Account Administration: Guide – eSUB Fusion

User Personas: Admin

This article is a high-level guide for administrators who manage Users, permissions, resources, and settings for their organization. Limit these settings to select team members; they affect what every User can see and do in eSUB Fusion.

To perform the actions described in this article, the User must have full User Admin, Company - Settings, Company - Contacts, Company - Labor Classes, and Company - Cost Codes permissions.

Use the links below to jump to a topic:

User Administration
Managing Company Resources
- Company Contact Log
Managing Company Settings
- Configure Company Cost Codes
Upload Company Files to eSUB Drive
Permissions
FAQ

User Administration

You can create Permission Groups before or after creating Users; permissions can be adjusted at any time. As administrator, you set up profiles for everyone who will use eSUB Fusion or have labor hours tracked in it.

The final step when creating a User is setting their access level, which controls the projects the User can access in your account. Manage Users under Settings > User Administration on the global navigation menu.

The Users option under User Administration in the Company Settings slide-out menu.

Set up User Permissions

User permissions dictate what actions a User is permitted to perform within eSUB Fusion. Permissions are assigned and managed via Permission Groups. After a Permission Group is created, you can assign it to Users within your organization.

Recent updates to Permission Groups to be aware of:

The former Pay Applications permission section is now Progress Billing and controls the Schedule of Values, Progress Billing, and Pay Applications.
A new Scheduling section controls the Scheduling module, including the My Schedule permission for crew members.
A new Integrations - API section appears for organizations with the eSUB Public API module enabled.
A preset Crew Basic permission group is created automatically and is used by Crew Basic users.

See Permission Group Descriptions for details on each permission section.

Create a Permission Group

Select Settings on the global navigation menu, then select User Administration > Permission Groups from the slide-out menu.
Select Add Permission Group on the action button.
Enter a name for the new Permission Group.
Use the toggles and drop-down menus to change permissions as desired.
Select the checkmark when finished.

The Permission Groups option in the Company Settings slide-out menu.

Creating Users and Crew Members

eSUB Fusion manages Users and Crew Members separately. A User is anyone who logs in to eSUB Fusion and holds permissions. A Crew Member is a field worker whose labor hours are tracked and who can be scheduled; a login and email are optional. When you create a User, you choose a license type:

Crew Basic - a crew member with limited login access via the preset Crew Basic permission group (My Schedule in the mobile app); does not occupy a standard license.
Crew Standard - a crew member with full login access.
Office Standard - a regular office user with full login access.

Create a User

From the Users log (Settings > User Administration > Users):

Select Add User on the action button.
Fill in all required fields, including the email address the User will log in with.
Select the License Type, a Permission Group, and any Access to optional features (e.g. Drawings).
Set the User's access level, then select Save when finished.

Create a Crew Member

From the Crew Members log (Settings > Resources > Crew Members):

Select Add Crew Member on the action button.
Fill in all required fields, including the Employee No.
Select Save when finished.

An existing Crew Member can be given login access at any time by converting them to a User (this is not reversible).

Configure User's Project Access

A User's access level dictates which projects they can access: all projects in the company, all projects in a market area, or individual projects as needed.

Users can also be assigned Market Areas. Modules such as Scheduling limit results to the user's assigned projects and market areas.

Assign User's Access Level

While creating or editing a User:

Select Assign Access Level.
Select the desired access level in the Access Level drop-down.
- Choose either Organization or Projects.
Select Save when finished.

The Market Areas drop-down for a new User.

The Access Level drop-down for a new User.

Manage Crew Labor Rates

Labor Rates for your Crew Members are flexible and configurable for each project, enabling you to create general Labor Classes and project-specific Rate Templates.

Manage your rates on the Labor Rates page under Settings on the global navigation menu.

Create Labor Class

From the Labor Classes tab:

Select Actions > Add Labor Class.
Enter the new Labor Class name (select Add Labor Class to create more).
Select Save when finished.

The Labor Rates > Labor Classes option in the Company Settings slide-out menu.

Create Rate Template

From the Rate Templates tab:

Select Add Rate Template on the action button.
Select Name and enter the name of the new Rate Template.
Enter the Shift 2 Differential and Shift 3 Differential if desired.
- Select either $ Dollars or % Percentage for the shift differential.
Configure the rates for each Labor Class.
- Enter the Regular, OT, and DT rates as desired.
- Select the toggle under the Active column to make the Labor Class active or inactive as needed for the Rate Template.
Select Save when finished.

The Labor Rates > Rate Templates option in the Company Settings slide-out menu.

Adding and configuring new Rate Templates.

Managing Company Resources

Your company's Resources are a database of items, such as contacts, that are important to track and document on your projects. As an administrator, you populate and update these lists during your eSUB Fusion implementation and as part of the ongoing maintenance of your account. Manage your company resources under Settings > Resources on the global navigation menu.

Company Contact Log

Populate your Contact Log with your business contacts so that your Users can email documents to project stakeholders with less effort. Contacts can include vendors, owners, general contractors, subcontractors, and more.

The Resources > Contacts option in the Company Settings slide-out menu.

Create a Contact

From the Contact Log:

Select Add Contact on the action button.
Fill in all required fields and any optional fields as desired.
Select Save when finished.

Import Contacts

From the Contact Log:

Select Import Contacts on the action button.
Download the file template and fill it out with your business contacts.
- Business Name and Business Type fields are required for each contact.
- For Business Type, choose from Consultant, GC, Supplier, Owner, Subcontractor, or Architect.
- Enter Yes in the AP Vendor field to designate the contact as a vendor for POs (otherwise leave it blank).
Select Choose File and upload the filled-out file template.
- Double-click any of the inline fields to make changes if desired.
Select Save when finished.

An excerpt of the contact import template.

Validating an imported .csv contact template before saving.

Managing Company Settings

Company Settings holds organization-wide configuration that shapes every User's eSUB Fusion experience.

Most of these settings are configured during your eSUB Fusion implementation. Before changing any Company Settings, carefully consider the potential impact on the data and Users in your organization. Manage your Company Settings under Settings on the global navigation menu.

Editing Company Settings

Select Settings on the global navigation menu, then select an option from the slide-out menu.
Select Edit on the action button and make changes.
Select Save when finished.

Some Company Settings options are covered in their own articles; see the links below.

Configure Company Cost Codes

Cost Codes break down a project's expenses into different activities and cost categories. Using cost codes effectively enhances the job cost reporting details on your projects so that your organization can budget jobs more cost-efficiently.

The Cost Codes option in the Company Settings slide-out menu.

Create Cost Code

From the Cost Codes list:

Select Add Cost Code on the action button.
Enter a unique No. and Name for the Cost Code, and select at least one category.
Assign the Cost Code to projects as desired.
Select Save when finished.

Import Cost Codes

From the Cost Codes list:

Select Import Cost Codes on the action button.
Download the file template and fill it out with your company Cost Codes.
- Number and Name fields are required for each Cost Code.
- For all other fields, indicate Y for Yes or N for No (or leave the cell blank to indicate No).
- Cost code numbers must be unique; duplicates will not be imported.
- Cost code number and name fields are alphanumeric and are limited to 50 characters.
- Special characters are not allowed, except for periods ( . ) and hyphens ( - ).
- If you are using Excel to fill in the template and you would like leading zeros, format the column as Text.
- Cost codes must have at least one category enabled.
- Cost codes can be either the Labor or Overhead Labor category, but not both.
Select Choose File and upload the completed file template.
- Make changes to Cost Codes using the inline fields if desired.
Select Save when finished.

An excerpt of the cost code import template.

Validating an imported .csv cost code template before saving.

Upload Company Files to eSUB Drive

eSUB Drive is a centralized file storage and management system for your organization. Upload important company files to eSUB Drive so they are accessible to users in both the office and the field. File storage and management at the project level is available in the project menu under Project Drive. The Project Drive stores the files that are only pertinent to a given project, accessible only by members of the project.

Which files you upload to your company's eSUB Drive depends on your business and operational needs; organize the file system to fit them.

To access eSUB Drive:

Select eSUB Drive on the global navigation menu.
Select a folder to view its contents.

eSUB Drive on the global navigation menu.

Permissions

Permission	What it allows
User Admin - Full User Management	Create and manage Users (anyone who needs a login to eSUB's web and/or mobile app). Granting this also grants Crew Management by default. See Create and Manage Users and Crew Members.
User Admin - Crew Management	Create and manage Crew Members (field workers tracked for labor hours and scheduling). Crew Members are managed in their own Crew Members area and can optionally be given login access (see Crew Basic). Note: this permission is not required to enter time. A User only needs Daily Reports - Create to track crew time.
User Admin - Permission Groups	Create and manage Permission Groups. See Set Up User Permissions.
Company - Settings → Company Settings	Update the Company Logo, Timecard Preferences, Tags, Units of Measure, and default document settings. See Company Settings. This permission is also required to access Company - Cost Codes and Company - Labor Classes.

Administrators can adjust permissions; see Set Up User Permissions.

FAQ

What order should I set things up in?

Permission Groups can be created before or after Users, and permissions can be adjusted at any time, so there is no forced sequence. Most administrators set up permissions, then users and crew, then project access, then resources and company settings. See User Administration.

Do I create everyone as a User?

No. A User is anyone who needs a login. A Crew Member is a field worker tracked for labor hours who may not need one. See Creating Users and Crew Members and Create and Manage Users and Crew Members.

What are the project access options?

A user can be given all projects in the company, all projects in a market area, or individual projects. See Configure User’s Project Access.

Why do cost codes matter so much?

They break a project’s expenses into activities and cost categories, which is what makes the job cost reporting useful. Weak cost codes produce weak reports. See Configure Company Cost Codes.

Where should company-wide files live?

In eSUB Drive, the centralized company file store, so they are available to your organization rather than buried in one project. See Upload Company Files to eSUB Drive.