Account Administration: Guide

This article serves as a high-level guide for administrators that will be managing Users, permissions, resources, and settings for their organization. It is recommended that only select team members have access to modifying these settings as they will affect what all Users are able to see and do within eSUB Fusion. 

Use the links below to quickly jump to a topic: 

• User Administration
  • Set up User Permissions
  • Creating Users and Crews
  • Configure User's Project Access
  • Manage Crew Labor Rates
• Managing Company Resources
  • Company Contact Log
• Managing Company Settings
  • Configure Company Cost Codes
• Upload Company Files to eSUB Drive
• Getting Started Admin Guide (Downloadable)

User Administration

An important consideration when setting up Users in your organization is User permissions. Some may prefer to set up permissions before creating their Users, but you may adjust User permissions at any point in time.

As an account administrator, you may be responsible for setting up the User profiles for other employees or workers in your organization that will be using or having their labor hours tracked in eSUB Fusion.

The final step when creating a User is setting their access level. This refers to which projects and/or companies the User can access (if you have multiple companies*) in your account. Your Users can be managed via the User Admin tab, found on the global navigation 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. Once a Permission Group is created, you may assign the Permission Group to Users within your organization.

Create a Permission Group

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

Click Here for complete step-by-step guidance on the topic.

Creating Users and Crews

Your employees can be given access to log in to eSUB Fusion through their User profile as a Standard User. If an employee only needs to have their labor hours tracked in eSUB Fusion, they should be added as a Crew Member. Depending on your business needs, you may set up an employee as a Standard User or a Crew Member, but they can also be both. If you have an employee that will need access to log in to eSUB Fusion and will need to track their labor hours, you must create them as a Standard User with Crew Designation selected. 

Create a User

From the User list:

1. Select Add User on the action button  
2. Select the Standard User option, and fill in all required fields
3. Select Next when finished to assign the User’s Access Level

Create a Crew Member

From the User list:

1. Select Add User on the action button
2. Select the Crew Member (for time tracking) option, and fill in all required fields
3. Select Save when finished

Click Here for complete step-by-step guidance on the topic.

Configure User's Project Access

A User’s access level dictates which projects they have access to. A User's access level may be configured to give them access to all projects within a company, all projects within a division* or market area*, or just individual projects as needed. 

Assign User's Access Level

While creating or editing a User:

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

Click Here for complete step-by-step guidance on the topic.

Manage Crew Labor Rates

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

Your rates can be managed via the Labor Rates page found under Settings in the global navigation menu.

Create Labor Class

From the Labor Classes tab:

1. Select the Actions button then Add Labor Class
2. Enter the new Labor Class name
   • Select + Add Labor Class to create additional Labor Classes as desired
3. Select Save when finished

Create Rate Template

From the Rate Templates tab:

1. Select Add Rate Template on the action button
2. Select Name and enter the name of the new Rate Template
3. Enter the Shift 2 Differential and Shift 3 Differential if desired
   • Select either $ Dollars or % Percentage for the shift differential
4. 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
5. Select Save when finished

Click Here for complete step-by-step guidance on the topic.

Managing Company Resources

Your company's Resources refer to a database of items, such as contacts, that are important to track and document on your projects. As an administrator, you may be responsible for the initial population and updating of these lists as part of your eSUB Fusion implementation and the ongoing maintenance of your account. Your company resources can be managed via the Resources tab, found on the global navigation menu.

Company Contact Log

Your Contact Log can be populated with your various business contacts so that your Users can easily email documents to project stakeholders with less effort. Your contacts may include (but are not limited to) vendors, owners, general contractors, subcontractors, etc.  

Create a Contact

From the Contact Log:

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

Import Contacts

From the Contact Log:

1. Select Import Contacts on the action button 
2. 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)
3. Select Choose File and upload the filled-out file template
   • Double-click any of the inline fields to make changes if desired
4. Select Save when finished

Click Here for complete step-by-step guidance on the topic.

Managing Company Settings

The Company Settings menu allows you to configure important, overarching settings and details in your organization to allow for a more customized eSUB Fusion experience.

These settings are typically configured at the time of your eSUB Fusion implementation phase. Before changing any of your company settings, carefully consider the potential impact this could have on the data and Users in your organization. Your company settings can be managed via the Settings tab, found on the global navigation menu.

Editing Company Settings

1. Select Settings on the global navigation menu, then select one of many options in the slide out menu
2. Select Edit on the action button and make changes
3. Select Save when finished

Some of the options under Company Settings require additional knowledge in order to know how to best configure them. Keywords, for example, are a useful tool that has its own article on how to manage and apply them.

Click Here for complete step-by-step guidance on the topic.

Configure Company Cost Codes

Cost Codes are used to break down a project's expenses into different activities and cost categories. Using cost codes effectively can enhance the job cost reporting details on your projects so that your organization can become more cost-efficient when budgeting jobs.

Create Cost Code

From the Cost Codes list:

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

Import Cost Codes

From the Cost Codes list:

1. Select Import Cost Codes on the action button 
2. 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 and 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 either be Labor or Overhead Labor category, but not both
3. Select Choose File and upload the completed file template
   • Make changes to Cost Codes using the inline fields if desired
4. Select Save when finished

Click Here for complete step-by-step guidance on the topic.

Upload Company Files to eSUB Drive

eSUB Drive is a centralized file storage and management system for your organization. Important company files can be uploaded to eSUB Drive so they are easily 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 is a place to store the files that are only pertinent to the given project, and only accessible by members of the project.

The files that you choose to upload to your company's eSUB Drive are dependent upon your business and operational needs. Managing the file system in eSUB Drive is easy and intuitive.

To access eSUB Drive:

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

Click Here for complete step-by-step guidance on the topic.

Getting Started Admin Guide

Download the Getting Started Admin Guide for simple step-by-step instructions.