Entities and How to Use Them

Companies, Projects, Subprojects and Tasks

Your account is made up of entities that are used to organize your work and track time. They are:

  1. Company: your own company, branches, clients, etc.

  2. Person: the people that work for your company (employees, contractors, administrators, etc.)

  3. Project and subproject: activities you do for your own company or for customers

  4. Task: generic activities used in combination with projects, subprojects and companies

  5. Absence: leave, illness, etc. but not including public holidays

Click here to read more about each of these entities and how they are connected to each other.

How to Track Absences

By default the system comes with three absences: holidays, leave, and sickness. You can delete or rename these, as well as add more using the Absences module in the Settings screen. Click the "Add a new absence" button as many times as you need to create new absence types. Changes in Beebole are always saved automatically.

Tracking absences

To rename an absence, click on it and then edit the name in the Absence Details module. You can also use the Absence Details module to deactivate or delete an absence. Click "Deactivate" to make an absence unavailable in employee timesheets. Deactivating an absence type will only make it impossible to record new hours for it, however all previously recorded hours will remain in your records and reports. You can reactivate an absence type whenever you'd like.

Once an absence type has been deactivated, click "Delete" to remove it entirely. Note that you can only delete an absence type when no hours have been recorded for it, or once recorded hours have been deleted.

Tracking hours on absences is easy. If you have created absences, this section will appear along with companies and projects in your employees' timesheets.

Track weekly absences

Finally, you can define quotas for each absence type and for a specific time period using the Absences Quota module. For example, the amount of vacation time or sick time that an employee has per year. This module can be added to a person's page by clicking "Customize" in the top right corner and then dragging and dropping the module anywhere on the screen.

Create absence quotas

To add an absence quota click the "Add a quota" button and select the absence type, the date range, and the total number of hours permitted. Check the box if you want to "allow a negative balance". Otherwise, once the available quota is exhausted, the user will receive an error message when they attempt to record more hours for the given absence type.

It can be a hassle to add absence quotas for each individual employee, particularly when most are granted the same number of vacation days and sick days. You can create all quotas at once by importing the data via the Import module, which you can read more about here.

The Absences Quota module on each person's page will show an updated balance of the available time they have left for each absence type. This balance is also visible in reports.

Absences balance

How to Define Public Holidays

You can define your company's public holidays using the Holidays module, which is visible by default in the Settings screen of all administrators. Select the year you want to define holidays for from the dropdown menu, then choose the month and date and give the holiday a name. Each time you fill in a row, a new one will appear. All changes are saved automatically. If you want to remove a holiday, just click on the "X" to the left of the row.

Define holidays

The public holidays you add will appear in red in employees' Timesheet modules, just like weekends. If you hover your cursor over a holiday the name of it will appear. Users can still record hours on public holidays, which will be included in "Overtime" in your reports.

Timesheet with holidays

If you have employees in locations with different public holidays, you can define multiple lists using different branches/offices. Just add the Holidays module on that branch's company screen. All employees belonging to that branch will be assigned the public holidays defined there, rather than the ones defined in the Settings screen.

Deactivating and Deleting Entities

Entities can be active, inactive, or deleted. An inactive entity cannot be used in timesheets. The Deactivate button is available in the modules Company details, Project details, Person details, and User details. Once an entity is inactive you can delete it, which will remote it permanently. You cannot delete entities that have been used in a timesheet.

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