Overview: Filters, actions, and export functionality in the Registrations screen

The Registrations screen (Registration > Overview) gives you a clear overview of all registrations. The screen consists of two main parts:

• Filters at the top: use these to select which registrations you want to view.
• Registration list at the bottom: here you see the filtered registrations and can perform actions, either individually or in bulk.

In this article, you will learn how to use filters, understand the information in the registration list, and perform actions from the Registrations screen.

Using filters in the Registrations screen

The filters at the top of the Registrations screen help you find specific registrations. You can use the standard filters for common searches and open the advanced filters when you need a more specific selection.

You can use the following standard filters:

• User: choose whose registrations you want to view.
• Relation: select a specific relation.
• Period: select a period such as Today or This month, or set a custom date range with a start and end date.
• Price list item: filter by a specific price list item.
• Task template: filter registrations based on a specific task template.
• Prospect/Customer/Own company: choose whether the registrations relate to a prospect, a customer, or internal activities within your own company.

You can also sort and further filter the results directly in the columns of the registration list:

• By Type: Time, Product/Cost, Distance, Absence, or Recuperation.
• By invoicing attribute: Billable, In fixed amount, Never invoice, or Invoice.

When an additional filter is applied to a column, the small filter icon next to the column name turns red. This helps you quickly see which extra filters are active.

To sort the data in a column, click the column name. You can sort the data in ascending or descending order. A small triangle next to the column name shows that sorting is active and indicates the sorting direction.

Advanced filters

Use Advanced filters to show additional filters at the top of the Registrations screen. These filters help you refine your selection beyond the standard filters.

Click Advanced filters at the bottom right of the filter area to open the extra filter fields. The filters are then shown above the registration list. To return to the standard filter view, click Hide filters.

The following advanced filters are available:

• Relations with labels: shows registrations for relations that have one or more selected labels.
• Relations without labels: shows registrations for relations that do not have the selected labels.
• Own companies: filters registrations based on the own company linked to the relation.
• Invoice date: filters registrations based on the invoice date.
• Assignment template: filters registrations that are linked to an assignment based on a specific assignment template.
• End fiscal year: filters registrations based on the relation’s fiscal year-end.
• Relation groups: shows registrations for relations that belong to one or more selected relation groups.
• Training: filters registrations linked to a selected training.
• Ref. year: filters registrations based on the reference year.
• Employee labels (with): shows registrations from employees who have one or more selected employee labels.
• Employee labels (without): shows registrations from employees who do not have the selected employee labels.
• Handling level: filters registrations based on the handling level of the relation: Normal, Yellow / Restricted, or Red / Blocked.
• Lock status: if registration locking is activated, you can filter on All, Unlocked registrations, or Locked registrations.
• Inactive relations: filters registrations based on active or inactive relations. Use this filter when you want to include or isolate registrations linked to inactive relations.

💡 Combine standard filters, advanced filters, and column filters to refine your selection. The summary statistics at the top of the screen automatically update based on the active filters.

Summary statistics

Based on the active filters, the following values are automatically shown at the top of the screen:

• Total time: the total number of hours and minutes of the filtered registrations.
• Average amount per hour: the calculated average hourly rate, determined by dividing the billable amount by the total number of hours.
• Registered amount: the amount originally registered, regardless of any changes made during invoicing.
• Billable amount: the amount that can be invoiced, calculated based only on the billable registrations in the list.
• Total: the sum of the invoicing amounts for the selected registrations. For unchanged registrations, this equals the registered amount.

Viewing and editing the registration list in the Registrations screen

The registration list shows all registrations that match the active filters. For each registration, the following details are shown:

• Date: the date the registration relates to.
• User: the person who entered the registration.
• Relation: the relation for whom the registration was created.
• Registration details: information such as the type of registration (time, costs, distance), start and end times, quantity (hours, products, or kilometers), assignment, task, and other relevant data.
• Billable: indicates whether the registration can be invoiced.
• In fixed amount: shows whether the registration falls within a fixed amount.
• Never invoice: shows whether the registration should not appear on an invoice, including an invoice proposal.
• Invoice: indicates whether a registration has been invoiced on a numbered invoice or is listed on an invoice proposal. The link is clickable.
• Comment: a text box appears when comments have been entered.
  

Customizing visible columns

Use the Change columns button at the top of the list to choose which information is visible in the registration list.

Available actions in the Registrations screen

Individual actions per registration

At the end of each row in the registration list, you will find several buttons in the Actions column. These buttons let you edit a registration, add it to an invoice proposal, put it back in To invoice, or delete it.

The available actions depend on the status of the registration:

Action: Add registration to invoice proposal

This action is available for registrations that have not yet been invoiced. It adds the registration to a new or existing invoice proposal.

Action: Put back in "To invoice"

If the registration is already linked to an invoice proposal, you will see an option to unlink it and mark it as To invoice again.

Action: Lock or unlock registration

If Allow registration locking is enabled in the general settings, you can lock a registration using the lock icon. A locked registration remains visible, but can no longer be changed or deleted. Click the lock icon again to unlock the registration.

Action: Edit registration

This action lets you change registration details, such as time, task, or amount. It is only available for registrations that have not yet been invoiced.

Action: Delete registration

This action permanently removes the registration. It is only available if the registration has not yet been invoiced.

Action buttons for an open registration

Actions for a registration on an invoice proposal, with the option to unlink it

Actions for an already invoiced registration, view only

Edit multiple registrations at once in the Registrations screen

In the Registrations screen, you can edit multiple registrations at once using Batch operations. These actions only affect the fields that are explicitly listed for each action. All other properties of the registrations remain unchanged.

Batch operation: Adjust registration

With Adjust registration, you can edit a set of selected registrations in bulk. You can only change the fields listed below. Details such as date, user, or description cannot be changed with this action.

To adjust registrations in bulk:

1. Go to Batch operations > Adjust registration.
2. In the dropdown menu, select one of the available fields from the list below.
3. Select the new value.
4. Click Save.

Fields you can edit

• Billable: make multiple registrations billable or not billable at once. Select Yes or clear the box.
• In fixed amount: mark registrations as inside or outside the fixed amount. Select Yes or clear the box.
• Never invoice: select Yes if you do not want to invoice certain registrations. To undo this, clear the box.
• Relation: link the registrations to another relation. Choose the Relation field, search for the correct relation, and select it.
• Assignment: link the registrations to another assignment. Choose Assignment and select the correct assignment from the list.
• Price list item: link the registrations to another price list item. Choose Price list item and select the correct item from the list.

👉 Note: the batch operation only applies to registrations that have not yet been invoiced. Registrations that already appear on an invoice proposal or numbered invoice are skipped.

Batch operation: Delete registrations

With the batch operation Delete registrations, you can permanently delete multiple registrations at once.

1. Use the filters to find the registrations you want to delete.
2. Select the registrations using the checkboxes.
3. Open Batch operations.
4. Choose Delete registrations.
5. Confirm that you want to permanently delete the selected registrations.

👉 Only delete registrations if you are sure they are no longer needed. This action has a major impact and cannot easily be undone.

Batch operations: Lock registrations and Unlock registrations

If Allow registration locking is enabled in the general settings, you can lock or unlock multiple registrations at once via Batch operations. Locked registrations remain visible, but can no longer be changed or deleted.

Batch operation: Add to invoice proposal

Select multiple registrations and add them to an invoice proposal with one click. This is useful when you want to invoice a group of time entries, products, or costs together.

Batch operation: Put back in "To invoice"

Use this batch operation to unlink selected registrations from their invoice proposal and return them to the To invoice state.

This is useful, for example, when you want to postpone a specific cost to the next invoice. First filter on that cost, select the registrations, and put them back in one action.

👉 Note: registrations linked to a reviewed invoice proposal cannot be put back in To invoice.

Add a registration, absence, or recuperation

You can add a new registration, absence, or recuperation for yourself or for another user. The steps depend on who you are registering for.

Add a registration, absence, or recuperation for yourself

1. Click the green Add button at the top right of the screen.
   • To add an Absence or Recuperation, click the triangle next to Add and select the required option from the dropdown menu.
2. Fill in the required details, such as type, start and end time, amount, description, communication log, and other relevant information.
3. Click Register or Save to save the registration, absence, or recuperation.

Add a registration, absence, or recuperation for another user

1. Use the User filter at the top of the screen and choose the user for whom you want to add a registration, absence, or recuperation.
2. Click the triangle next to the green Add button at the top right. You will see options to add a registration, absence, or recuperation.
3. Fill in the required details, such as type, duration, assignment, or reason for absence.
4. Click Register or Save to save the registration.

Exporting registrations

Export registrations to Excel

Export the list of registrations to Excel based on the active filters. The export includes extra columns, such as:

• Creation date: when the registration was created.
• Created by: the user who entered the registration.
• Last modified: the date when the registration was last modified.
• Last modified by: who made the last modification.

Registrations automatically generated by AdminPulse show "[e-mail]" as the user.

Export registrations with a detail template

For one selected relation, you can export selected registrations to a Word or PDF file based on a detail template.

Follow these steps:

1. Select the relevant relation using the filters at the top of the screen.
2. Optionally, apply extra filters, such as a specific price list item or period, to narrow down the list.
3. Optionally, apply column filters in the registration list, such as only billable registrations or registrations in fixed amount.
4. Select the registrations you want to include.
5. Click Export and choose Export registrations with detail template.
6. Select the desired template from the list. This list automatically shows the available invoice detail templates for the own company to which the selected relation belongs.
7. Click Word or PDF to generate the document.
   
8. AdminPulse generates the file. You can then share it with your client.