Admin user guide
Choosing a plan and signing up
Start by clicking on the Free trial tab from the home page.
On this page, you can Sign Up for Trial account which will set up a free Mini plan for 14 days. After free trial sign up, you can upgrade for any paid plan.
Free trial
Enter the necessary information in the required fields.
After clicking the Create account button, You will get a mail for confirmation.
Click on the Confirm email button which will open a browser tab with the login and password prefilled.
Whenever there is a privacy policy changes, you will get the privacy policy acceptance notification after login process. Agree to the Terms and privacy policy by checking the box, and click on the Continue button.
Dashboard
When you Login, the first page that will come up inside your account is the Dashboard.
The Dashboard provides a list of active projects that are being worked on. You can click on the names of these projects to view details and edit the projects. It also includes Task details which enables you to keep track of any immediately pending tasks.
Creating projects and inviting team members
You can select the projects on the left menu in order to start managing projects and inviting team members. To create a project, click the Create project link which is located below Projects > Active.
Project details
You can fill in the Project title, a Short description, and Notes. All of these will be visible to your team members in their HiveDesk Client.
Screenshot control
You can set the Screenshot interval; and control your team members access to their screenshots.
Invite team members
You can either Invite existing team members to the project or Invite new team members who do not have a HiveDesk account yet. This will send the team members an email from HiveDesk containing the name of the project they have been invited to.
My projects
If you click the My project button on the left menu you will see the following links below My projects.
Create new project
This button enables you to create a new project. Directions for creating new projects can be found above.
Closed projects
This button lets you view and Reopen projects that you have closed. You can also reopen projects by clicking on the button in the top right.
After selecting a project
After selecting the project name, you can view a Project summary by looking at the Overview.
Manage team members
This tabs allows you to configure the permissions and add new team members to a project.
Manage team permission
You can click the icon that is above “Manage team members disabled” in order to enable a particular team member to invite new team members. Clicking on this icon gives them permission to control which members are assigned to which projects.
Manage projects permission
You can click the icon that is above “Manage projects disabled” in order to enable a particular team member to edit, close, or delete the project that you have created.
Manage tasks permission
You can click the icon that is above “Manage tasks disabled” in order to enable a particular team member to create and edit specific tasks for that project.
Edit time permission
You can click the icon that is above “Edit time disabled” in order to enable a particular team member to edit their time in each work session. Team members can effectively edit their own timesheets using this permission. This permission should be given out only to trusted team members.
Remove team member
If you wish to remove a particular team member from a project, you can click on the red X to remove the member.
Settings
This button allows you to change the Project details as well as the Screenshot controls.
Archive project
Prevents any changes to be made to the project and prevents team members from checking in. Data is not deleted, unlike the previous button.
Delete project
This button permanently deletes all the data for the project and removes it from your list of projects.
Manage tasks
This tab allows you to add or remove tasks. Tasks can be assigned to specific team members (or a group of members) and can be assigned a due date. Before you add a new task, you need to create a New Section i.e., Task List by clicking the button at the bottom of the Add Section button.
New section
When creating a new Section, you can enter a Name.
New tasks
To create a new task, you can click the Add task button located below a Section. After setting the due date and other details, you can hit Add to complete the process.
Managing tasks
You can find existing tasks by searching for them by whom they were assigned to and the due date. You can edit the task details.
Team members
My team members page allows you to view all of the team members assigned to your projects. It allows you to promote or demote each member across all projects and configure their permissions. There are three different levels of users- team members, managers, and administrators. Managers are given the ability to manage all projects.
When you click the Three dots on each team member , this box will appear near the top of the screen.
Promote/demote worker
This enables you to promote a member to a manager or demote a manager to a member. Managers can add team members to any of your projects and edit all your projects.
Work session report
It downloads or emails a .csv file containing details about a particular worker’s different work sessions and timings as well as details about time spent on each project.
Activate/deactivate team members
This is the second button from the right. This button enables you to deactivate a team member from accessing any of your projects. Data is not deleted, unlike the Delete button. You can re-activate this team member any time.
Delete worker
This enables you to delete a team member and all of the member’s data permanently. The data is not recoverable after deletion, so ensure you download or export any data you wish to keep before deleting a team member.
Add new worker
You can add new team members by entering the team member’s email address and selecting a project to add them to. When you click the Add new worker button, HiveDesk will send an email to your team member letting them know that you have asked them to join your project. The email will contain the name of the project and will provide them links to sign up for or log into HiveDesk.
Invitation pending team members
This section is for managing invitation pending team members. Account owner can see the list of all pending invitation members here.
- Account owner can re-send their invitation again from resend invite button
- Account owner can copy the invitaion link from “Copy invite URL” section.
- Account owner can delete invited member from each projects and can also delete from all projects together by selecting checkbox.
Inactive team members
This is for managing inactive team members. Account owner can see the list of all inactive members here.
- Account owner can download all the work session details in csv format by clicking on download button and clicking on mail button will send the data through mail.
- By clicking on activate button, you can re-activate the team member.
- Delete button is for deleting the inactive team member. This action will delete all the project related data of that particular team member.
Work session edit
This allows you to manually edit the hours you have worked. You can edit these hours by clicking on the writing pad icon in the Edit column. You can change the times in the Check In and Check Out columns and save these new times by clicking the Save button in the Edit column.
Timesheet
The Timesheets primarily allows you to generate timesheet reports for specific users.
Detailed timesheet reports
This enables you to select a team member, select a project, choose a set of dates, choose whether or not to include notes, and choose how to receive the timesheet. The resulting timesheet is displayed like this and you can group by Team Member, Projects or Date. If you choose to view and download the timesheet.
Summarized timesheet reports
This enables you to select a team member, select a project, choose a set of dates, and choose how to receive the timesheet. The resulting timesheet is displayed like this and you can group by Team Member, Projects or Date. If you choose to view and download the timesheet.
Activity
The Activity primarily allows you to review activity for specific users or whole team. This allows you to view as a whole how much work has been done by your team members across all projects for a single day or a date range. This is displayed in an easy to understand graphic.
Team activity
This primarily allows you to review activity for whole team by day or date range.
Member activity
This primarily allows you to review activity for specific users by day or date range. You can edit screenshots of a team member from here as well.
Note: You will not see screenshots for the sessions logged using mobile apps. The screenshot feature does not work on mobile apps.
Reports
The Reports primarily allows you to generate charts and screenshot reports.
Chart
You can also choose to view a chart by selecting a team member and range of dates. This produces a chart that is displayed with number of hours and activity level on the vertical axis and dates on the horizontal axis.
You can produce weekly performance charts for each project that are displayed as bar graphs like below.
Screenshot reports
This enables you to view all the screenshots from a particular team member in any window of dates you would like. You can also choose a particular project to view screenshots from or choose “All Projects.” You can click the View all screenshots button to view these screenshots.
Settings
The Settings section allows you to view invoices, edit your profile, upgrade plan etc.
Billing
This page has two separate sections like Account usage options and My invoices. Account usage section will display the account plan and other project related details. You can view your invoices from ‘My Invoices’ section. From Plan options section you can upgrade/downgrade the HiveDesk account plan and cancel the account. Billing information section showing your existing card details with next billing date. By clicking Update my credit card button, you can change your card information.
General
This page is displaying profile details and allows you to edit the existing information. Currency settings allows you to change your currency setting for rate calculation on reports.
Teams
Auto checkout settings section allows you to add inactivity time for desktop client auto checkout settings. It also allows you to add new members to a plan.
Email summaries
HiveDesk will automatically email you reports like daily summary report, weekly report email and bimonthly report. You can enable the service from Email summaries section for each team member.
Enable mobile app usage
Under Account settings, check the Enable Mobile tracking checkbox to enable your team to track time using the mobile app.
Click the Save changes button.
Questions? We’ll put you on the right path.
We have answers to frequently asked questions specific to the Admin. Check out our FAQs to learn more.
