Transferring the Administrator Role in ClickTime

There are times when the ClickTime Administrator role needs to be transferred to another user within your organization. Whether an Administrator has left the company or you simply wish to delegate the responsibilities to a new team member, we’re here to help. This comprehensive guide will walk you through the necessary steps to seamlessly transfer administrative duties.

IMPORTANT: Every ClickTime account must have at least one active administrator to ensure the smooth functioning of the account and its features. You will need to log in with administrator-level access to complete the steps outlined below. Additionally, administrators cannot deactivate themselves, so this may require the sign-in of a different administrator to make these changes.

Once an Administrator is set to 'Inactive', they will no longer be able to login to the system and hence cannot make any more account changes. They will also not be included in any future invoices.

Changing Dependencies
Automated Notifications
Inactivating Employees in ClickTime

Give Administrative Access

First, you will want to update the employee's record to grant them "Administrative" security level access. Follow these steps:

1. Navigate to the Company tab and select People from the dropdown menu.
2. Locate the employee who will be taking on the Administrator role.
3. Click the "edit" pencil icon next to their name to open their profile.
4. In their Person Details page, navigate to "Security and Permissions" and click "Edit Section". 
5. Change the security level to "Administrator" and click "Update".

The user will now have Administrative access to ClickTime. With this access in place, you can proceed with the following steps:

1. Update Dependencies: Ensure that any dependencies linked to the previous administrator are updated to the new administrator. This includes project assignments, approvals, and other administrative tasks.

2. Automated Notifications: Update the settings for who "sends" the automated notifications within ClickTime. This ensures that all notifications are sent from the new administrator.

Changing Dependencies

Many Administrators are set to approve Timesheets, Expense Sheets, and Time Off requests. If you inactivate an Administrator who is currently designated as an approver for these items, ClickTime will automatically assign you as the new Approver.

If you do not wish to be assigned as the new Approver, you can update the Approvers before inactivating the Administrator. Please follow the relevant guides below to make these changes:

• Assign Timesheet Approver
• Assign Expense Sheet Approver
• Assign Time Off Approver
• Default Leave Type Approver

Following these guides will ensure that all approval responsibilities are appropriately reassigned before you deactivate the previous Administrator.

 Automated Notifications

In addition to being an Approver, Administrators can also be designated as the "sender" for Automated Notifications. Before you inactivate an Administrator, it is essential to ensure they are not set as the "sender" for any automated notifications. This step will help prevent any disruptions in communication.

Please see our help article (HERE) on how to customize Automated Notifications.

After these steps are completed, you can inactivate the previous administrator:

1. Go back to the Company tab and select People.
2. Locate the previous administrator and click the "edit" pencil icon next to their name.
3. In their profile, navigate to the Basic Information section.
4. Change their status to Inactive to remove their administrative access.

Following these steps will ensure a smooth transition of administrative responsibilities.

 Inactivating Employees in ClickTime

This would be the same process used for inactivating any other user in ClickTime. Steps can be found here.