To access a member profile, first navigate to the Members area of workspace settings and then click on the member's profile card from the list (Figure 1).
Figure 1 - Click on a Member Profile Card to Manage a Member's Profile
There are six tabs (Figure 2) on the member profile that allow you to navigate to the following sections:
Figure 2 - Navigate the Five Sections of the Member Profile Using these Tabs
General Settings
This will take you to the General tab (Figure 3) of the member's profile, where you can manage the following sets of properties:
- Identity
- Slack Identity
- Member Type
- Status
- Active Date Range
- Security Role
- Authentication
- Holiday Schedule
- Organization
- Skills and Resume
- Time Tracking
- Internal Expenses
- Notifications
Identity
At the top of the profile, you can provide the member's identity information (Figure 3). This includes the name, email address, and photo.
If you would like to allow the member to control their identity information, such as their name and photo, simply check the Let this member manage their identity information checkbox.
If you do not want the member to be able access the workspace, just uncheck the Allow this member to log in to this workspace checkbox.
Figure 3 - Member Identity Information
Slack Identity
In the Slack Identity section (Figure 4), you can associate a Member with their Slack User account to enable Slack integration within Ruddr. Note that Slack Identity is only available if the Slack Integration has been installed in Ruddr. If the Slack integration has been setup for this workspace, a list of Slack users will be available in the Slack User dropdown.
Figure 4 - Associate a Ruddr Member with their Slack User
For more information on Slack integration, view the Slack Integration Overview article. For details on how to setup the Slack integration, view the Slack Integration Setup article.
Member Type
The Member Type section (Figure 5) allows you to set the member as either an employee, contractor, or other. This setting can be useful when running reports.
You can also choose whether the member has an hourly labor cost or a fixed labor cost. This is an important setting because it impacts the member profitability reports and metrics. If a member is paid by the hour, select hourly labor cost. If the member has a fixed monthly wage, select the fixed labor cost.
This section also allows you to specify whether or not the member is billable. If this setting is not checked, the member will not be able to record time or expenses toward client projects. The member will, however, be able to record time and expenses to the internal client. Non-billable workspace members in Ruddr are free.
Finally, a default bill rate can be set for the member. When this bill rate is set and the member is added to a project that does not use Project Roles, the default bill rate will automatically be applied as the member's rate on the project.
Figure 5 - Specify Key Settings for the Member
Multicurrency
For workspaces that leverage Ruddr's multicurrency feature, you can specify a default bill rate currency. If you add a team member with a default bill rate to a project, and the project's currency does not match the member's default bill rate currency, the default bill rate will not be applied as the member's currency on the project. You will need to set the bill rate for that member in the project's currency.
Status
The Status section (Figure 6) allows you to set whether the member is active or inactive. If the member is inactive, the member will no longer be able to access the workspace. You will still have access to the data previously created by the member.
Figure 6 - Activate/Deactivate a Workspace Member
Active Date Range
The Active Date Range section (Figure 7) identifies the member's start date and end date in the workspace. These dates are important for the utilization calculations and reports. The start date may or may not be the same as the member's hire date with your company. The start date defaults to the date that the member was invited into the workspace. The end date should be blank unless the member had been deactivated in the workspace.
Figure 7 - Setting the Date Range of Employment within the Workspace
Security Role
The Security Role section (Figure 8) is where you assign the member a security role. Each member of the workspace must have a security role assignment which determines their access to information and features in Ruddr.
The security role is initially set when the new member is added to the workspace. Ruddr comes with built-in security roles but you can create and customize your own security roles to meet your organization's needs. To learn more, check out our security roles help article.
Figure 8 - Set the Appropriate Security Role for the Member
Authentication
The Authentication section (Figure 9) allows you to select which authentication provider should be leveraged by the member. If you have set up Single-Sign On in the workspace, you may support multiple providers and need for various members to use a specific authentication method when accepting invitations and logging into Ruddr. Members can be set to use the workspace default provider or another, active provider in the workspace.
Figure 9 - Select the Default Authentication Provider for the Member
Holiday Schedule
The Holiday Schedule section (Figure 10) is used to assign a holiday schedule to this member. Ruddr allows each workspace to define holidays and then create one or more holiday schedules. Once these holiday schedules are created, you can optionally assign a schedule to a workspace member. These holidays will automatically show up on the member's time screens in Ruddr and you can optionally have Ruddr create the time off entries for members as well.
Figure 10 - Assign a Holiday Schedule to the Member
For more information on managing holiday schedules, view our Custom Data help article.
Organization
The Organization section (Figure 11) allows you to set a number of data elements related to the member's role in the organization. Each of these data items can be configured within the Custom Data area of workspace settings. For more information on Custom Data, view our Custom Data help article.
From the Organization section, you can provide the Job Title, Practice, Discipline, Manager, Tags, an internal Member ID, and internal Notes. You can supply as many tags as you like.
You do not need to provide data for any of the items within the Organization section. If your company does not use practices or disciplines, simply leave those items blank within this section.
Note that all of the non-internal fields in this section can be used for filtering reports.
The Internal ID field is useful when linking members in Ruddr with their respective user account in your HR or accounting platform. The internal notes are only accessible to the Workspace Admin and can only be viewed within workspace settings
Figure 11 - Manage a Workspace Member's Organizational Information
Skills and Resume
In the Skills and Resume section (Figure 12), you can provide information about the member's experience and expertise by uploading a resume and assigning one or more skills to their profile. You can supply as many skills as you like, and those skills can be used when filtering reports or resource allocations.
To upload a resume, click on the Resume widget (Figure 12). This will open a File Dialog box, allowing you to navigate to a file location and select a resume for uploading to the member profile.
Figure 12 - Define a Member's Expertise and Experience via the Skills and Resume section
Once a resume has been added, the Resume widget (Figure 13) will display the resume file name.
Figure 13 - A Resume has been Provided for this Member
Hovering over the widget (Figure 14) will provide the Workspace Admin with the ability to open, download, or delete the resume.
Figure 14 - Open, Download, or Delete the Current Resume for the Member
Once a resume has been provided for a member, the resume can be accessed from the member's contact card (Figure 15), visible in the Resourcing area of Ruddr.
Figure 15 - Member Contact Card Accessible from Resourcing Area of Ruddr Allows for Download of Resume
Time Tracking
In the Time Tracking section (Figure 16), you can apply various settings for a member related to how they enter and submit time in the workspace.
The first setting, enabled by checking the checkbox labeled Do not allow timesheet submission until this member's capacity is met, governs whether the member is required to fulfill minimum time requirements in order to submit a timesheet. This applies to all workspaces leveraging the Timesheets feature in Ruddr, and will enforce a rule that the member's timesheet can not be submitted if it has fewer hours than is specified by the member's capacity.
If the user can track time off, you can specify whether the time is automatically approved, or if that time should be approved by a specific workspace member (the member's manager or another, specific workspace member).
In addition to enabling the member to track time off, you can list specific time off types for which the member can create time off entries.
Figure 16 - Specify Various Time Tracking Settings for a Member
Internal Expenses
The Internal Expenses section (Figure 17) covers any internal expenses that are not associated with a project. In that scenario, you can specify how those expenses are to be approved for a member.
This setting is applicable when the Expense items must have an associated project is not selected. In that case, you can specify if a member's internal expense is approved automatically, by this member's manager, or by a specific member in the workspace.
Figure 17 - Specify Approval for a Member's Internal Expenses (That are not Associated with a Project)
Notifications
The Notifications section (Figure 18) allows you specify which reminders and notifications a particular member can receive.
Figure 18 - Specify Whether Member can Receive Notifications from Ruddr
Capacity Periods
The Capacity tab (Figure 19) of the member's profile shows the days and hours that the member is available to work. Since some members may not be full-time employees, the member's availability is used to determine the expected number of hours the member should enter into Ruddr in a given period of time. Since a member's availability can change over time (such as moving from part-time to full-time), Ruddr allows you to keep a history of the member's availability.
Accurately setting availability is important for enforcing weekly time entry minimums and for calculating utilization rates.
Figure 19 - Establishing a Member's Capacity for a Given Time Period
You can edit or delete an availability period using the menu on the right side of the row (Figure 19). You can add a new availability period using the + Quick Add button at the bottom of the list.
Cost Periods
The Cost tab (Figure 20) of the member's profile shows the per-hour labor cost of the member and overhead cost for the member.
In order for Ruddr to calculate profit margin accurately, it must know the labor cost of each member of the project team. To calculate the per-hour labor cost of an employee, divide the salary by 2,080 (standard available hours) and then provide any overhead amount in the Overhead Cost per Hour column.
Since employees and contractors have costs (salary or bill rate) that change over time, you can create multiple labor cost periods. In order to have accurate historical reporting on profit margin, it is important to keep the labor cost periods up to date.
Figure 20 - Manage a Member's Cost Information for Margin Calculation and Reporting
You can edit or delete a labor cost period using the menu on the right side of the row. You can add a new labor cost period using the + Quick Add button at the bottom of the list.
Multicurrency
For workspaces that leverage Ruddr's Multicurrency feature, a member's labor cost can be set to any of the currencies that have been selected for the workspace. By default, a member's labor cost will be set to the Home Currency, as specified in workspace settings.
Target Periods
The Target tab (Figure 21) of the member's profile shows the billable utilization target of the member. In order for Ruddr to calculate a member's target attainment, it must know the member's billable utilization target. While providing a target billable utilization is optional, it is highly recommended as it helps workspace members drive optimal performance.
Since billable utilization targets can change over time, you can create multiple billable utilization target periods.
Figure 21 - Set a Member's Billable Utilization Target for a Specified Time Period
You can edit or delete a billable utilization target period using the menu on the right side of the row. You can add a new billable utilization target period using the + Quick Add button at the bottom of the list.
Project Assignment
The Projects tab (Figure 22) of the member's profile shows all of the projects that the member is currently assigned to. This screen can be quite helpful when you are trying to understand the projects that the member can access within the workspace.
This screen is also useful when initially adding a new member to multiple projects at once. Rather than navigate to each project in Ruddr, you can click the Assign Project button to quickly assign the member to a project.
Figure 22 - Add or Remove Project Assignment for a Member
You can edit a member's project team assignment by clicking the edit button on the right side of the project row.
Files
On the Files tab (Figure 23), a member can upload files to the member record in Ruddr and, subsequently, access those files. These files are only manageable and accessible via this tab on the Member Profile, and therefore, can only be managed and accessed by a Workspace Administrator.
Figure 23 - Upload and Access Files from the Member Profile
To upload files, workspace administrators will need click on the Manage Files button on the top right of the Files tab (Figure 23). This will open the Files drawer (Figure 24), where files can be dropped onto the drawer, or members can click on the screen to select one or more files for upload.
Figure 24 - Manage Member Files from the Files Drawer
Once a file(s) has been added, a workspace administrator can open the file for viewing, download a copy of the file, or delete the file. This can be accomplished by hovering the mouse over the file (Figure 25) and selecting the appropriate option from the list of buttons made available.
Figure 25 - Open, Download, or Delete a File from the File Management Drawer