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Mitratech Success Center

View, Add, Modify, or Delete Individual Timekeepers

You can view, add, modify, or delete Timekeepers in Collaborati at any time. If you add, modify, or delete a Timekeeper record, your client automatically receives and stores the updated Timekeeper information (based on their CSM Settings).
 

To view a Timekeeper profile

  1. Select the Timekeepers tab.
  2. You can search by one or more of the fields in the Search Filters table. Select the appropriate Timekeeper.
    The Timekeeper Profile page opens.

Section 1

  • *Email—The Timekeeper's email address.
  • Salutation—The Timekeeper's preferred salutation, such as Mr., Ms., or Mrs., if applicable.
  • *First Name—The Timekeeper's first name.
  • Middle Name—The Timekeeper's middle name.
  • *Last Name—The Timekeeper's last name.
  • Suffix—The Timekeeper's preferred suffix, such as Jr., Sr., or Ph.D.
  • Phone—The Timekeeper's phone number.
  • Mobile Phone—The Timekeeper's mobile phone number.
  • Fax—The Timekeeper's fax number.

Note: The Phone, Mobile Phone, and Fax fields must have unique contact numbers.

  • City—The Timekeeper's current city.
  • State/Province—The Timekeeper's current State or Province.
  • Post Code—The Timekeeper's Zip Code or Post Code.
  • Country—The Timekeeper's country.
  • Gender—The Timekeeper's gender.
  • Disability—Indicates if the Timekeeper has a disability.
  • Veteran—Indicates if the Timekeeper served in active duty as a member of the armed forces for their country or government 

Section 2

  • Account Status—The Timekeeper's status. Options are Active or Inactive.
  • *Display Code—The Timekeeper's unique code that is displayed on the invoice line items. The display code has a limit of 8 characters.
  • *Timekeeper ID—The Timekeeper ID.
  • *Classification—The Timekeeper's title.
  • First Year in Current Category—The year that the Timekeeper received the selected Classification.

Note: This field does not appear if Classification is Legal Assistant or Other Timekeeper.

  • Permitted to Practice Year—The year that the Timekeeper began practicing law.
  • JD / Bar Year—The year when the Timekeeper first passed the Bar or received their JD if they did not take Bar.
  • Practice Area—The area of law that the Timekeeper primarily practices.
  • Primary Expertise—The Timekeeper's primary area of expertise.
  • Secondary Expertise—The Timekeeper's secondary area of expertise.
  • Clerkships—The Timekeeper's judicial clerkships.
  • Licensed to Practice Law In—The states, countries, and jurisdictions where the Timekeeper is licensed to practice law.
  • Languages Spoken—The languages the Timekeeper speaks.

Note: For Licensed to Practice Law In and Languages Spoken, click add_green.png to add additional entries. Click  trash_can.gif to delete an entry. To delete an entry that does not have the trash_can.gif, you must the entries with the trash_can.gif first.

  • Race—The Timekeeper's race.
  • LGBTQ—The Timekeeper's gender community. Options are Yes, No, Prefer not to disclose.

Section 3

  • Home Office— The primary office that a Timekeeper uses.
  • Clients—The Timekeeper's assigned client.

Timekeeper - Offices

  1. Click the second icon from the top on the left navigation menu (“Offices”).
  2. The Offices for the Timekeeper is displayed on the screen.  Use the scroll bar if needed to view more offices.

To add an individual Timekeeper

  1. Select the Timekeepers tab.

The Timekeeper List screen opens.

  1. Click Add Timekeeper.

The Add Timekeeper screen opens.

  1. Enter the new timekeeper's email address in the Email field. Then, check the Offices information to ensure the Timekeeper is authorized for the necessary offices.

Note: This is a required field that is used to uniquely identify your timekeeper in Collaborati. Email address must be unique and cannot be used by another timekeeper.

              Home Office Selection - The primary office that a Timekeeper uses.Use the dropdown on the left side of the screen to select a Home Office for that Timekeeper. You can only select a Home Office from one of the offices listed on the right side of the screen.

              Offices - May include one or more selections to indicate where a Timekeeper could be authorized to work from. All of the offices that the Timekeeper is authorized for will be checked by default on the right side of the screen.

  1. Click Next.

The Timekeeper Profile screen opens.

  1. Complete the following required fields (required fields are noted by an asterisk):
  • Email—This field should already be populated with the timekeeper's email address. 
  • First Name—Enter the timekeeper's first name.
  • Last Name—Enter the timekeeper's last name.
  • Display Code—Enter the timekeeper's display code, a unique code that is displayed on the invoice line items. The display code has a limit of eight characters.
  • Timekeeper ID—Enter a timekeeper ID.
  • Classification—Select the timekeeper's classification. Classification is used to represent The Timekeeper's title ( Options are limited to: Partner, Associate, Of Counsel, Legal Assistant, Other Timekeeper). 

Note: Some clients may require other fields.

  1. Complete additional fields as necessary.
  2. Click Save.

If you want to add multiple timekeepers at one time, see How do I upload multiple timekeepers?

To modify or inactivate a Timekeeper record

  1. Find and click on the name of the Timekeeper you want to modify.
    The Timekeeper Profile screen opens.
  2. Modify the Timekeeper profile as needed.
  3. To inactivate a Timekeeper, select Inactive in the Account Status field.
  4. Click Save.

Note: Inactive timekeepers cannot be used on an invoice.

To delete a Timekeeper record

Note: You cannot delete a timekeeper who is associated with an invoice or a rate.  If a timekeeper has ever been listed on an invoice, it can only be inactivated.

  1. Find and click on the name of the Timekeeper you want to delete from the list of timekeepers. The Timekeeper Profile screen opens for that Timekeeper.
  2. Click Delete Timekeeper.
  3. Click OK in the confirmation dialog.

List of Error/Warning messages

Error/Warning Messages Action Needed
Cannot delete timekeeper that is referenced by a rate request. Collaborati disallows timekeeper deletion if an associated rate request exists in any status, including final statuses like canceled, rejected, approved. The associated rate requests would need to be deleted before the timekeeper record could be deleted.
Could not un-assign the (client name) referenced by a pending rate request.

Collaborati disallows timekeeper’s unassignment from Client  if an associated rate request exists in any Pending status. The associated rate requests would need to be in their final statuses before the timekeeper record could be unassociated. 

Cannot deactivate a timekeeper for an office referenced by a pending rate request.

Collaborati disallows timekeeper’s unassignment from Office if an associated rate request exists in any Pending status. The associated rate requests would need to be in their final statuses before the timekeeper record could be unassociated.