Employee Guide

This is what you see after signing in.

1. 1The menu (sidebar). Everything you can do in this view is listed here. It stays in the same place in every view; only the items change.
2. 2The top bar. Who you are, which company and view you are in, and anything waiting for you.
3. 3The work area. This changes with whatever you pick in the menu.

The top bar is the same on every page.

1. 1Menu button. Shrinks the menu to icons to give you more room; press again to bring the names back. The Terranix name sits beside it.
2. 2Your company's name, with its short name beside it, so you always know whose data you are looking at.
3. 3Needs-you counter. The number of things that wait on you — a rejected request to send again, for example. Your own requests that are with someone else are not counted. Click it to open the Needs you list on your dashboard. It disappears when the number is zero.
4. 4View switcher. Shows the view you are in and lets you move to another one you have access to.
5. 5Your access level. This one says Employee.
6. 6Light or dark screen. Switches the whole app, including the date and time boxes, between the dark and the light look. The choice is yours, is kept on this device and changes nothing else.
7. 7Your details. Point at it to see your name, email, role and user ID, with links to edit your profile and to reset your password.
8. 8Sign out.

Click the view switcher to see the views you can use. The tick marks the one you are in.

Most staff only have Staff self-service. In this example the person also coaches a colleague, so Operations is offered too — that is where approvals and project work live.

1. 1Staff self-service — your own attendance, tasks, timesheets, leave and expenses. This guide covers this view.
2. 2Operations — appears only if you manage projects or approve other people's work.

If your sign-in belongs to more than one company, a company switcher appears in the top bar beside the view switcher. It shows the name of the company you are in. Click it to open the Workspaces list; the app calls companies workspaces. The one marked Current is the one you are working in.

Under each company's name the list shows your access level in that company. All workspaces opens the full list on a page of its own.

Most people belong to one company and never see this. You will see it if, for example, you work for two firms that both use Terranix, or you are staff in one company and a client or consultant in another.

Not pictured: the company switcher appears only for a sign-in that belongs to more than one company, and the person in this guide belongs to one.

Point at the person icon. A small panel shows the name, email, role and user ID of the account in use, with an Edit profile link and a Reset password link. Handy on a shared computer.

Each item opens one part of your work. The item you are on is highlighted.

1. 1The menu for this view.

Open the Terranix address your company gave you and sign in with your work email.

1. 1Your work email.
2. 2The password from your welcome email.
3. 3Sign in.
4. 4Forgotten your password? This sends a reset link to your email.

If you have turned on an authenticator app, the sign-in page asks for one more thing after your email and password are accepted: a code.

Open the authenticator app on your phone, read the 6-digit code it shows for Terranix, type it in the new box and press Sign in again.

1. 1Authenticator code. Type the 6-digit code from your app, or one of your recovery codes.
2. 2Sign in again.

If you were given a temporary password, Terranix asks you to replace it before you can do anything else.

You can open this screen again whenever you want to change your password.

1. 1Your new password.
2. 2Save it.

Open your profile from the person icon in the top bar. Check your name and contact details, fill in what is missing — identification, addresses, emergency contact — and press Save profile at the bottom.

While your profile is incomplete, a reminder at the top of the screen counts down the time you have left.

My profile has an Authenticator app card at the top. It adds a second step to your password sign-in: a 6-digit code from an app on your phone.

Press Turn on authenticator and type your password again. On a computer, a QR code appears. Scan it with an authenticator app — Google Authenticator, Microsoft Authenticator, Authy or 1Password. Type the 6-digit code the app shows and press Turn on. Terranix then shows ten recovery codes.

1. 1The Authenticator app card. Once the authenticator is on, it says On and how many recovery codes are left.
2. 2Starts the set-up. You type your password again first.

If your company has switched on Teams alerts, My profile has a Teams alerts box, below the profile form and above Legal & Privacy. It says Connected, or Not connected — ask your admin to install the app in Teams.

Teams alerts sends you a private message in Microsoft Teams when something needs your action. It is the same list as Needs you on your dashboard, with a button that opens Terranix.

1. 1The Teams alerts box on My profile.
2. 2Whether your account is connected to Teams. If it is not, this line says Not connected — ask your admin to install the app in Teams.
3. 3The switch. Tick it to get the Teams message; clear it to stop.

The top panel greets you by name and shows your job title.

1. 1Punch In opens the office check-in page. Once you are checked in, this button reads Punch Out. After you have checked out, it reads Punch Again, in case you come back.
2. 2Log time opens My timesheets.

Each card is one measure of your month, with a button that takes you to the page behind it.

1. 1Attendance — days you were present, out of the working days so far this month. The small label counts days absent and days on leave. View Attendance Register opens My attendance.
2. 2Timesheet — hours you have logged, out of the hours expected so far (working days × your daily hours). The label reads Up to Date or Pending Days. Log or review timesheet opens My timesheets.
3. 3Alerts — days you were marked present but logged no time. All Clear means there are none. If there are some, the dates are listed and the button reads Resolve Gaps; it opens My timesheets so you can fill them in.
4. 4Your Requests — your leave requests and expense claims that are still open, with the total amount claimed. Apply Leave opens My Leave; Claim Expense opens your expense claims.
5. 5Needs you — the number of things that wait on you. It does not count your own requests that are with someone else. Review opens the Needs you list further down this page.

Below the cards is a short list of your tasks: name, project, due date, status and progress. A project is shown with its code first, then its name.

1. 1Show all, pending or completed tasks.
2. 2Opens the full My tasks page, where you update progress.

At the bottom of the dashboard is the list behind the Needs you card and the counter in the top bar. It shows everything those two count, and nothing else.

1. 1Needs you — things only you can move forward, such as a rejected leave request or expense claim to send again, or a rejected timesheet entry to correct once its week has ended.
2. 2Sent — awaiting response — your requests that are with someone else: timesheets, leave and expenses waiting for approval. Nothing for you to do; it is here so you can see they are not lost.
3. 3Each row is a link. Click it to open the screen where you can act on that item.

Press Punch In on your dashboard to open this page, then press Office check-in. When you leave, come back here and check out.

1. 1Records the time you started. The clock above it is the time on your device.

My attendance has one row per day: first check-in, last check-out, time worked and status.

Click the sessions link on a row to see every check-in and check-out of that day.

1. 1Choose the dates to show.
2. 2How many sessions the day had. Click to open or close the breakdown.
3. 3Each session: when you came in, when you went out, how long it lasted, and whether it was made on the web or the phone.

My tasks lists your tasks with the project, due date, status and progress. The most overdue come first. A project is shown with its code first, then its name. The list shows 25 tasks to a page; use the page bar under it for the rest.

1. 1Open My tasks.
2. 2Show all, pending or completed tasks.
3. 3Find a task by name.
4. 4Each task has two buttons: Checklist and Update.

Press Update on a task. Choose its status, type how far along you are as a percentage, and save. Your project manager sees the change straight away.

1. 1Where the task stands.
2. 2How much is done, from 0 to 100.
3. 3Save the update.

Press Checklist on a task to open its list of items underneath. Tick each item as you finish it. The line at the top counts what is done and what is outstanding.

1. 1Progress through the checklist.
2. 2Tick an item when it is done.
3. 3Close the checklist again.

My timesheets shows one week, Sunday to Saturday. Each row is a task; each box is the hours for one day. The totals for each day are at the bottom.

1. 1Move between weeks with the arrows, or jump back to this week.
2. 2The state of the week as a whole.
3. 3Add Entry adds a row for another of your tasks.
4. 4Save draft keeps your hours without sending them.
5. 5Sends the week to your approver: all the draft entries of the week are sent together. An entry that is refused is listed and does not stop the others. It reads Submit for approval the first time, and Resubmit week after something was sent back.

Press Add Entry. The list shows the tasks assigned to you, with their project, phase and stage. A project is shown with its code first. To narrow the list, type a project's code or name, or a phase, stage or task name, in the filter box. Pick a task to add it as a row.

Click the box where the task's row meets the day. A small panel opens for that task on that day.

If you have not logged anything there yet, the panel goes straight to the entry form. If you have, it lists what is already logged, and you add more with Add another time block.

1. 1A block of time already logged: when it started and ended, how long it was, its status and your note. Click it to change it, if it is still a draft or was sent back.
2. 2Add another time block — use this when you worked on the same task more than once in the day, for example before and after lunch. Each block has its own start time, end time and note.
3. 3Close the panel without changing anything.

Choose the time you started and the time you finished, and write a short note on what you did. Terranix works out the hours and shows the day's total. Then save.

1. 1When you started, in hours and minutes.
2. 2When you finished.
3. 3A short description of the work.
4. 4Back returns to the day's list without saving. Save, beside it, records the block.

An approver cannot change your hours. If something is wrong, they send the entry back with a comment, and its box turns red.

Click the red box, then the entry, to read the comment and correct it. Saving the correction sends it for approval again.

1. 1Click to open the entry, read the approver's comment and correct it.

My timesheets History, below the week, lists every entry you have made with its status. The Project column shows the project's code first, then its name.

My Leave opens on your balances, under the heading Leaves & holidays. Each row is a type of leave.

1. 1Total — the days you are given for the year. If you joined or left part-way through the year, it is worked out for the days you are employed and rounded to the nearest half day.
2. 2Used — the days already taken and approved.
3. 3Balance — what you have left to take.
4. 4Status — Sufficient when you have days left, Accumulating when you have not used any yet, Exhausted when none are left, Deductions apply for unpaid leave, and Policy based for special leaves.

If your company gives floating holidays, a Floating holidays card sits under your balances. It lists the dates you may choose from: the company's floating dates and those of your own office.

Press Pick beside a date to take it as a day off. The date then reads Picked.

1. 1The Floating holidays card, under your balances.
2. 2How many days you have to choose, how many you have used and how many are left.
3. 3Pick takes that date as a day off. After a pick, the date reads Picked.

Scroll down to Applied leaves and press Apply for leave. Pick the leave type, full day or half day, the dates and a reason, then apply. The form fills in Total days for you: the days from the start date to the end date without your weekly offs, or 0.5 for a half day.

1. 1Leave type.
2. 2Full day or half day.
3. 3A short reason for your approver.

Applied Leaves lists every request with its dates and status. While a request is open it names who it is waiting on.

1. 1Opens the request form.
2. 2Who your request is waiting on.
3. 3Older requests.

Open My expenses in the menu. The boxes at the top count your claims; the list shows each claim, its project and its status. A project is shown with its code first, then its name.

1. 1Open My expenses.
2. 2Start a new claim.
3. 3Who an open claim is waiting on.

Choose the project, the type of expense and the category. Each project is shown with its code first, and you can search the list by code or name. Enter the date, the amount and a short description, attach the bill, and say whether the company's GST number was given to the seller.

1. 1The amount on the bill.
2. 2Attach the bill.

Click the rejected claim in the list to open it. Read the reason, then press Re-apply to send the same claim again.

1. 1Sends the claim back for approval.

If you bill the company with your own invoice, an Invoice Claims part appears further down the My expenses page. Add an invoice there with Add Invoice. If you do not see it, it does not apply to you.

Not pictured: this part of the page is shown only to people whose role allows them to submit invoices, and the person in this guide is not one of them.

Team calendar shows your team's schedule. Switch between month, week and day at the top.

1. 1Open Team calendar.
2. 2Month, week or day.

Internal jobs lists openings inside your company. To apply for one, follow your usual HR process unless your team tells you otherwise.

1. 1Open Internal jobs.

Press the power button at the right of the top bar.

1. 1Sign out.