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

The Registrations screen (Registration > Overview) provides a clear overview of all your registrations. The screen consists of two main components:

• Filters at the top: This allows you to select specific registrations you want to view.
• Registration list at the bottom: An overview of the filtered registrations, where you can perform various actions, either individually or in bulk.

With this guide, you will learn everything about using filters, understanding the list information, and executing actions in this particular screen.

Use of filters in the registrations screen

The filters at the top of the registrations screen help you find specific registrations. You can set the following filters:

• User: Choose whose registrations you wish to view.
• Relation: Select a specific relation.
• Period: Select a period such as "Today," "This month," or set a custom range with start and end dates.
• Type of price list item: Filter by price list item type.
• Task template: Filter registrations based on a specific task template.
• Prospect/Customer/Own Company: Choose whether the registrations pertain to a prospect, customer, or internal activities within your own company.

You can sort and further filter the results directly within 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 provides a quick visual cue about which extra filters are currently active.

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

Advanced filters

If the desired filter option is not visible, click ‘Advanced filters’ to activate additional filtering options, such as labels, invoice date, relation group, assignment template, handling level and more.

If locking registrations is activated in the general settings, you can also use the advanced filters to filter on Unlocked registrations and Locked registrations.

Summary statistics

Based on the set filters, the following values are automatically displayed 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 hours.
• Registered amount: The amount originally registered, regardless of any changes made during invoicing.
• Billable amount: The amount that can be invoiced, calculated solely based on billable registrations in the list.
• Total: The sum of the invoicing amounts for the selected registrations. For unmodified registrations, this equals the registered amount.

Viewing and editing the registration list in the registrations screen

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

• Date: The date relevant to the registration.
• 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, quantities (hours, products, or kilometers), assignment, task, and other relevant data.
• Billable: Indicates if the registration can be invoiced.
• In fixed amount: Shows if the registration falls within a fixed amount.
• Never invoice: For registrations that should not appear on any invoice (nor invoice proposals).
• Invoice: Indicates whether a registration has been invoiced on a numbered invoice or is listed on an invoice draft (with a clickable link).
• Comment: A text box appears when comments are entered.
  

Customizing visible columns

Use the "Change columns" button at the top of the list to customize which information you want to display.

Available actions in the registrations screen

Individual actions per registration in the registrations screen

At the end of each row in the registration list, you’ll find several buttons under the 'Actions' column. These allow you to perform actions on individual registrations: edit, link to an invoice proposal, mark as "To invoice" again, or delete.

The available actions depend on the status of the registration:

Action: Add registration to invoice proposal

Available for registrations that have not yet been invoiced. This adds the registration to a new or existing invoice draft.

Action: Put back in "To invoice"

If the registration is already linked to an invoice draft, 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

Allows you to modify registration details, such as time, task, or amount. This action is only available for non-invoiced registrations.

Action: Delete registration

Permanently removes the registration. 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 option to unlink)

Actions for an already invoiced registration (view only)

Edit multiple registrations at once in the Registrations screen (batch operations)

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

Batch operation: Adjust registration

Edit a set of selected registrations in bulk. The 'Adjust registration' action allows you to modify only the fields listed below; elements such as the date, user, or description cannot be changed here. Here is how it works:

1. Go to Batch operations > Adjust registration.
2. In the dropdown menu, select one of the available fields from the list below. Only these fields can be edited in bulk.
3. Select the new value.
4. Click 'Save'.

Fields you can edit

• Billable: make multiple registrations billable (or not) at once. Tick “Yes” or empty the box.
• In fixed amount: mark registrations as inside or outside the fixed-amount scope. Tick “Yes” or empty the box.
• Never invoice: don’t want to invoice certain registrations anymore? Select 'Yes'. To undo, empty the box.
• Relation: want to link the registration to a different relation? Choose the 'Relation' field, search, and select the correct client.
• Assignment: are registrations linked to the wrong assignment? Choose 'Assignment' and select the correct one from the list.
• Price list item: was the wrong price list item chosen? Choose “Which” and select the correct item from the list.

👉 Note: the batch operation applies only 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 several registrations and add them to an invoice proposal with a single click. This is useful when billing multiple items together.

Batch operation: Put back in "To invoice"

Use this to unlink selected registrations from their invoice proposal, so they return to the To invoice state. This is especially useful when you want to postpone a certain cost to the next invoice — just filter for that cost and revert all matching registrations at once.

👉 Note: Registrations linked to a reviewed and locked invoice proposal cannot be reverted to "To invoice".

Add Registration/Absence/Recuperation

In the Registration-screen, you can add a new registration or absence, both for yourself and for another user. Follow the steps below depending on the situation.

Add a registration, absence, recuperation for yourself

1. Click on 'Add': At the top right of the screen, you will find the green button, 'Add'.
   • Want to add an Absence or Recuperation? Click on the triangle next to 'Add' and select the desired option from the dropdown menu.
2. Fill in the details: Enter all necessary information, such as the type, start and end time, amount, description, communication log, and other relevant details.
3. Save: Click on 'Register' or 'Save' to finalize the registration or absence. The new registration will be added.

Add Registration/Absence/Recuperation for another user

1. Select the user: Use the 'User' filter at the top of the screen and choose the user for whom you wish to add a registration or absence.
2. Click on the triangle next to 'Add': Once you selected the correct user, click on the triangle next to the green 'Add' button at the top right. You'll see options to add a Registration, Absence, or Recuperation.
3. Fill in the details: Provide the necessary details, such as type, duration, assignment, or reason for absence.
4. Save: Click on 'Register' or 'Save' to finalize the registration.

Exporting registrations

Export registrations to Excel

Export the list of registrations to Excel, based on the filters applied. Additional columns are included in the export, 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 will show "[e-mail]" as the user.

Export registrations with a detail template

For a selected relation, you can create a Word or PDF document containing specific registrations using a predefined detail template.

Follow these steps:

1. Select the relevant relation using the filters at the top of the screen.
2. Optionally, apply additional filters (e.g. a specific price list item or time period) to further narrow down the list.
3. Optionally, apply column filters in the registration list, such as billable only or within fixed amount.
4. Select the registrations you want to include.
5. Click on the 'Export' button 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 on Word or PDF to generate the document.
   
8. AdminPulse will then generate the file, which you can share with your client.