Over the coming weeks we will be deploying RSM InTime Release V23.05. If you are a user of RSM InTime you will see the blue banner message appear on your homepage once the release is available to you.

Listening to our users is important to us, and therefore we hope that you find these changes useful, and they help streamline your business processes. We always value feedback, so please contact account management if you wish to discuss anything further.

All previous release notes can be found here: RSM InTime release notes

Key highlights

The ability to change an agency name removed

Previously agency admin users could click on edit agency and change the name of the agency within RSM InTime themselves. Moving forward this action will no longer be available. To change an agency name, you will be required to go through to support.

The ability to change email templates and create timesheet importers

We have provided a new role for admin users, this gives the ability to update configuration within RSM InTime. You can now update a selection of email templates, as well as build and edit non complex timesheet and expense importers. In future releases we will provide further system configuration changes, giving you greater control over your agency.

New features:

New administration user roles & advanced system configuration options: ability to create timesheet & expense importers; ability to update email templates

Team and department fields for split commission

Ability to control invoice attachment layouts

Bullhorn import page for agency admins

Expense claim description is now mandatory

Web services 3.8

Improvements:

Improved placement summary screen for workers

Last login record for SSO users

New message for timesheet entry

Additional reference fields via change status for expenses

Margin reporting commission and financial tags against expenses

Timesheet search by pay element

Assign all checkbox within online contracts and compliance

Workers and accepting documents

Timesheet shift comment character length

Empty draft timesheets not showing for workers

Invoice term's agency name on remittances

Select all pages on payment generation screen

Margin reports & apprenticeship levy by shift

New features details

New administration user roles & advanced system configuration options

There are now 2 additional roles added to the user roles page called standard configuration and advanced configuration. Within the admin profile page, click the down arrow next to edit, and at the bottom of the page you will see the 2 additional options to select. In this release there are multiple configuration options that can now be controlled at agency level, rather than contacting support. By selecting the advanced configuration option against an admin user, they will be able to use the new system configuration options.

How will this work?

Any existing admin users will have both roles are enabled when your release happens. This can be changed for any admin user by going to change roles, and deselecting advanced configuration.

When a new agency is created, the created admins will have both roles enabled. This can be changed by deselecting the advanced configuration option.
When creating a new admin, all default options will be applied. Please check the additional agency roles and select or deselect as required.
Changing roles of an admin user requires the advanced configuration; all other user types require standard configuration.

Ability to create timesheet & expense importers

Following on from the development of an advanced configuration role for admin users, those users will now be able to build and edit non-complex timesheet importers, e.g., importers that do not require a script.

Go to the system configuration cog in the top right hand corner, and within the system section select timesheet import formats. Any timesheet importers that are script based will be greyed out and cannot be selected. Any editable timesheet importers will appear blue and are available to select. Alternatively, you can click on new import format in the top right hand corner.

All fields have a question mark icon providing you with additional help, there are dropdown options for timesheets and expenses.

You will then be able to select or deselect columns. Using the arrows, any columns in the right hand box will be the required data within the import, and any in the left hand box will not be required. You can select multiple columns by holding down the ctrl button on your keyboard when clicking on a chosen column. Once complete, click save.

To use the import, go to import/export menu option and select import timesheets or import expenses, within the source list dropdown you will find all your importers.

Ability to update email templates

Admin users with the advanced configuration option ticked can now update some email templates, this will allow you to personalise the agencies emails, and add additional information. Go to the system section within the system configuration cog and select email templates.

Each email template will be marked with either RSM or agency in the managed by column. If marked as agency, advanced configuration admin users will be able to click on the email template name and make changes.

Please note: These templates are in HTML format, please only edit these if you are comfortable with HTML. Support can provide help on the appropriate placeholders required but cannot provide guidance for HTML.

Each email template has an information panel on the right hand side of the screen. This will highlight the existing placeholders within the email, allowing a mail merge of the correct details to be populated when sending. These placeholders are already set within all email templates as needed. If you choose to edit a template, please make sure all placeholders have double square brackets and the correct format title, as shown within the information panel.

Go to emails sent from InTime to review all generic email content.

Team and department fields for split commission

There are 2 new fields available on the financial tab on a placement. These will allow you to change the team and department value against a consultant. These fields if used, will override any team or department recorded against the consultant profile and will be shown within the margin report, in the commission department and commission team column.

Ability to control invoice attachment layouts

You will now be able to control various options within layouts for invoicing including PDF attachments. This will help reduce the size of attachments when emailing invoices, as well as improve the layout to make them easier to read. This is available to any admin user that has access to the system configuration cog.

Click on the system configuration cog, and go to the invoicing & payments section, and select invoicing options.

Invoice use improved layout - When setting this option to yes, expenses will only have 1 detailed summary and then a table list for all expense items. Previously you would get a summary repeated for each expense item.

We have also added a title header for each expense and timesheet, so each attachment is clearly identifiable.

Invoice exclude logos from attachments - By selecting yes, logos will only appear on the first page on the invoice, all subsequent pages and attachments will no longer have a logo.

Invoice disable page breaks PDF attachments only - By selecting yes, you will stop all page breaks between each item. This mean timesheets and expenses will appear directly underneath each other, rather than starting on a new page and having large gaps between each item.

However, to make your attachment more user friendly you can choose to disable page breaks, but have the following options added.

Break invoice Avoid splitting pages option - your invoice will always be on a new and separate page. All other items will run one after the other without a page break.

Break electronic sheets & Break paper sheets Avoid splitting pages option - Where possible, an electronic sheet or paper attachment will not be split across 2 pages. For example, you have an expense on a page, if the timesheet cannot fit onto the page fully, it will default to the next page.

Bullhorn import page for agency admins

Previously if you required a bulk import of placements, you would need to speak to support or implementation. If you have the Bullhorn updates menu option, you will now be able to import placements yourself. Importing placements outside of the automatic updates is usually required if you have made updates within Bullhorn that have not triggered an update within RSM InTime. This can be during implementation before your integration is live, or when live and requiring a bulk update.

Go to the import/export menu option and select Bullhorn updates. Click on the bulk import page. Once in the Bullhorn integration page, select the dropdown options as required, click list bullhorn placements, and tick the placements you wish to import. Alternatively, if there is only one placement you need to import, you can enter the Bullhorn placement ID. When ready, click import. The imported placements will then show within the Bullhorn updates page.

Expense claim description is now mandatory

The main description field for the entire expense claim will now be mandatory. If a user tries to submit a claim without entering anything in this field, the field will be outlined red, and an error message will appear in the top right hand corner advising there were errors in the expenses you entered.

Please note: the description field against each expense item, is not mandatory.

Web services 3.8

We are pleased to announce the latest version of web services has been released.

Improvement details

Improved placement summary screen for workers

We have made changes to the placement screen for workers. We have added sections and additional labels, clearly identifying all fields.

Last login recorded for single sign on users

We have improved the audit trails for users with single sign on. You will now be able to see the last login recorded within the profiles screen. Previously this column was blank.

New message for timesheet entry

We have added a new prompt to save your timesheet data when using the next and previous period buttons. If you click on either option to move to a different period, you will now see a message asking: Are you are sure you want to change period? Any unsaved data will be lost.

Additional reference fields via change status for expenses

You will now be able to add or change a freehand ref, payroll ref and purchase order number for expenses within the change status setting. For admin users there is an amber change status button at the bottom of the expense claim. This allows you to apply pay and or bill on hold reasons. You will now also see the reference fields allowing you to apply these. This can be done at any stage. For further information regarding on the change status functionality go to expenses on hold.

Margin reporting commission and financial tags against expenses

If you are using the new margin report functionality, you may have noticed stored financials and split commissions were not shown against expenses. This will now work as expected.

Timesheet search by pay element

When using the timesheet search function and output by shift, you can select the pay elements. However, when selecting multiple pay elements, the search results only showed the last pay element of the list instead of considering all the pay elements selected. This will now work as expected and will be correctly shown on sheet searches and the margin report.

Assign all checkbox within online contracts and compliance

Within the online contracts and compliance module, you can select a document or a document pack and assign to multiple users. You have the option tick assign all, you may have noticed this not applying the document to all users that were checked. This will now work as expected.

Workers and accepting documents

Workers may have been unable to navigate away from the contract document screen even after accepting the required documents. This will now work as expected and if all outstanding documents have been accepted they will be able to navigate to another area of RSM InTime.

Timesheet shift comment character length

There is now a character limit on shift comments within a timesheet. This has been set to 999 characters, if the message exceeds more than 999 characters, the textbox gets highlighted in red and the user will not be able to submit the timesheet until the character limit is reduced.

Empty draft timesheets not showing for workers

When workers were saving a timesheet as draft but with empty shifts, they were unable to find it within the timesheet draft screen. This will now work as expected and draft timesheets will be visible.

Invoice term's agency name on remittances

When using an invoice term with a different agency brand, you may have noticed that agency name not appearing on remittances. This will now work as expected any agency details applied to the invoice term will be shown.

Select all pages on payment generation screen

We have added a select all button within the payment generation screen. Previously you could only select each page at a time.

Margin reports & apprenticeship levy by shift

When using the margin report and selecting by shift, apprentice levy amounts showed the total cost against each shift, rather than proportioning against each shift. This will now work as required and each shift will show the correct amount of levy.