Organisation Admin Guide

Click the view switcher in the top bar. An Org Admin has four views.

1. 1Admin — the company's records. This guide.
2. 2Master settings — the lists everything else chooses from. This guide.
3. 3Operations — projects, tasks and approvals. See the Project Manager Guide.
4. 4HR Workspace — attendance, leave, payroll and recruitment. Not covered in this guide.

The Admin view opens on a dashboard. The menu on the left lists the company's records.

1. 1The Admin menu.
2. 2Seats used out of the seats in your plan. Each sign-in uses one.

Switch to Master settings. Each item in its menu holds the lists for one subject.

1. 1The Master settings menu.

The first time you sign in, Terranix asks you to replace the temporary password with one of your own before anything else.

1. 1The temporary password you were sent.
2. 2Your new password. Enter it again in the box below.

Next, Terranix shows two documents: the Data Processing Agreement and the Privacy Policy, with your company's name filled in. Scroll each one to its end, type your full name, and press Sign & Continue.

The app stays covered by this panel until you have done so.

1. 1The Data Processing Agreement. Scroll to the bottom.
2. 2The Privacy Policy. Scroll to the bottom.
3. 3Type your full name. This is your signature.
4. 4Becomes available once both documents have been scrolled to the end and your name is entered.

An Org Owner who signs in with a password must also turn on an authenticator app. After signing in, Terranix takes you to My profile, where the Authenticator app card is at the top, until it is on.

Press Turn on authenticator and enter your password again. Add the account to an authenticator app by scanning the QR code, type the 6-digit code the app shows and press Turn on. Terranix then shows ten recovery codes, once. Save them somewhere safe.

1. 1The authenticator card. It says On once it is turned on.
2. 2Starts the set-up. You are asked for your password first.

A new workspace is empty. Each thing you enter draws on something entered before it, so work in this order.

1. Your legal entity, time zone and branch offices — Master settings, Organisation. A project cannot be created without a legal entity.

2. Your departments and roles — Admin, Role & access, Organisation hierarchy. A person's role decides what they can do.

3. What each role may do — Admin, Role & access, Access matrix.

4. The lists the forms choose from — Master settings: client groups; task types; expense types.

5. Your people — Admin, Employees.

6. Your clients — Admin, Clients. A project cannot be created without a client.

7. Your projects — Admin, Projects. A project needs a legal entity, a client, a project manager and a back-up manager.

A checklist; each item is pictured in its own section below.

Under Organisations, enter the name your company trades and invoices under, its GSTIN and PAN, its address, state and city, and a contact number. Press Add Organisation.

1. 1The legal name.
2. 2The GSTIN, 15 characters.
3. 3The PAN, 10 characters: five letters, four digits, one letter.
4. 4Adds the entity.
5. 5An entity already added, with Edit and Delete beside it.

Company Timezone is the clock your office works to. Choose it and press Save Timezone.

Organisation Working Capacity is the number of hours a full-time person is counted as working in a year. It starts at 2,080. Change it only if your company works to a different figure, and press Save FTE Baseline.

1. 1Saves the time zone you chose.
2. 2The time zone in use now.
3. 3Saves the hours in a full-time year.

Under Branch Offices & Studios, press Add Branch Office for each place your people work from. Give its name, address, state and city, its working hours, and say whether it is the headquarters.

1. 1Add an office.
2. 2An office, with its code, whether it is the headquarters, and the number of people assigned to it.
3. 3Include offices that have been closed.

Lower on the page, Add Org Admin gives another person the same full access you have. Enter their email, and their name if you wish, and press Add Org Admin. Terranix asks you to confirm, because this is a high-privilege grant. Their temporary password is then shown once, with a Copy button, and an Add them as an employee button.

Beneath it, Owner and Org Admins lists everyone with admin access and shows whether each is on the staff list, has changed their temporary password, has accepted the legal documents, and when they last signed in.

Approval Authority names the person who approves the Org Owner's own timesheet, leave and expenses when the Owner has no coach. It can only name an employee, so add yourself as an employee first (Add me as an employee, above Add Org Admin).

1. 1The fallback approver for the Org Owner's own requests.
2. 2The new admin's sign-in email.
3. 3Gives that person full Org Admin access.
4. 4Who has admin access. Staff list says whether the person has an employee record. A No under Changed password or Accepted terms means that person has not finished their first sign-in. The Authenticator column shows whether each person has turned on the authenticator app.

On the same page, Approval readiness lists, in plain words, the places where a request would have nobody but the Org Owners to decide it. A line marked Fix needs your attention; a line marked Note is for information.

Below the list, set how many days a request waits with its coach, project manager or department head before the Org Owners are shown it, and press Save waiting time.

1. 1What would leave a request with nobody to decide it, and what to do about it.
2. 2Saves the waiting time (1 to 60 days; 30 unless you change it).

At the foot of the page, Tags holds the labels your company uses to group and compare records in reports. A heading, such as Project type, holds values, such as Residential. Only an Org Owner sees this part.

To add a heading, type its name, tick the kinds of record it applies to, say whether a record can hold several values, and press Add heading. Then type a value under the heading and press Add.

1. 1The Tags area.
2. 2The name of a new heading.
3. 3The kinds of record the heading can be put on: projects, clients, phases, tasks and project expenses.
4. 4Tick this when one record may carry more than one value of this heading. Leave it clear for a choice of one.
5. 5Adds the heading.
6. 6A value under a heading. Click its name to rename it. Every record that carries it shows the new name.
7. 7Moves every record from this value to another value of the same heading, then makes this one inactive.

Open Role & access and choose Organisation hierarchy. In a new workspace the only role is Pending placement, a holding place for people who have not been given a role, and a message tells you how to begin.

The quickest way is the Organisation workbook: fill in its Departments and Designations sheets and upload it. A designation is a role; naming a parent designation places it beneath that role. Then open the Access matrix and say what each role may do.

1. 1Shown until your first real role exists.
2. 2Opens Master settings, Organisation, where the workbook is downloaded and uploaded.
3. 3Opens the Access matrix.
4. 4The holding role. People wait here until you give them a role.

Open Role & access and choose Organisation hierarchy. Each button down the left is a department; the dashed plus at the bottom adds one.

Choosing a department draws its roles as a tree, with the people who hold each role. The arrow on a role opens the roles under it, and the plus adds a role beneath it.

1. 1Shows the names of the departments. Each button underneath is one department; click it to see its roles.
2. 2Adds a department.
3. 3A role, with the person who holds it. Click it to see its details and to place a person in it.
4. 4Adds a role beneath this one. The arrow beside it opens and closes the roles below.
5. 5How many roles the department has and how many levels deep it goes.

Open Role & access and choose Access matrix. Down the side are the parts of the app, grouped under five headings. Across the top are your roles, grouped by department.

Each cell says what that role may do in that part: Full, View only, No access, or Mixed when the lines under the heading differ. Click the arrow beside a heading to see its lines.

1. 1The matrix opens read-only. Press this to change it.
2. 2Find a part of the app by name.
3. 3Show the roles of one department only.
4. 4A heading. The arrow opens the lines under it; the i explains it.
5. 5Shows the internal name of each line, which Terranix support may ask you for.

Press Edit permissions. Then choose a different level in a cell, or use the box under a role's name to apply a ready-made set to the whole column. Save when you have finished.

1. 1A ready-made set for the whole role, such as Standard Employee or Project Delivery.
2. 2One cell: what this role may do in this part of the app.
3. 3Nothing is changed until you press Save changes.
4. 4Throws away the changes you have not saved.

Master settings, Client holds the client groups. A group is the name you know the client by, which stays the same even if the company you invoice changes.

1. 1The client groups.
2. 2Add a group, such as the name of a developer or a public body.

Master settings, Project holds the kinds of task your project managers can assign, such as Design or Site Supervision. Checklist, beside a type, holds the standard list of items for tasks of that type.

1. 1Add a task type.
2. 2The standard checklist for this type. A project manager applies it to a task with one press.

Master settings, Expense holds the types of expense people can claim, the categories within each type, and one switch: whether a claim may be made without a receipt.

1. 1Whether a receipt is required now.
2. 2Changes the rule. It takes effect as soon as you press it.
3. 3Add an expense type.
4. 4Add a category within a type.

Master settings, Employee holds the identity documents you record for staff, each with the format its number must follow, and the roles people can hold on a project, such as Project Lead or BIM Coordinator.

1. 1Add a type of identity document.
2. 2Change the format a number of this type must follow.
3. 3Project roles, further down the page.

Admin, Employees lists your people with their email, contact number, department, designation and status. Type under a column heading to filter. Click a person to open their record.

1. 1Add one person.
2. 2Download the Excel layout for adding many people at once.
3. 3Bring the filled-in file back in.
4. 4Download the current list as a CSV file.
5. 5Click a person to open their record.

Press New employee. The form has three parts: who the person is, their education, and their work details, which include the employment type and the employment status.

Press Save. Terranix creates the person's sign-in and emails them a temporary password.

1. 1Name, identity document, contact details, address and emergency contact.
2. 2The work email. The person signs in with it, so it must be theirs. A line below the box says what saving will do: create a new login and send a welcome email, attach the existing login that has this email, or link the Org Owner's own login.
3. 3At least one qualification.
4. 4The office the person works from, their role and coach, hourly rate, joining date, employment type, employment status and its dates.
5. 5The cost of one hour of this person's work. Timesheets and project costs are worked out from it.
6. 6The hours a year the person is contracted for, shown as a share of full time (FTE). The 100%, 75%, 50% and 25% buttons only fill in the hours; you can also type the hours yourself.
7. 7Saves the record and creates the sign-in.

Click a person in the list. Their record has the same parts as the form, and more underneath: their place in the company, their hourly rate with its history, their sign-in, and Deactivate.

1. 1Department, role, office, coach, joining date and employment type.
2. 2When ticked, the person must check in before they can log time. Untick it for people who work away from the office.
3. 3A new rate, with the date it applies from. Earlier rates are kept in the list underneath.
4. 4Gives the person a new temporary password if theirs has expired or been forgotten.
5. 5Stops the person signing in and frees their seat. Their records are kept.

On a person's record, the ERP login box at the bottom shows the email they sign in with. An Org Owner presses Change sign-in email, types the new address and presses Change.

1. 1The email the person signs in with.
2. 2The new sign-in email. The box opens when you press Change sign-in email.
3. 3Gives the person a new temporary password if theirs has expired or been forgotten.

Admin, Clients lists the companies you work for, with their group, contact, email and phone. Click a client to open it.

1. 1Add a client.
2. 2Find a client by name. The search is made on the server, so it covers every client, not only the page on screen.
3. 3Click a client to open it.

Press New client. Enter the client's legal name, a contact person with their email and phone, the group, any tags, the PAN and GSTIN if you have them, and the address. Press Save.

1. 1The name on the client's contracts and invoices.
2. 2Tags: one box for each heading your Org Owner has set up for clients, such as Service.
3. 3The group the client belongs to.
4. 4Adds a new group without leaving the form.
5. 5The client's PAN. If you leave it blank, it is filled in from the GST number.
6. 6The client's own GSTIN, needed if you bill them in another state. One client for each GST number.
7. 7The client's address, state, city and country.
8. 8Saves the client.

Admin, Projects lists every project in the company with its WBS code, legal entity, client, manager, active phase and status.

1. 1Add a project.
2. 2The project's WBS code. Terranix gives it when the project is saved.
3. 3Click a project to open and change it.

Press New project. Give the project its name, the legal entity that holds the contract and the client, its dates, the contract value and your own budget for delivering it. The state, city and country of the project, and its tags, are optional.

Name the project manager and a back-up manager. Then list the phases of the project and, within each phase, its stages. Press Save. The project, its phases and its stages are saved together.

1. 1The project's name. Once the client and the name are filled in, the WBS code Terranix will give the project appears before the heading Project details.
2. 2Your legal entity.
3. 3The client. The own-entity client of a different legal entity is not offered.
4. 4The project's location, all optional: State, City and Country. Choose the state before the city, because the city list follows the state.
5. 5Tags: one box for each heading your Org Owner has set up for projects, such as Project type. Not shown until such a heading exists.
6. 6The contract value, and beside it your internal budget for the work.
7. 7The average cost of an hour on this project. Terranix uses it to turn each stage's budget into hours.
8. 8The project manager and the back-up manager.
9. 9The phases, and the stages within each, with their dates and budgets.
10. 10Saves the project.

The pattern is the same everywhere. To add new records, download the blank template, fill it in and upload it. To change records you already have, download the export, change only the cells you mean to, and upload it again.

Master settings, Organisation has one workbook that holds all the lists together. Client, Employee and Project each have their own, in their own part of Master settings. Timesheets is under Project.

An upload is one request and all or nothing. If any row is wrong, nothing is saved and every problem is listed with its row number.

1. 1An empty file in the right layout, for adding new records.
2. 2The edit file: the same workbook filled with what you have now.
3. 3Bring the file back in.
4. 4Each file's first sheet, How to use this file, explains how to fill it in. Read it first.

Master settings, Employee holds the Employees workbook. The blank template adds new people. The export is an edit file, to change people who are already there.

The sheet has one row for each person: first name, last name, login email, joining date, employment type, employment status, probation end date, office, department, designation, coach, hourly rate, FTE and whether attendance is required.

1. 1The Employees workbook.
2. 2The blank template, for adding new people.
3. 3The edit file, with the people you have now. Terranix asks you to prove it is you first.
4. 4Bring the filled-in file back in.

Master settings, Client holds the Clients workbook. The blank template adds new clients. The export is an edit file. The sheet has one row for each client.

1. 1The Clients workbook.
2. 2The blank template, for adding new clients.
3. 3The edit file, with the clients you have now.
4. 4Bring the filled-in file back in.

Master settings, Project holds two workbooks. The Projects workbook has five sheets: Projects, Phases, Stages, Tasks and ProjectTeams. The Timesheets workbook has one sheet, with one row for each worked interval.

Each has a blank template for new rows and an export that is an edit file.

1. 1The Projects workbook.
2. 2The blank template for new projects.
3. 3Bring the Projects file back in.
4. 4The Timesheets workbook. Only an Org Owner can use it.
5. 5Bring the Timesheets file back in.

The company-wide Timesheets page shows a Bulk import bar to an Org Owner. Press Excel template and fill it in, or start from the Timesheets workbook in Master settings, Project. Press Import and choose the file.

Terranix checks the whole file first and then shows a box that says how many entries it will add, and how many existing ones it will change. Press Import rows to save them. Every row is saved as pending, and an approver decides it afterwards.

1. 1The bulk import bar. It is shown to Org Owners only.
2. 2The Excel template lists the people and projects of this workspace in its dropdowns.
3. 3The same layout as a CSV file, without the dropdowns.
4. 4Choose a filled-in Excel or CSV file. Nothing is saved until you confirm.
5. 5Download all timesheet entries as a CSV file. It asks you to confirm first, and it has a project_code column.

Work down this list once. Each step is on a different screen, and each is described in this guide.

1. Master settings, Global settings: tick Require sign-off and press Save. 2. Master settings, Organisation: name the Approval Authority. 3. Role & access, Organisation hierarchy: make sure each department has a head, because the head of the department decides changes in that department. 4. Choose how many days a request may wait. 5. Agree who covers when an approver is away. 6. Master settings, Organisation: read Approval readiness and fix what it lists.

A checklist across several screens; each screen is shown in its own step of this guide.

In a small company one person often fills most seats, and Terranix supports that: one person can head every department, coach everyone and be the Approval Authority. Three things keep approvals from stalling.

1. Give every department a head. 2. Give everyone a coach, or let the default choose one: the department head, else the Approval Authority, else an Org Owner. 3. Name an Approval Authority who is not the workspace's only Org Owner, so the Owner's own requests, and changes held for approval, have someone else to decide them. Then open Master settings, Organisation and read Approval readiness: it lists what is still missing.

A summary across several screens; Approval readiness is shown in its own step above.

When approvals are on and you save a held change or upload a workbook, Terranix says Sent for approval, with a request number. Nothing has changed yet. Do not upload the same file again.

Approvals, My requests lists everything you have sent: its status, who decides, how many days are left, and the approver's note.

1. 1Every request you have sent. Open the Approvals page at any time to see where one stands.
2. 2The list is empty until you send something. A request that is still waiting has a Withdraw button beside it, for example for when you sent the wrong file.

Approvals, Approval queue lists the requests that wait for you, 25 to a page. Each line shows the request number, what it is, the lane that decides it, who sent it, its status and a Check result. Press Review on a line to open the request and see what would change.

Read the check box at the top, then the changes. Write a note if you wish. Press Approve & apply to apply the request at once, or Reject and give a reason. The sender is told in the app.

1. 1Requests that wait for you. The badge in the top bar counts the ones that need your decision.
2. 2A record of every request and decision, kept for audit.

Master settings, Global settings has one switch, Require sign-off. It is off to begin with.

When it is on, an important change is held as a draft until another Org Admin approves it.

1. 1Tick to require sign-off, then press Save.
2. 2How long a draft waits before it lapses, and when reminders are sent.
3. 3Changes you have made that are waiting for someone else.
4. 4Changes other people have made that are waiting for you.

Master settings, Dashboards. Choose a subject, then a role. Tick the panels that role should see and use the arrows to put them in order. The preview on the right shows the result. Press Save layout.

1. 1The subject: HR, Finance, Project Management, Employees, or Organisation & Billing.
2. 2The role you are setting up.
3. 3Tick a panel to show it. The arrows move it up or down.
4. 4How the dashboard will look.
5. 5Saves the layout for that role.

Master settings, Deleted Accounts lists accounts that have been deleted and are waiting to be erased. From here an account can be restored, or erased at once with Hard delete.

1. 1The accounts waiting to be erased. Each has Restore and Hard delete beside it.
2. 2Reads the list again.

In your Azure portal, create an Azure bot on the free F0 tier. Choose the single-organisation app type, and turn on its Microsoft Teams channel.

Open the bot's app registration. Note the Application (client) ID and the Directory ID. Create one client secret and note the date it expires. No API permissions are needed.

Keep these four values for the next step. The bot's Messaging endpoint is filled in after the next step, because Terranix gives you the address only once your keys are saved.

This step is done in your Microsoft Azure portal, not in Terranix.

Switch to Master settings and open Integrations. The Microsoft Teams alerts card runs from top to bottom: a status line, then Step 1, Step 2, Step 3 and Delivery.

The status line reads Not set up until keys are saved. It then reads Saved, not verified, and Connected once Terranix has checked them.

1. 1Where the setup stands: Not set up, Saved, not verified, Connected, or an error with Microsoft's reason.
2. 2What to do in Azure. It also holds your Messaging endpoint, which appears here once your keys are saved. Copy puts it on the clipboard.
3. 3Where you enter the keys from Azure.
4. 4The app package to upload in Teams.
5. 5The switch that starts the messages, when they are sent and what they say.

Under Step 2, enter the Directory ID, the Application (client) ID, the client secret and the date it expires. Press Save keys.

Terranix now shows your Messaging endpoint under Step 1. Copy it into the bot's Messaging endpoint box in Azure and save it there. Then press Verify connection. Terranix asks Microsoft for a token with your keys; the status line reads Connected when it works, or shows Microsoft's reason when it does not.

1. 1The Directory ID from the bot's app registration.
2. 2The Application (client) ID from the same place.
3. 3The client secret. It is write-only: after saving, the box is empty and its hint shows only the last four characters.
4. 4The date the secret expires.
5. 5Saves the keys. It is available once the two IDs and a secret are filled in.
6. 6Checks the keys with Microsoft. It is available once a secret is saved.

Under Step 3, press Download Teams app package. In the Teams admin centre, open Manage apps, choose Upload new app and upload the file. Then add the app to a setup policy, so that it installs for your people.

Switch Delivery on first (next step). The bot answers the install request from Teams only while delivery is on.

1. 1Downloads the app package for your company's bot. It is available once the keys are saved.

Under Delivery, tick Send alerts to connected people. Enter the times of day the messages go, in office time, as 24-hour times separated by commas. Choose what the message says. Press Save delivery.

When someone has installed the app, press Send me a test. The line above the buttons says how many people are connected.

1. 1The switch. It can be ticked only after the keys are saved and verified.
2. 2When the messages go. The standard is 09:30 and 15:00, on working days. You can give up to four times.
3. 3Counts only, or counts with the titles of the items.
4. 4Saves the switch, the times and the choice.
5. 5Sends a message to you, so that you can see what people will get. It needs at least one connected person.

Once delivery is on, every person has a Teams alerts box on My profile. It says Connected, or Not connected, and then asks the person to ask the admin to install the app in Teams.

A connected person can tick or clear Send me a Teams message when something needs my action. The switch is on to begin with. The box is not shown at all while delivery is off.

The box on My profile appears only after delivery is on and the app is installed in Teams; the Employee Guide shows it.