Settings

Tutorial

From here you can access a quick and clear tutorial that will teach you all the secrets behind WETHOD, but remember: with great power comes great responsibility.

Clicking on “let me try” will pause the tutorial and let you take a look around, to resume the tutorial just click on the bottom right button.

Clicking on “skip tour” will close the tutorial.

Account

Here you set your name, surname and password.

If you have the right permissions, you can:

  • Change your invoice details;
  • Import existing projects.

Team

Since you have the right permissions, you can: invite people, assign specific roles and allow special permissions.

To invite a new teammate:

  1. Click on the top left “+ new user” button;
  2. Assign a user level, a *role *and the email address of the person you want to invite;
  3. Click the “invite” button. Once done, an email will be sent to the given address.

You can assign up to two tags to each teammate, use these tags to create groups of employee. You can, for example, use a tag to describe the background of a person.

Note

Only super users can assign “super user” role.

Only super users can edit other super users’ role.

If there’s only one super user left, you cannot change its role.

Company

Here you can configure your company by setting:

  • User levels: each one of your collaborators has a level which defines his daily cost to the company and the price you want to sell a day of his work to the clients. This way you can define clusters of employees like intern, junior, senior and so on. For each user level you can set a chargeability target – expressed in percentage – meaning as the amount of hours people belonging to a specific user level should work on profitable projects.

  • Job Order Categories: here you can add the categories for your projects, each category needs at least a name and a color. You can change the categories’ sort order by simply drag and dropping them. For each category you can set some options:

    • Chargeable: the projects in this category are billable
    • Everybody can plan: the projects in this category can be planned by everybody, not only by its pm or account
    • Unlimited planning: the projects in this category can be planned regardless budget availability
    • Must be in program: the projects in this category must be added to a Program
    • Invoice driven budget: the value of the projects on this category changes based on the total invoiced for that project. This logic also updates the Invoice Plan and the Production value. You can use this flag on all the project categories in which you are not sure of the final price because it can vary slightly based on external factors. You can then set a budget with an approximate price and let the issued invoices adjust the final price as a result of the delta between the ‘invoice plan’ and the real invoice.
    • Capex: the projects in this category must be treated as investments
    • Workable: you can switch off this option for projects used to track holidays or permits, this way timesheets done on them are not used to calculare chargeability
    • Won/lost feedback: enable to start collecting feedback about your won and lost projects. When the probability of a project in this category rise over 90 or down to zero, user will be asked to give a reason for this change
    • Intercompany supplier: an invoice for a project in this category cannot be sent if the project is not an intercompany project or if its intercompany client does not appear as an actual company client
    • Project status:
      • Work days to complete: the project status is assigned as estimated days to complete (e.g. in order to complete we need 12 more days of work)
      • Auto: the progress of the projects in this category are not based on their projects status, but based on their duration (equally distributed on their lifespam indicated by date start and duration on the pipeline)
      • Completed percentage: the project status is assigned as a progress percentage (e.g. the progress of this project is 45%)
  • Metadata: Add a detail depth to a project in pipeline with metadata tags. Add a new tag, specify its values and check the box if required. Metadata tags are useful to reach a better insight within a single cluster of data, i.e. in the report Sales Pipeline.

  • Email Bot: here you can insert the email addresses to which send invoices, orders and travel requests;

  • Project Won/Lost Bot: here you can insert the email addresses to which send notifications each time someone of your teammates won or lost a project. A project is considered to be lost when its probability is 0 and won when its probability is 90

  • Project Types: create and manage labels that you can assign to projects in pipeline. A project type is basically composed by a name, you can than aggregate it’s values by using a group or use a short label to better identify a project type;

  • Timesheet: here you can choose to automate the timesheets creation process. This way, timesheets are automatically created each Friday based on planned hours. Be careful: Anything can go wrong because planning is not often 100% accurate, this is why timesheet exists.

  • Project:

    • Required contact: Whether the client’s contact is required in order to create a Project
    • Required Job Order: Whether the Job Order is required for a Project to show up on Timesheet and Project Status sections
    • Wasted Hours: Whether the wasted hours mechanism is enabled or disabled
  • Project status This feature allows the user to edit on a weekly basis the risk status for each project.To add a new risk status click on “Add risk status”, choose a colour, edit the name then click “save”.

  • Currencies: a list of all the known currencies, each one can be made available or set as master (a.k.a. the currency you currently use in your company)

  • Won/Lost Feedback: here you can define some possible reasons which can led to the win or loss of a project. A project is considered won when its probability reaches 90 or above, on the other hand it’s considered lost when it goes down to 0. Users will be able to choose one of these reasons from the projects pipeline (remember to enable the related job order category’s flag). This feedbacks will be then shown on the Client Details page and can be edited from the “More Action > Edit Feedback” button in the projects pipeline.

  • Project & Team Review where you can:

    • Enable/disable Project & Team Review
    • Choose the review mode, you can select between a partial or a 360° team review, whether the team should be able to review just the project and its manager or the project and all team members (incl. the manager).
    • Allow to submit incomplete project or team review, when the user has insufficient evidence to vote a specific criterion.
    • Add or edit criteria in order to evaluate projects and team members. The reviewer will be asked to express a rate for each of the chosen criteria
    • Set a minimum number of unique reviewers to collect feedback from before showing review’s results in the profile page and the project canvas (this is useful to keep a review anonymous)
    • Decide for which job order categories and minimun project’s value WETHOD will ask for review on archive.
  • Suppliers settings

    • Categories and subcategories of suppliers This feature allows the user to visually browse the list of suppliers and filter suppliers by category or subcategories. To set categories and subcategories for your suppliers (i.e. Hospitality - Catering) start with categories. Click on “new category”, add a name and assign a colour of your choice and hit “save”. Eventually, for each category it is possible to add subcategories and save them.
    • Status of suppliers This feature allows the user to determine a status of a supplier and if it is eligible for contracts or not. To set status for your suppliers hit the button “Enable”. Once the feature is enabled, hit “New status”, add a name for your status, assign a colour of your choice and put a check if suppliers with this status will be available for contracts. Remember that a user can issue an order only to suppliers that are available for contracts.

Alerts Engine

Here you can manage the alerts for your company, for each alert you can: enable/disable it, change its priority and edit its parameters (if required).

Changing an alert’s priority is as simple as positioning your cursor on the current priority and click on the new one:

Permissions

Here you can set permissions for the various user’s role:

  • Budget, Invoices, Orders, Pipeline, Planning, Project Status, Timesheet: who can do what;
  • Dashboard: which widgets are available to who;
  • Header: which section of WETHOD are available;
  • Reports: which sections of *Reports *are available;
  • Settings: who can access Settings.

Note

Only super users can access Permissions page.

Super user settings’ permissions cannot be changed.

Here the word “other” means “of his/her teammates”. For example: in the budget table, “view other” means “view his/her teammates budget”.

The roles “Account” and “PM” are dynamic: you can assign them only from a project.

To create a new role:

  1. Click on the top left “+ add role” button;
  2. Assign a name to the newly created role;
  3. Click the “save” button.

Note

You cannot create two roles with the same name.

Profile

A place where you can introduce yourself to the people of your team.

Your portfolio is made up of different information, let’s explore them.

Profile pic & basic information

Here you can just edit your profile pic, for the other information please refer to the relative section:

  • Your name can be edited from the account section
  • Your tags and your level can be edited from from the team section if you have the right permissions

Contact information

In which way people can contact you? Add a phone number, a Skype username and even a LinkedIn account if you want.

Skills

What are your secret weapons? When adding a skill you can pick from the list a skill already used from another person of your team, otherwise don’t be afraid to create a new one.

When a skill is not used anymore, it will automatically be deleted.

Interests

Got any hobby or passion? When adding an interest you can pick from the list of interests already used from another person of your team, otherwise don’t be afraid to create a new one.

When an interest is not used anymore, it will automatically be deleted.

Short Bio

Just a brief presentation about yourself.

Languages

How many languages do you know? List them and choose a level for each one.

Levels are based on the Common European Framework of Reference for Languages (CEFR)

Portfolio

All the projects you are proud of.

OKR, Sponsorships & Year Resolution

OKR is an abbreviation for Objective and Key Result, a technique for defining and tracking objectives used by companies like Google, Uber and Twitter. Every person in your team is prompt to define some objectives for each quarter of the year, an objective is made up of key results. A key result is an expectation whose progress can be quantitatively measured and scored, completing all the key results of an objective means that you have completed that objective too.

A common way to decide which objectives are really meaningful for your personal growth and for your company is discussing them with a sponsor: a person in your team that you want to take as a mentor.

To select a sponsor just pick it from the list you see by editing the “Sponsored by” section. All the people that have chosen you as sponsor will appear in the “Sponsor of” section.

You can use the year resolution to sum up the meaning of all your objectives.

Want to learn more about OKR? Take a look at this good article.

For every quarter you can set a status based on how the discussion about that quarter’s OKR is going:

  • Draft if the OKR isn’t completely defined yet
  • Discussed if all the objectives have been discussed and approved by your sponsor. From this step on, you can just edit the Key Results progress
  • Checked if quarter ends and your sponsor positively evaluated your progress. In this step you are no more able to edit the quarter’s OKR

Here you can find some reports about the user’s behaviour, each report is obtained by using a moving average of the last 3 or 12 months’ available data. For each report you can appreciate:

  • The general trend, identified by the line’s color: red if the last point you see is worst than the first one, green otherwise
  • The last available value, identified by the marker’s color. The meaning of the color is explained in the chart’s legend

Fridayness

The days of delay in compiling timesheet and project status: the more you wait to compile them, the more your report goes up.

Timesheet and project status are meant to be compiled on Friday (this is why they are placed under the Friday section 😉); if you compile them on Saturday you get a +1 day on the report, if you compile them on Sunday you get a +2 days on the report and so on.

Chargeability

The percentage of timesheet done on chargeable projects. The dashed line is useful to understand how teammates with the same level are doing. Do you work for money or for glory?

Do The Production Plan

The percentage of production plan’s correction accumulation: when you edit a project status in the past or when a new month starts, the production plan is recalculated in order to find possible mismatches between the production you planned and the actual production.

The adjustments (or accumulation) are reported as orange monthly apex and are used to compute the moving average for this chart. So, how accurate is your production planning?

Keep The Lights Off

Alerts are made to be solved and this report shows how many days you take to solve yours (on average).

Do The Budget

The difference, in terms of margin, between budget’s baseline and budget’s last approved version. Only finished project (that is projects archived with probability equal to 100%) are taken into account.

Working Connections

Here you can appreciate the connections between project’s manager, type and client of timeheets you have done in the last 12 months, position your cursor over a link or a rectangle to get more informations.

By clicking on a rectangle you can highlight all the outgoing connections and clicking on a connection let you see all the projects involved in that connection.

Kudos

Each team member has a section in the profile page, called Kudos, with the results of the reviews received in a year both as a team member and as a project manager. The widget “What people say” collects all the written reviews received in a year.

These results are based on the average Net Promoter Score and are calculated considering the number of reviews received and the projects worked on in a year.

The average Kudos of a project are shown on the project’s canvas page, with the average result for each criterion.

Switch Company

If you have a different WETHOD company linked to the same account, from here you can switch from one another.

Business Unit

The “Business Unit” module is useful to manage teams that work as independent operational units. From settings, you can enable the module, set the business units and specify some default behaviours. Once the module is enabled, it allows to associate projects, team members and insights with the business units in your company.

Default BU for filters: “User’s BU” or “All”. Choose whether to show the users data from the whole company or from the BU they’re belonging to as a default.

Projects’ Business Unit

To assign a business unit to a project you can go to project list, find your project and click on “Show more”. Click on the field named “Business Unit” and select an option from the list.

Team members’ Business Unit

Wethod keeps a record of each time a user changes its business unit. All the data coming from previous planning and timesheet will remain linked to the business unit(s) the user belonged to at the time. To assign a business unit to each of the employees head to the payroll section.

Business Unit Filters

When the Business Unit module is enabled you will find filters in all sections of the application where it’s necessary a view by business unit. Do you think it’s missing a filter in a specific section or page in wethod? Please, contact us.

Planning Cross-Business unit

In the permissions settings you set whether a user in a business unit is allowed to plan people from other business units:

  • same-bu people on inter-bu projects: whether you can plan people from your business units on projects of other business unit.
  • inter-bu people: whether you can plan people of other business unit (to projects of all business units).