Utilize Engage’s Time & Expense feature to track time and cost associated with a user/role and to track costs associated with their work in CRM. You can assign a dollar value to your users and see a calculation of your resource utilization based on Activities entered in Engage. Follow the steps below to set up Time & Expense features for your firm.

Set Rate Per Hour on User and Team Records

The first step needed is to add a Rate Per Hour to each user and team that will be entering activities for Time & Expense calculations. A flow will then run in the background to calculate Time & Expense, every 6 hours, based on the attendees of the Activity, their Rate Per Hour, multiplied by the duration of the activity entered. 

1. In Engage, go to Advanced Settings.           

2. Click the dropdown arrow next to Settings and select Security.

3. Select Users. Select the Enabled Users system view.

4. Modify each User by clicking on the user's name.

5. Assign a value in the Rate Per Hour Field.

6. For Teams, go to Advanced Settings and click the dropdown arrow next to Settings. Select Security. 

7. Select Teams.

8. Modify each Team that is assigned Activity Records by clicking on the Team name.

9. Assign a value in the Rate Per Hour field.

FAQs

Q: Why don't I see a Duration or Attendees on my Activities?

A: You need to add the fields for Durations and Attendees to your Activities forms.

If not already on the forms, you must add the duration and attendee fields to the Activity forms. For more information on customizing forms, see this article.

1. Modify the Client Review Meeting, Meeting Note, Phone Call, and Task forms for Quick Create and Main Form, and add the following fields if they do not exist:             

• Regarding

• Assigned To (out of the box owner field)

• Duration (Minutes)

• Additional Attendees? (Time/Expense)

• Attendee 2

• Attendee 3

• Attendee 4

2. Save and Publish changes for each form. 

 

Q.Why don't I see a Rate Per Hour on my User or Team form?

A. You must add the Rate Per Hour field to the User and Team forms.

If not already on the User form, you must add Rate per Hour field. Save and Publish changes. 

                                      

If not already on the form, modify the Team main form and add the Rate Per Hour field. Save and Publish changes. 

Q. I am not seeing any Time & Expense records calculating. Why?

A. Not all required flows may be turned on. to run in the background. Be sure to turn on your Flows for Time & Expense.    

 

As part of the Engage package, there is a Power Automate solution called SalenticaEngage_TimeExpense_Flows

Once the solution is imported, most of the complex flows will be turned on by default, but there will be some that will be turned off. The Flows that are off after the solution import have been identified below:                                                                                                                                                

1. If you modify the Flows, you may be presented with the following Connector screen. Identify the connections and click Continue. 

2. Click Save. Click the back arrow to return to the main page of the Flow. 

3. Turn on the Flow at this point. 

4. Repeat for the remaining Flows that are in an off state. If you are not presented with a Connector screen, you will have to enable the connectors for each action. 

 

For more details on how the Time & Expense feature works, see this article.