Frequently Asked Questions

Below are some of the most commonly asked questions about Beebole. If you can't find what you need, try searching in the primary help documentation.

How do I change the language of my account?

To change the language of your account interface, click on the language menu in the top right corner of the screen and select from the dropdown menu. This option is available to all users and will only change the language of that user's account.

Beebole is currently available in English, French, Spanish, German, Dutch, Portuguese, Hungarian, Italian, Polish, and Czech,

How many users does my subscription allow me to have?

To view the number of users in your subscription, click on "Settings" in the top right corner of your account. Locate the Account module and click "Subscription". Here you can view and edit the number of active users in your subscription. Only administrators can perform this action.

How do I cancel my subscription or delete my account?

Only administrators can cancel a subscription or delete an account.

To cancel your Beebole subscription:

  1. Click on "Settings" in the top right corner of your account.

  2. Located the Account module and click on "Subscription", then on "Cancel my subscription".

  3. If you cancel a subscription, all of your data will be saved and you can return to it at any time in the future.

To delete your Beebole account:

  1. Click on "Settings" in the top right corner of your account.

  2. Locate the Account module and click "Delete this account". A message will appear reminding you that all data will be erased after 7 days and this action cannot be reversed. To continue, click "Delete".

  3. If you do choose to delete your account, we would be very grateful if you could tell us why. You can include a reason for deleting your account in the provided comment field.

How do I change my credit card information?

To change your credit card information:

  1. Click on "Settings" in the top right corner of your account.

  2. Locate the Account module and click on "Subscription".

  3. Click on "Change my credit card details" and then click to remove the existing card information.

  4. Click "Proceed with payment" to pay the next subscription cycle. New card information will be requested during the payment process.

Only an administrator can perform this action. If you have any questions or issues with payment, or if you prefer to pay via bank transfer, please contact us.

Can I pay for my subscription by bank transfer?

If you prefer to pay by bank transfer, please contact us.

How do I reset my password?

To reset your password, first log out of your account and go to the sign in page (https://beebole-apps.com/signin). On the sign in page, enter the email used for your Beebole account and click "Forgot?". Within a few minutes you should receive an email with instructions to reset your password. If you do not receive the email be sure to check your spam or junk folder.

Can I record hours on behalf of my employees?

Yes, if you have the necessary permissions you can track and submit time on behalf of another person. To do so you must be an administrator or the manager (team leader or project manager) of the person you want to add or submit time for.

To add, edit, or submit time entries on behalf of another person, go to that person's page in your Beebole account. You can quickly search for a person by entering their name in the search bar at the top of the screen. There you can edit time entries directly in the Time Clock or Timesheet modules.

You can also easily submit hours on behalf of multiple people using the Approval module. Just select the hours in the "Draft" tab and click the "Submit" button.

Can I track time offline?

You can track time offline on any device using Beebole's mobile app. Start, stop, and edit timers and timesheet entries while offline (without a connection or in airplane mode). Data will sync and upload to our servers automatically once a connection is reestablished.

How do I copy and paste time entries to different days?

Note that copying and pasting time entries is only an option when using the Timesheet module (when tracking time on projects).

To copy and paste time entries in the mobile app, go to the day you wish to copy and tap the blue copy icon. Then navigate to the date where you want to paste these time entries and tap the blue paste button (clipboard icon).

On desktop, to copy time entries in the daily or weekly view, go to the day or week you wish to copy and click the "Copy" button on the left hand side of the Timesheet module. Then, navigate to the day or week where you wish to paste the entries and click the "Paste" button. In the monthly view, click on a time entry and then click "Copy". Scroll and click on the day where you want to paste the entry.

How do I add comments to my timesheet?

When tracking time using the Time Clock module, hover over a time entry and click the blue "Edit" button on the right hand side. You can add notes in the Comment field that appears.

When tracking time using the daily view in the Timesheet module, add notes in the Comment field for any time entry. In the weekly view, hover over an existing time entry, click the yellow post-it icon, and add notes in the pop-up that appears. Alternatively, after typing in the hours for a give time entry, simply begin typing your note in the same field and the post-it pop-up will appear. Changes here are saved automatically. In the monthly view, click any time entry and add notes to the Comment field, then click "Close".

How do I delete a user, company, or project?

Any entity (a company, project, subproject, person, user, task, absence, etc.) can be active or inactive. Only active entities can be used in timesheets. There is a "Deactivate" button in the Details module for each entity (i.e. Company Details, Project Details, Person Details, etc.). Click the deactivate button to prevent users from creating new time entries for that entity. For example, you may want to deactivate projects once they're completed.

Once an entity is deactivated, the "Deactivate" button will change to a red "Delete" button. Clicking "Delete" will permanently remove the entity, and this action cannot be undone. You cannot delete entities that are being used in someone's timesheet, however you can leave them inactive.

Can I customize my dashboard?

Yes, you can customize any pages in your Beebole account by clicking "Customize" in the top right corner. A list of modules available for that screen will appear. Drag and drop as many modules as you need anywhere on the screen. As you mouse over the page, a red line will appear indicating where the module will be placed. To remove a module, click "Customize" and then click the red X icon in the top left corner of the module that you want to remove.

To read more about how to create dashboards for different user types, click here.

How do I add or delete a module

To add or remove modules, click "Customize" in the top right corner of your account. A list of modules available for that screen will appear. Drag and drop the module you want to add anywhere on the screen. As you mouse over the page, a red line will appear indicating where the module will be placed. To remove a module, again click "Customize" and then click the red X icon in the top left corner of the module that you want to remove.

Why can't I see all entries in the Approval module?

There are two main reasons why time entries might be missing from your Approval module:

  1. The entry you are looking for is outside of the specified time period. Be sure you have configured the correct time period using the date selector at the top of the module.

  2. You are an administrator but also have a team defined, and only the time entries for your team are appearing. You can switch to show time entries for the entire company by clicking "Show all teams & projects" in the bottom left of the module.

How do I print timesheets?

You can print timesheets using the Report module. Simply run a report for the time data you would like to print and then click the icons in the top right corner to export to a PDF, CSV, or Google Drive (if your accounts are connected).

How can I see an overview of all my projects, customers, people, etc. in one place?

There are two ways to get an overview of your entities, both of which are located in the Account module on the Settings page.

Under "Download your data" click "Projects overview" to view a pop-up table showing all entities and information like billing methods, costs, and exclusive members. Click an entity in the table to be taken to its screen. The pop-up will remain open even as you navigate between various entities.

Alternatively, you can download CSV files with your account data (including a file with all companies, projects, and subprojects) using the dropdown menu labeled "Download the list of...", also located under "Download your data" in the Account module.

How do I move a project to another company, or a subproject to another project?

You can move a project to a different company using the "Belongs to" field in the Project Details module on the project's page.

Move a subproject to a different project using the "Belongs to" field in the Subproject Details module on the subproject's page.

Only administrators can move projects and subprojects. If there are time entries for the project or subproject being moved, they must be in the status draft or rejected. If there are existing time entries in submitted, approved, or locked status, the change cannot be made.

Depending on how you have configured billing, moving a project or subproject can impact billing rates. Consider the following scenarios:

  1. You move Project X from Company A to Company B. The billing rate for Project X is set at $50 per hour. After moving Project X to Company B, the billing set for Project X remains unchanged. Past and future records will have the same billing rate of $50 per hour.

  2. You move Project X from Company A to Company B. The billing rate for Company A is $40 per hour and the rate for Company B is $60 per hour. There is no billing rate defined for Project X. After moving Project X to Company B, the billing rate for past records will remain unchanged ($40/hr). However, new records will reflect the billing rate defined for Company B ($60/hr). If you want to apply the new billing rate to past Project X records, you can do so using the Billing Methods module.

  3. Project X has a fixed billing fee of $10,000 and is divided into two subprojects. Subprojects 1 and Subproject 2 each currently have 50 hours recorded for them, representing $5,000 and a dynamic billing rate of $100 per hour each. You move Subproject 1 to Project Y, which has no billing rate defined. After moving Subproject 1 to Project Y, the total number of hours for Project X changes from 100 to 50. Subproject 2, with 50 hours recorded for it, now represents $10,000 and a dynamic billing rate of $200 per hour. Subproject 1, in Project Y, now has no billing rate.

How do I make data appear in multiple columns in an exported CSV file?

When opening a CSV file exported from Beebole, your spreadsheet editor (e.g. Excel) may show the data in a single column instead of splitting it into multiple columns. This is because CSV files split data into columns using "," as a separator by default. However, in certain countries the default separator value is ";".

If you experience this problem with a CSV file:

  1. Go to your Settings page via the button in the top right corner of your Beebole account (you must be an administrator).

  2. In the Localization module, under "List separator for exports", change the field from "coma (,)" to "semicolon (;)".

Alternatively, you may want to change the regional settings on your computer if this problem occurs with multiple apps.

For Windows:

  1. Go to Start > Settings > Control Panel > Regional and Language Options

  2. Click "Customize"

  3. Enter "," for "List Separator"

For Mac:

  1. Click the Apple button and select System Preferences

  2. Select Language and Region and click Advanced

  3. Change the Decimal separator from comma (,) to full stop (.)

  4. Click Ok/Save

Is there a Beebole API?

Yes, you can access Beebole's API here: https://beebole.com/timesheet-api/.

What do billing, cost, profit, and budget mean in Beebole?

Billing is what you invoice for work done, whether for an external client or another department within your organization. You can set a fixed fee on a project or a billing rate per person, project, task, etc. using the Billing Methods module.

Cost includes everything that an employee costs a company, such as salary, benefits, vehicle, mobile, laptop, etc. Beebole will not calculate costs, but rather allows you to input costs that you have previously calculated. You can set costs on an employee, customer, project or subproject page using the Standard Cost module.

In Beebole you can view profit in reports and charts in two ways:

  1. The profit percentage, which is equivalent to (billing - cost) / billing * 100

  2. The actual profit amount, which is equivalent to billing - cost

Budget is either a monetary amount or a number of hours budgeted for a project and/or subprojects. Each time an employee creates a time entry, the budget is consumed by the respective amount or time. The Budget Status module will indicate the initial budget and how much budget remains for the given project or subproject.

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