BASICS
Quick Company Setup
This is the tab for managing all your general settings. Here you can create offices and departments to match your company structure. Build a company rate card that will be considered the default, but can be changed at any time. Set your permissions, invoice settings, and time sheet approval needs.
Offices & Departments
Glass Factory can support multiple offices and multiple departments. You may have offices in different locations or sub-offices in your company, like an in-house production studio, where you want to separate resources and projects. This helps with your reporting, enabling you to view multiple dimensions with your data. Projection equipment: slide projectors, presentations, overhead projectors, and computer projectors.
To Add an Office:

  1. Click Offices & Departments
  2. On the upper right-hand side of the office card click +Add Office
  3. A new input line will appear where you can type the office name
By clicking on the office name, you can edit office settings, setup office rates, currency, as well as add non-working days to the office calendar to block out holidays and other times when the office is closed.
Tip:
Create an office called Freelance if your company uses a good deal of contract resources. You can add those users and assign them to the freelance office to specifically see costs and utilization associated with those resources only.
To Create a Department:

After creating offices you can create departments that will function in the offices.

  1. Click +Add Department
  2. In the new input area name your department, and give it a short name for report display.
  3. Select a user to be the department manager. (You can do this after all users are invited. This is specifically for timesheet approvals. If your company does not enable timesheet approvals, this step is optional).
Create departments, so you can assign people and roles to department groups for greater reporting detail.
Roles & Rates
The Glass Factory rate card is a key element of the system. Glass Factory leverages roles/titles and rates separately from users to enable resource swapping and soft booking. When setting up your roles and rates, make sure you have a role and rate for every title in your company.
  1. Click Roles & Rates
  2. Click +Add Role to create a new role line
  3. Enter the name of the role/title, then create a short name for report display.
  4. Select a Department to associate the role with; this will help with utilization and assignment reporting.
  5. Enter the billable rate for that role.
  6. Optional: Add a cost rate for the role. (Glass Factory recommends a blended cost rate for each role, so that your company can access more accurate financial reporting on margin and profit.)
Adding Team Members
Glass Factory is a team tool; the more team members you add to the tool, the better it will function.
From the main navigation click the Team icon to access the team directory and invitation module.

  1. Click +Add Member for the team member dropdown.

  2. Begin typing the email address of the team member you would like to invite.

  3. Associate the Team Member with a role from your rate card.

  4. Click SEND to invite the team member to Glass Factory.

Your team member will receive an invitation via email to create a password and update their personal user profile.

From the Team page you can associate the Team Member to an office, and change or re-assign permissions. Often only an Admin can perform this function, so please reach out to your admin if you do not have access.

Select an office from the office dropdown next to the Team Member name, then select a permission preset from the dropdown.

For reporting, Glass Factory recommends you assign your team members to departments and offices.


Permissions
Glass Factory has a robust permission mechanism. To learn about Permissions in depth, you can see the Permissions section.

Glass Factory starts you off with four preset permission categories:

Account Admin will have complete access to Glass Factory. The user can view, create, modify and delete anything in the application. This role should be for those in charge of managing Glass Factory for the company.

Project Manager will be able to create, modify and manage projects, clients, and plans. Project Managers can also approve time, if time approval is selected. Project Managers have access to all reports and data. If you would like to restrict access to certain types of data (costs, certain reports), you can create a new preset or you can modify this preset by clicking ... to edit the preset.

Team Member is the most common preset. This will enable team members to see the projects they are assigned to, enter time, and view limited reports when needed.

Spectator
can be a client or any other user that needs access to view a plan or report for a project or client they are assigned to. This user is not going to be an active Glass Factory customer. You will not be charged for Spectators. Spectators have access to view plans with no cost information. You can change these options by editing the preset.

Create Clients and Projects
This is your company client list. From here, you can create new clients and access existing clients. Once you have clients with projects, you can also quickly access your projects from this page as well.
Give your client a unique name.This will be used across all offices.
Select an owner who will be able to approve timesheets.
Choose the currency you want to be the default for this client. Don't worry, you can see all your data in any currency. Click Create to make your first client. Keep going and set up your first project!


Planning
This is a project landing page. You can create a new plan, view existing plans, or access other key project features - such as general details, pricing, and reports.

Create a new plan.You are able to have mulitple plans per project, however, only one plan can be active. Non-active plans can be used for drafts that can be switched to active.
Resource Plan
Choose this plan if you have a lot of resources working over a period of time on different activities.

Activity Plan
This plan is great when you need to assign specfic people to specific activities. Resources that are not assigned to activities, will not be able to enter time.

Sprint Plan
This plan type supports projects that run with resources working from sprint to sprint.
This is the main planning screen. After you have chosen a resource or role, you can simply click+hold+drag from one period of time to another to assign that resource. You will see a blue highlight with the option to Plan. Click Plan and enter the allocation.
Show Totals. Once you have resources and actuals, you can use this slide-out to see how individual resources are performing according to the plan.

Activities are categories that your resources will bill time to. Click Manage Activities to add some for your plan.

Milestones are key dates that your team should be aware of, like a presentation or a delivery date. Add these to everyone to stay on track.

You can select to view time allocations only to this project, or for all projects - including resourcing conflicts. This is great for seeing who is available and when.
Timesheets
Start building your timesheet by adding a new a log. All the jobs you are assigned to will appear first in this dropdown.You can also search for projects you might not be assigned to, but performed work on. Add comments when needed to explain the work you completed. Enter the time spent, Glass Factory can handle minute increments by typing [hour:min] or 3:03.
Our time report provides a grid view of your planned work and lets you enter in your time as well. Have a look. In this column you will see the jobs you are assigned to. You can also add work by clicking "add activity". Once your projects are populated, you will be able to see your planned hours and enter your actuals by clicking the ">" next to the job name.
For even easier entry, use our downloadable Tracker (MAC only). This will install on your desktop and create a dashboard of projects you're currently working on that you can "start" timing while you're doing work.When you're done, simply stop the timer and the time will be submitted. For more detals, see our help section on the Time Tracker.
Reports
These are your reports. Each report starts with a summary screen for fast insights and answers. To get deeper into the data you can click "Details" for the full breakdown and the report builder.
Welcome to the detailed report view and our report builder. All Glass Factory reports have a detailed view for better "slicing and dicing." When you're looking for more information or deeper analysis, this is the place to go.
Our filters will help you narrow what is being summarized. Choose a specifc client or project to see.
Set filters to narrow the data you're going to be viewing. For example if you just want to look at one client, choose that client. Don't forget that you can also select probability to see how your data may change if new work comes in.
This is the probability filter. You can select to see projects that may not have been sold yet but have a chance of happening in the future. Probabilities help forecast new business.
Change currency to see the value of work across international offices.

Select your timescale for the report summary here. Your options for time periods will update accordingly.
Use this to filter your summary data by other dimensions, like role, team member, or office. Group your results for more insightful data. You can see your margin by Office > Client > Project or look at it by Team Member and roles. The key is you'll always have acccess to the answers you need.

Invoices
You can find Invoices on Client's Page. Click on it to see the list of invoices related to this client.
Invoices are displayed in chronological order from the recent to the oldest ones. For each invoice you can see the status of this invoice. Also, each invoice can be opened as PDF file in a new tab by clicking on the invoice name, or downloaded.
You can create a new invoice
And change status for invoices from the list by clicking on status
Also, you can delete the invoice.
Desktop Time Tracker
After installing it, you will see Glass Factory icon on the top of your screen.
All the activities you've tracked will be displayed in your timesheet along with comments you've added.