How to Modify an Existing Timekeeper Rate

Are you trying to update a timekeeper’s rate in Brightflag but facing difficulties? This guide will help you understand how to modify timekeeper rates, avoid common errors, and ensure a smooth update process.

Why Modify a Timekeeper’s Rate?

You might need to adjust a timekeeper’s rate due to changes in your firm’s pricing structure, client agreements, or other financial considerations.

Steps to Manually Modify a Timekeeper Rate in Brightflag

1. Navigate to the Timekeepers Section

• Access the Menu: From the Brightflag dashboard, open the Menu and select Timekeepers.
• Locate Timekeeper: You will see a list of timekeepers, along with their IDs, current rates, and other details.

2. Select the Timekeeper to Edit

• Find the Timekeeper: Scroll through the list and find the timekeeper whose rate you want to modify.
• Open Edit Mode: Click the pencil (edit) icon next to the timekeeper's name to open the profile for editing.

3. Update the Field in Question

• Adjust the field: On the edit screen, update the rate and other editable fields.
• Important Note: The Timekeeper ID cannot be edited via the UI for existing timekeepers. To change these, you will need to use the bulk upload option. ID changes do not need to be re-approved by the client.

4. Submit the Changes

• Click ‘Update’: After making the required changes, click the Update button to submit the modifications.

5. Monitor the Approval Process

• Client Review: Your submission will be sent to the client for review.
• Track Status: Check the status of your submission in the Timekeepers section to ensure the changes are approved.

💡 Tip: If the approval process takes longer than expected, follow up directly with the client to avoid delays.

Troubleshooting Common Issues

Issue: Client Approval Delays

• Cause: The approval process may sometimes be delayed, leaving your rate change request pending.
• Solution: Reach out to your client for an update if the status remains pending for an extended period.

Tips for a Successful Rate Update

• Submit Complete Records: Ensure all required fields are filled out properly to avoid errors during submission.
• Monitor Your Submissions: Regularly check the status of your rate change request to catch any issues early.
• Proactively Communicate with Clients: Communicate openly with your clients to prevent delays in the approval process.

Visual & Video Guide

Here’s a quick visual overview of the process:

• Image 1: Navigating to the Timekeepers section.
  
• Image 2: Editing the timekeeper’s profile.
  
• Image 3: Submitting the updated rate for approval.
  

Common Scenarios for Timekeeper Edits

Example 1: Changing a Timekeeper Name in Brightflag

• Current ID: PDV
• Old Name: Phil DeVille
• New Name: John DeVille
• Result: Name successfully updated via the UI.

🔄 Reminder: Timekeeper names can only be changed manually in Brightflag, not through bulk uploads.

Example 2: Changing a Timekeeper ID via Bulk Upload

• Old ID: 123
• New ID: 456
• Name: Jane Jones
• Result: ID successfully updated without creating a new pending rate.

⚠️ Warning: Bulk uploads can only change certain fields, such as ID. Timekeeper names must be updated via the UI.

Frequently Asked Questions

How can I monitor the status of my submission?

• You can track the approval status of your submission in the Timekeepers section. Look for updates such as "pending" or "approved."

What happens if I submit a rate change with incomplete fields?

• Submissions with incomplete fields will fail. Make sure all required fields are filled out before submitting.

What happens if I edit a timekeeper's name in the bulk submission?

• When you try to upload the form, an error will occur. Specifically, the error will say the Timekeeper ID is already used for another timekeeper. If you need to edit the timekeeper's name, follow the steps above to do it manually in Brightflag.

Can I update a timekeeper's name and ID in the bulk submission?

• No, if you change the timekeeper's name and ID in the bulk submission, a new timekeeper profile will be created. This will likely cause invoices that list the timekeeper to fail validation and result in the invoice being rejected.
• If you need to edit the timekeeper's name, follow the steps above to do it manually in Brightflag.

By following these steps, you can modify an existing timekeeper's rate without issues. For more information on bulk uploads and advanced troubleshooting, check out the Upload Timekeeper Rates on Brightflag.