organization can set this duration as a standard for tracking the hours worked by employees.

2. Half-Day Hours:

• Half-Day Marking: If an employee works a portion of the shift (for example, between 4 and 7 hours), they will be considered to have worked a half day.

• Example: For a shift of 9 hours, you might set the half-day hours to 4:30 hours. This means if an employee works 4:30 hours or more but less than 7 hours, they will be marked as half-day.

• You can customize the number of hours that qualify as half-day based on your organization’s needs.

3. Full-Day Attendance Mark:

• Employees who work the full shift (in this case, 9 hours) are marked as present.

• Present is used when an employee completes the full shift duration, fulfilling the organization's expected working hours for that day.

4. Short Leave Mark:

• For employees who work between 7 and 7.5 hours, they are typically marked as having taken short leave.

• This setting is useful when employees complete most of the shift but leave a little early, thus categorizing their attendance as short leave.

Note: The hours mentioned above (4:30, 7, and 7:30) are only examples. The exact hours for half-day, short leave, and other categories can be customized according to the organization's shift policies and requirements.

Lesson Recap:

• Muster Report Settings: Configuring shift duration, half-day hours, full-day attendance, and short leave marking.

• Present: Marked when the employee works the full shift (e.g., 9 hours).

• Half-Day: Marked when the employee works between 4 and 7 hours (customizable).

• Short Leave: Marked when the employee works between 7 and 7.5 hours (customizable).

• Customize these settings based on your organization's specific shift and attendance policies.

Lesson 4:4 Pause Reasons 

Objective:

• The objective of this process is to help users understand how to manage pause reasons in a system. This includes adding new pause reasons, selecting appropriate categories, and knowing how different pause reasons impact productive hours.

• Users will be guided to add new pause reasons, and based on the selected category (Break, Meeting, or Other), the system will determine whether the pause is considered as non-productive (e.g., Break) or productive (e.g., Meeting).

Content: 

Introduction to Pause Reasons:

Pause reasons are used to track breaks, meetings, or other pauses during work hours. Depending on the category of the pause, it will either count toward or exclude from the productive work hours.

Adding a New Pause Reason:

• Step 1: Go to the Pause Reason tab.

• Step 2: Click on the Add New button.

• Step 3: In the form that appears, select a category for the pause reason.

  • If you select Break, the pause will not be calculated as productive hours.

  • If you select Meeting or Other, the pause will count towards productive hours.

Categories of Pause Reasons:

• Break: Pauses for rest or lunch. This time is excluded from productive hours.

• Meeting: Pauses for work-related meetings. This time is included in productive hours.

• Other: Any other reason for a pause that might be considered productive, depending on context (e.g., research or work-related tasks). Time spent on this will also be included in productive hours.

Managing Pause Reasons:

After adding a pause reason, it’s important to review whether it is categorized correctly, as this will directly affect the calculation of productive hours in the system.

Lesson 4.5 Access the IP Location 

Objective:

• To understand the process of managing IP locations within the TeamOB portal, including how to define office and remote work locations based on IP addresses. The objective is to enable users to track work locations effectively and learn how to add, edit, or delete IP locations as necessary. 

Content: 

TeamOB's IP Location feature helps track where a user is working from by identifying the IP address being used. This feature distinguishes between office and remote work locations. If the defined IP in the TeamOB portal matches the captured IP, it is recognized as the user working from the office. Otherwise, it is considered remote work.

Steps to Add New IP Location:

1. Access the IP Location Tab:

   • Navigate to the "IP Location" section within the TeamOB portal.

   • This tab is where you can define and manage the locations from which users are working.

2. Add a New IP Location:

   • Click the "Add New" button to create a new entry for an IP location.

   • When adding a new IP, you will need to provide the relevant IP address or range and specify if it’s for the office or remote location.

3. Edit/Delete an Existing IP Location:

   • After adding an IP location, you can edit the details (such as the IP address or work location type).

   • If an IP location is no longer relevant, you can delete it to keep your IP location list updated and accurate.

By managing the IP locations properly, you ensure that the tracking of users' work locations is accurate, allowing the system to distinguish between office and remote work based on IP addresses.

Lesson 4.6 System Emails

Objective:

• To understand the process of managing email templates within the TeamOB portal, including how to create, edit, and use email templates for sending emails. The objective is to help users set up customized emails that can be used to streamline communication through the system. 

Content: 

The System Email tab in TeamOB allows users to manage email templates that can be used for sending automated messages or customized emails from the platform. This feature is essential for businesses that require consistent and professional communication with users.

Steps to Create a New Email Template:

1. Access the System Email Tab:

   • Navigate to the "System Email" section within the TeamOB portal.

   • This tab is where you can manage email templates that will be used for communication purposes.

2. Create a New Email Template:

   • Click the "Add New" button to create a new email template.

   • Provide the necessary details for the template, such as the subject, body content, and any dynamic fields required.

   • After entering the necessary information, click the "Submit" button to save the new email template.

3. Review the Newly Added Email Template:

   • Once the email template is created and submitted, it will be added to the list of available templates.

   • You can then view, edit, or delete the template as needed.

4. Edit Pre-Created Email Templates:

   • If there are pre-existing email templates, you can easily edit them by selecting the template from the list and making the necessary changes.

5. Using Email Templates:

   • Once created or edited, the email templates can be used to send emails directly from TeamOB, ensuring that your communication is consistent and efficient.

By creating and editing email templates, you can streamline communication within your organization, save time, and ensure that messages sent through TeamOB are professional and aligned with your communication standards.

Lesson 4.7 Holidays

Objective:

• To learn how to add company-defined holidays in the TeamOB portal, view them in the Muster Report, and understand the process of tracking holidays in the Attendance Report. This ensures that holidays are accurately recorded for employees and visible in the system. 

Content: 

The Holiday tab in TeamOB allows users to add and manage company-specific holidays. By defining these holidays, organizations can ensure that they are reflected in attendance reports, making it easier to track employee attendance and time off.

Steps to Add Company-Defined Holidays:

1. Access the Holiday Tab:

   • Navigate to the "Holiday" section within the TeamOB portal to manage holidays for the company.

2. Add a New Holiday:

   • Click the "Add New" button to define a new holiday.

   • Provide the necessary information such as the holiday name and date.

3. Submit the Holiday:

   • After entering the details, click the "Submit" button to save the new holiday.

   • The newly added holiday will be added to the holiday list.

4. View Holidays in the Muster Report:

   • In the Muster Report from the Attendance Report, you will be able to view the holidays that have been defined in the system based on the date the holidays were added.

This feature ensures that holidays are properly documented and reflected in the attendance reports, making it easier to track employees' attendance and days off.

Lesson 4.8 Shift Roster

Objective:

• To understand the process of creating and managing employee shifts in the TeamOB portal. The objective is to enable users to efficiently add new shifts, view created shifts, and import shift rosters for employees on a weekly or monthly basis using .xlsx templates. 

Content: 

The Shift tab in TeamOB allows you to define and manage employee shifts, ensuring that shift schedules are properly planned and organized. By adding shifts, you can assign work times, days off, holidays, and paid leaves to employees.

Steps to Create and Manage Employee Shifts:

1. Access the Shift Tab:

   • Navigate to the "Shift" section in the TeamOB portal where you can manage shifts for your employees.

2. Add a New Shift:

   • Click the "Add New" button to define a new shift for your employees.

   • In the Create tab, specify the shift type (e.g., morning, evening, night) and the shift time (start and end time).

3. Submit the Shift:

   • After entering the shift details, click the "Submit" button to save the shift.

4. View Created Shifts:

   • Once submitted, the created shifts will be listed under the View tab, allowing you to easily track and manage them.

5. Upload Shifts Using the Shift Roster Menu:

   • Go to the Shift Roster menu, where you can upload shifts for employees on a weekly or monthly basis.

   • Select the date range (weekly or monthly) and download the sample .xlsx template according to the selected date range.

   • In the downloaded .xlsx file, each date column will have a drop-down arrow. You can select the appropriate shift for each employee, as well as indicate days off, holidays, or paid leave.

6. Import Shift Roster:

   • After editing the .xlsx file, save it and import it back into TeamOB by selecting Action > Import Rosters from the Shift Roster menu.

   • This ensures that the shifts for each employee are accurately recorded in the system.

By following these steps, you can efficiently create shifts, assign them to employees, and manage shift rosters in bulk using the provided templates.