People Resources

Manage Jobs

What is Jobs and Work Items

Jobs

A Job is a task that is either assigned to you by someone in your organization or you work on your own tasks. You can add more jobs as you work on. Multiple jobs can be associated to one Client and multiple users can be assigned to one single job. For example, in a hospital, it is crucial to have a complete record of each patient. So, the hospital may outsource a company to perform this process. In this case, Hospital is the 'Client', 'Patient Analysis and Research Centre' is the company who work for the Client and collecting each patient's summary and diagnosis report is a 'Job/Task' assigned to them. People who are working for 'Patient Analysis and Research Centre' are 'Users'. So, a Client (Hospital) can assign one or more Jobs/Tasks to a Company to perform a Job/Task and the Company can have multiple Users to complete the Job/Task.

Work Items

A work item is a task activity or a subtask relating to a particular Job. A user can log multiple work items and record time spend on each work item. For example, in the above said example, people (users) who are working for 'Patient Analysis and Research Centre' will perform various tasks for the job 'Patients Diagnosis & Summary Collection' like collecting reports, examining and analyzing reports, testing samples, preparing a summary file, finalizing the report and sending back to the hospital. These various tasks will be performed by individual or group of users. Users can log their time spend on each work item either in a daily or weekly basis.

Manage Jobs

Schedule and manage job simultaneously with the help of the Time Tracker tool. Managers can schedule and assign jobs to their subordinates and have a complete record of their employees' work items.

How to add a new job

  1. Go to 'Time Tracker' tab at the top of the page.
  2. Click on 'Manage Jobs'.
  3. Under 'Manage Jobs' subtab, click 'Add Job' button.
  4. Fill in the job name.
  5. Choose client for the job. You can choose Client directly from the Zoho CRM account.
  6. Enter the rate per hour for the job.
  7. Set start date and end date for the job.
  8. Configure Assignee (Person to whom a job is assigned) for the job.
  9. Once done, click 'Submit'.
  10. Add attachments, if any and add a description for the job.
  11. Click Submit.

Note:

  • Only Administrators and Reporting Managers can assign jobs to their subordinates. If you are unable to assign job to users, check your Settings--> General or contact your Administrator.

How to delete a job

  1. Go to 'Time Tracker' tab at the top of the page.
  2. Click on 'Manage Jobs'.
  3. Under 'Manage Jobs' subtab, all jobs will be listed.
  4. Hover your mouse over a specific job and click X icon to delete the job.
  5. To delete all jobs, click the 'Jobs' check box at the top and click 'Delete'.

Client List

A client is someone for whom you work on a specific project. You can add clients and their contact details like contact person name, email ID, phone number, address details etc.,

How to add a client

  1. Go to 'Time Tracker' tab at the top of the page.
  2. Click on 'Manage Jobs'.
  3. Go to the 'Client List' subtab.
  4. Click 'Add Client'.
  5. Enter your client details like name, email ID, address, phone number, fax, country, etc.,
  6. Click 'Submit'.

How to delete a client

  1. Go to 'Time Tracker' tab at the top of the page.
  2. Click on 'Manage Jobs'.
  3. Go to the 'Client List' subtab.
  4. All Clients will be listed.
  5. Scroll your mouse over a specific client name that you want to delete.
  6. Under Actions, click on the X icon to delete a client.

Time Tracker Integration with Zoho CRM Accounts

Time Tracker is integrated with Zoho CRM 'Accounts' module for you to easily associate a Client/Account for a job directly while adding a job in Zoho People. To know more about Clients, Accounts and how it works, click here. This integration not only allows you to associate Accounts for a job directly but also allows you to view the summary of the Client's logged hours just by adding a quick link. Please follow the steps below to do so:

How to add a custom link in CRM?

  1. Log in to your Zoho CRM account.
  2. Go to 'Setup' at the top of the page.
  3. Under 'Customization' click 'Links'.
  4. Choose the Module 'Accounts' from the Modules List as shown in the image below.
  5. Click 'Create Link'.
  6. Name the 'Label'. For example, name it as 'Client Summary'. See image below.
  7. Add a description.
  8. Add the following URL in the URL box.

    https://people.zoho.com/people/clientsummary.do?service=ZohoCRM&AccountName=${Accounts.Account Name}

  9. Click 'Save'

Note:

  • Only Zoho CRM 'Enterprise Plan' users will be able to add custom links. Check out the Zoho CRM Pricing page for more details.

You can now add jobs in Zoho People associating 'CRM Accounts' for a job as mentioned in the steps below.

How to add a new job in Zoho People

  1. Go to 'Time Tracker' tab at the top of the page.
  2. Click on 'Manage Jobs'.
  3. Under 'Manage Jobs' subtab, click 'Add Job' button.
  4. Fill in the job name.
  5. Choose client for the job. You can choose Client directly from the Zoho CRM account as shown in the image below.
  6. Enter the rate per hour for the job.
  7. Set start date and end date for the job.
  8. Configure Assignee(s) for the job.
  9. Once done, click 'Submit'.
  10. Add attachments, if any and add a description for the job.
  11. Click Submit.

How to view Client Summary page from Zoho CRM Accounts Module

  1. Log in to Zoho CRM.
  2. Go to 'Accounts' tab at the top of the page.
  3. All your Accounts will be listed.
  4. Click on the 'Account' name that you have associated with Zoho People Job.
  5. The link that you added in Zoho CRM 'Setup' ('Client Summary') will be listed under 'Links' at the right side of the page as shown in the image below.
  6. Click on the link to view the Client Summary page.

How Zoho CRM users can log time and send bill for their 'Accounts', using Zoho People Time Tracker?

What is an 'Account' in Zoho CRM?

Accounts in Zoho CRM are companies or departments with which you plan or have business dealings. Accounts holds data of companies' or departments' name, phone number, address, website, industry, number of users, employees, annual revenue etc., You can associate an Account with people who are working in the company and with your business potentials.

Who is a Client in Zoho People Time Tracker?

A client is someone for whom you work on a specific Job. You can log your employees' time, generate timesheets and send them to Clients for billing and payroll process.

What is the difference between a Client and an Account in Zoho CRM?

An 'Account' in Zoho CRM is more like a 'Client' in Zoho People. You work for a Client or have business dealings with them. You will have all details of a Client/Account in your Zoho People account to bill them and send reports.

How Zoho CRM users can effectively use Zoho People Time Tracker?

How do you know your employees are working productively? How do you track their time? Do you know how much they are contributing to your company?

Here's a solution for you - Zoho People! It helps you to log time that you spend on various jobs, create timesheets, get them approved online, generate bills and export bills for payroll purpose.

Using Time Tracker, you can log your daily and weekly work items for various jobs so that, at the end of the day, you will be able to know how much time you have totally spend at work. Using time logs, you can create timesheet and generate bills. This will help both the Company and the Client to know how much the employee has worked on a particular Job item.

How can I choose 'Account' from Time Tracker?

Zoho People lets you choose the Client (Account) from within the Time Tracker module without logging in to CRM. Here's how you can do that.

How to add a new job

  1. Go to 'Time Tracker' tab at the top of the page.
  2. Click on 'Manage Jobs'.
  3. Under 'Manage Jobs' subtab, click 'Add Job' button.
  4. Fill in the job name.
  5. Choose client for the job. You can choose Client directly from the Zoho CRM account as shown in the image below.
  6. Enter the rate per hour for the job.
  7. Set start date and end date for the job.
  8. Configure Assignee(s) for the job.
  9. Once done, click 'Submit'.
  10. Add attachments, if any and add a description for the job.
  11. Click Submit.

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