In AdminPulse, you can efficiently log time, distance, and products/costs via Registration > New registration. It's also possible to add absences and recuperation here.
The 'New registration' screen consists of two parts: an overview of what has been registered on the left-hand side and a form for new entries on the right-hand side.
Screen Layout
Left Side: Registration overview
On the left-hand side, you can view an overview of all your registrations for the selected day. Use the green arrows to switch between days.
This section displays information such as:
- Start time, end time, and duration of each time registration
- Linked price list item
- Logged distance and quantity for distances and products/costs
- Total amount associated with the registration
The total recorded time for the day is displayed at the top of the list. Additional details can be added by clicking Show details.
If a timetable is set, you can also view missing hours and on the right side at the top, you can use the toggle to indicate whether you worked from home or the office.
Clicking on a specific registration opens it on the right side of the page. Here, you can review, edit, or delete the entry, as long as it has not been added to an invoice proposal (and subsequently to a finalized invoice).
Right Side: Entering a new registration
On the right side of the New Registration page is the form where you can create new registrations. Here, you can enter the date, relation, time, distance, costs, and comments. Each component is explained further below.
💡 Repetitive registrations, such as subscription costs, administrative fees, or expenses, can be created as planned registrations per relation in the relation file.
Entering a new registration
1. Setting the date
First, set the desired date at the top of the registration form. You can adjust the date manually or select it via the calendar. The registration will automatically be linked to the selected day.
2. Selecting a relation
Enter part of the relation name in the Relation field. AdminPulse will suggest matches based on your input. Select the correct relation to proceed.
After choosing a relation, you can link the registration to an open task or to-do associated with that relation. It is recommended to use tasks for time tracking as it:
- Provides better reports for insights into time spent per task
- Generates clear invoices with a breakdown of tasks per client (if desired)
- Removes the need to split price list items
Additionally, you can update the status of the task or to-do by clicking on the colored dot.
Logging Time
In the Time section, you can easily register a time period or duration. In the Which field, select a price list item from the dropdown menu. Default information, such as rates and billability, will auto-fill, but you can adjust them if needed.
How to log time?
- Enter a start and end time via the From and To fields.
- Or directly input a duration (in minutes) if the exact start or end time is unavailable.
Additionally, you can quickly add time using buttons to instantly log increments of 5, 10, or 15 minutes.
The buttons with vertical lines round your input automatically to the nearest 5 minutes, 10 minutes or quarter-hour.
Logging Distance or Costs
Distance
If the client’s address is entered in the relation file, AdminPulse can automatically calculate the kilometers by clicking the calculator icon. Alternatively, you can manually enter the distance.
Product/Cost
In the Product/Cost section, you can log costs incurred on behalf of the client. Select a price list item, and adjust the quantity, associated rate, and VAT as needed.
Available fields for Time, Distance, and Product/Cost registrations
In addition to the specific fields associated with each registration type, there are general fields available for all registrations:
- Tariff: Automatically retrieved from the price list but adjustable per registration.
- Discount: Add a discount if desired.
- VAT: Adjust the VAT percentage if necessary.
- Total excl.: Displays the total amount excluding VAT.
- Billable: Indicate whether the registration is billable.
- In fixed amount: Automatically filled if a fixed amount plan is set for the relation.
👉 Note: The availability of fields depends on the user role. For example, users with the "registration-only" role do not have access to the field indicating whether a registration falls within the fixed fee.
💡 Learn how to adjust the price list here.
Adding comments
At the bottom of the registration form, under Description, you can add two types of comments:
- Invoice remark: An optional message that, depending on your invoice template, may be visible on the invoice.
- Internal remark: An internal note that is not visible to the client or on the invoice.
Communication report
When creating a registration, you can directly add a communication report. Choose from one of the following interaction types:
- Phone Call
- Note
- Meeting Report
Then, enter a title and description. If needed, you can also attach files to support your report.
Communication reports can be found back in the relation timeline of a relation file: Relation timeline: overview and usage.
Action Buttons
Finally, the action buttons at the bottom of the form offer the following options:
- Cancel: Clear all entered data and reset the form to its original state.
- Register: Save the data and finalize the registration.
- Add recuperation or absence: Use these options to log recuperation time or register absence.