Clarity365 allows you to organise employees into departments. You can set managers for each department who can authorise and decline their department's timesheet and expenses.

Please note: You must have first added a user and promoted them to manager status in order to add a department.

Adding a department:

1. Go to Main Navigation > Administration

2. Click the Departments tab

3. Click the New Department sub tab

4. Enter a name for your new department and choose a department manager

5. Click Save to save the department and you will be directed to a new section that will allow you to assign your Extra Users to the newly created department

6. Assign any unassigned users to the department by ticking the box next to the relevant user name

7. Click Save to save these users in the department

At times you may need to change the details of your business, whether you have moved offices, change your tax information, or change the type of business you run, and everything in between. Read this guide to learn how to access and edit all the details of your business, from the organisation's name and logo, to the address for your main offices.

Editing your company details:

1. Go to Main Navigation > Administration

2. Click on the Company Details tab

3. Click Edit Company Details

4. You can then edit your company details such as the name, type and address as well as additional information such as tax references and SIC codes

5. You can also upload a business logo, company incorporation certificate and public liability insurance document

6. Click Save to submit these changes to Clarity365 or click Cancel to revert back to the previous details

Your default settings allows you to access and edit all the details of your business associated with your users, from default working hours to customer settings. By setting default figures you can set up new users quickly. However, you can still edit individual user, contract and even project settings as needed.

To edit your default settings:

1. Click Administration on the main navigation bar

2. Click the Default Settings tab

3. Click Edit

4. You can then edit your company's default working hours, days, charge-in and charge-out rates, as well as mileage rates and absence settings. Simply fill in the required fields

5. Click Save to save your changes

Clarity365 will send you notifications inside the system to let you know when key events have occured such as a customer acknowledging an invoice or an expense being declined. You can turn individual notifications on and off depending on what you would like to receive.

Editing which notifications you receive:

1. Go to Main Navigation > Administration

2. Click the Notifications tab

3. Click Edit to begin changing the notifications you wish to see

4. Tick the notifcations you would like to receive, and untick those you would no longer like to receive

5. Click Save to submit these changes to Clarity365

Clarity365 will send you notifications inside the system to let you know when key events have occured such as a customer acknowledging an invoice or an expense being declined.

Viewing your notifications:

1. Go to Top Navigation Bar > My Notifications

2. You will see the number of unread notifications by type

3. Click View all Notifications

4. For more detail on each notification click the View button next to each

5. To discard your notifications as read click Discard

Cost Centres allow you to break your company down into segments so that you can track the costflow for these individual sections of your business. You are able to monitor how effective each department is, regarding expenses, and where your company's finances are being spent. To find out how to add cost centres and assign your users to cost centres, please see below. For more information regarding the use of Cost Centres, please click here.

Adding a Cost Centre:

1. Go to Main Navigation > Administration

2. Click the Cost Centre tab

3. You will see a summary of any existing Cost Centres. Click the New Cost Centre tab to start creating a new Cost Centre

4. Enter a description of the Cost Centre

5. Enter a Cost Centre Code

6. Click Save to submit these details and you will be directed to a new section that will allow you to assign your Extra Users to the Cost Centre

7. Select the employees to assign to the Cost Centre

8. Click Save to submit the new Cost Centre

Please note that you can edit a Cost Centre once it is created, please see below to find out how to edit a Cost Centre.

Assigning new users to a Cost Centre:

1. Go to Main Navigation > Administration

2. Click the Cost Centre tab

3. Click Edit next to the relevant cost centre

4. Click Assign Extra

5. Choose the users to assign and click Save to submit these changes to Clarity365

For more information on Cost Centres, please click here.

Thresholds allow you to set up expense approvers for certain monetary limits. The managers will be given control over the expenses that fall within their threshold category for all users that are assigned to their limit. To learn how to add and edit thresholds please see below.

Adding a new Threshold:

1. Go to Main Navigation > Administration

2. Click the Thresholds tab

3. You will see a summary of any existing thresholds. Click the New Threshold tab

4. Enter a description for the threshold

5. Enter a minimum value for the expense

6. Enter a maximum value for the expense

7. Select a threshold approver from the list

Please note that the minimum and maximum values must not be within or the same as an existing threshold. Only the owner, process administrators and managers can be set as the threshold approver.

8. Click Save to submit these details and you will be directed to another section that will allow you to assign your extra users to the threshold that you are creating

9. Choose the users to assign to the threshold

10. Click Save to submit this threshold to Clarity365

Please note that you can edit a threshold once created. To find out how, please see below.

Editing a threshold:

1. Go to the thresholds Summary tab

2. Click the Edit icon

3. Make any changes to the threshold

4. You can also add extra employees to the threshold by clicking the Assign Extra button

5. Click Save to submit these changes to the threshold or click Cancel to revert back to the previous threshold values

For more information on Thresholds, please click here.

From the General Ledger codes section, you are able to add custom GL and Sub-GL categories, so that your ledges better reflect your business needs.

To use only your company's default GL Codes:

1. Go to Main Navigation > Administration

2. Click Default Settings tab

3. Click Edit

4. Untick the box next to Use Default GL Codes

5. Click Save to submit these changes to Clarity365

Adding a GL category:

1. Go to Main Navigation > Administration

2. Click GL Codes tab

3. Click the New GL Category sub tab

4. Enter the new category name

5. Click Save to submit this GL category to Clarity365

Adding a GL sub-category:

1. Go to Main Navigation > Administration

2. Click GL Codes tab

3. Click the New GL Sub Category sub tab

4. Choose the category to enter a new Sub GL category

5. Enter the new sub category name

6. Click Save to submit this GL sub category to Clarity365

You are able to upgrade the number of users, version or additonal storage at any time inside the system.

To upgrade the number of users:

1. Go to Main Navigation > Administration

2. Click the Subscription Settings tab

3. You will see an overview of your subscription

4. Find the companies, users and storage used box, enter the new number of total users you will need

5. The total cost on the right hand size will alter accordingly

To upgrade the amount of storage:

1. Got to Main Navigation > Administration

2. Click the Subscription Settings tab

3. Find the companies, users and storage used box. Click the + symbol to add extra storage

4. The total cost on the right hand size will alter accordingly