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. However, certain fields—such as currency and timekeeper ID—cannot be modified once set. Attempting to change these fields will result in errors and prevent your update from being submitted successfully.

Steps to Modify a Timekeeper Rate

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 Rate

• Adjust the Rate: On the edit screen, update the rate and other editable fields.
• Important Note: Currency and timekeeper ID cannot be edited for existing timekeepers. To change these, you will need to create a new timekeeper record.

❗ Tip: Trying to modify non-editable fields like currency or timekeeper ID will cause errors. If these fields must be updated, create a new record entirely.

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: Unable to Change Currency or Timekeeper ID

• Cause: Brightflag does not allow edits to the currency or timekeeper ID for existing timekeepers.
• Solution: To change these fields, create a new timekeeper record instead of editing the existing one.

Issue: Client Approval Delays

• Cause: The approval process may sometimes be delayed, leaving your rate change request in a pending status.
• 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.

Updates that Require Approval

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.
  
• Video tutorial
  

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 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

Can I modify the currency for an existing timekeeper?

• No, the currency field is not editable. You must create a new timekeeper profile to set a different currency.

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 in before submitting.

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.