Timekeepers

Timekeepers in Juris are employees who record and bill their worked time. Juris provides a straightforward process to manage timekeepers, ensuring accurate time tracking and billing.

This article covers the following:

• Overview of Timekeeper
• Find a Timekeeper
• Edit a Timekeeper
• Inactivate a Timekeeper
• Create a Timekeeper

Overview of Timekeepers

Timekeepers are employees who track and bill their worked time. While an employee can be both a Juris user and a timekeeper, note that a timekeeper does not have to be a Juris user (i.e., a Juris user ID is not required to be entered as a timekeeper).

Timekeepers are automatically added to the firm's Standard Fee Schedule as defined in Firm Options. They can also be assigned to additional Fee Schedules if needed, and may be designated on Expense Entry as the "Incurred By" Timekeeper. User-defined fields can be created for timekeepers as well.

A timekeeper’s status can be set to inactive, which prevents users from entering time for that individual. This feature is particularly useful for managing the number of active timekeepers, especially if your Juris license has limits on the total number of active timekeepers.

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Find a Timekeeper

You can search for a timekeeper using the Finder in Juris, which is pre-configured to search only in Timekeepers when you follow these steps:

1. Navigate to Offices by selecting Tables > Timekeepers.
   
2. Open the Finder Form by selecting Tools > Find from the menu.
3. Review the default settings. The Look In field displays the path: Juris\Tables\Offices. The Search Subfolders option is enabled by default.
   
4. Optional: Refine the search by checking the Case Sensitive box if you want the search to match the exact case.

5. In the Named text box, type all or a portion of the ID, initials, first, middle or last name.

   The remaining text boxes such as e-mail address, sort order, etc. are not be included in the search.

6. Initiate the search by clicking the Find Now button or press Enter. The search results display at the bottom of the form.

7. Double-click an item to open it.

   Click the New Search button to clear the current search criteria and results before performing a new search.

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Edit a Timekeeper

To edit a timekeeper, follow these steps:

1. Access the Table by selecting Tables > Timekeepers.
2. Find the timekeeper and double-click the icon or description to open it.

3. Modify the timekeeper details as required.

   The Timekeeper Code itself cannot be changed.

4. Optional: Spell check the form by clicking the Spell Check icon on the toolbar.
5. Save the modifications by clicking the Save icon on the toolbar.

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Inactivate a Timekeeper

Timekeepers cannot be deleted directly; instead, their status can be toggled from active to inactive.

To inactivate a timekeeper, follow these steps:

1. Access the Table by selecting Tables > Timekeepers.
2. Find the timekeeper and double-click the icon or description to open it.
3. Deselect the Active Timekeeper checkbox.

4. Save the modifications by clicking the Save icon on the toolbar.

   To make a timekeeper active again, select the Active Timekeeper checkbox.

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Create a Timekeeper

To create a new timekeeper, follow these steps:

1. Access the Table by selecting Tables > Timekeepers.
2. Click the New icon on the toolbar. This opens the Timekeeper – New window.
   
3. Enter the timekeeper information:

   1. Timekeeper ID: Enter a 1–4 character code (digits, alpha characters, or a combination).

      If the entered ID matches an existing user ID, the remaining information (except for Personnel Type and Rate) will be pre-populated based on that user's details.

   2. Provide the additional information:
      1. Input the timekeeper's name and email address.
      2. Choose the Personnel Type from the drop-down list.
      3. Type the Standard Rate.
      4. Check the Tax Exempt box, if applicable.
      5. Optional: Adjust the Fee Income Account and Fee Adjustment Account as needed. The accounts prefill from the Standard Fee Schedule after the timekeeper's rate is entered.
4. Optional: Perform a spell check by clicking the Spell Check icon on the toolbar.
5. Click the Save icon on the toolbar. The timekeeper is added.

   

6. Optional: Use the icons for Budgets and Fee Schedules that appear at the bottom of the window to configure  options.
   1. Click the Budgets icon to review the timekeeper's budget details.
   2. Click the Fee Schedules icon to manage the fee schedule assignments.

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