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Frequently Asked Questions (F.A.Q.)

Frequently asked questions, abbreviated to FAQ, are listed questions and answers, all supposed to be commonly asked in some context, and pertaining to a particular topic. You can find answers to some questions you have if: If your question is not mentioned on this page or if the answer raises more questions, feel absolutely free to contact us directly by e-mail, chat or telephone. We will be delighted to hear from you and answer any questions you may have.
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Overview Content

General information
Input of Data



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General Information

  • What is the legal name and address of the supplier?
Journyx, Inc.
7600 Burnet Rd., Ste.300
Austin, TX 78757

Journyx, Inc. is a privately held company, incorporated as a Delaware (USA) corporation in 1996. It has never been sold or merged, has accepted no venture funds, carries no external debt, and has been profitable for the past six straight years. The corporate headquarters are located in Austin, Texas, USA.

Journyx, Inc. operates internationally with clients throughout North America and Europe, as well as in South America, South Africa and Australia.

Journyx, Inc. is represented by approximately 40 professionals, led by a team of technology industry veterans. With experience at companies such as McKinsey & Co., IBM, Dell, Vignette, Bell Labs, Globeset, Power Computing, and Deja.com, the Journyx management team has the knowledge and experience to continue adding customer value as the leading provider of web-based time, expense and project tracking solutions.
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  • Which software products do you offer?
Journyx's product suite includes:
  • Journyx, considered the company's flagship product, is a web-based employee time tracking software solution for automating payroll, billing, project accounting and project management.
  • Journyx PX is a resource management solution that integrates with Microsoft Project planning capabilities. It tracks actual work effort and project costs, and enables effective project resource allocation. It integrates project plans, resource availability and financials into a single system.
  • Accountlink for Dynamics GP: Journyx maximizes the value of all Microsoft Dynamics solutions by adding enterprise and expense tracking. For Dynamics GP, we've built Accountlink for Microsoft Dynamics GP, a tool that integrates the two systems and allow companies to quickly implement a complete time and expense tracking solution using existing business data.
  • Accountlink for Quickbooks: The Journyx integration for Quickbooks provides you with a way to transfer data between Journyx and Quickbooks quickly and easily.
  • Projectlink: Provides a bi-directional integration between Journyx (PX) and Microsoft PRoject or Project Server.
  • Reportlink seamlessly syncs Journyx (PX) data to Microsoft Excel taking your organisation to the next level of reporting.
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  • Can you give a short product overview of Journyx and Journyx PX?
Journyx is a distributed time and expense tracking and management solution for optimizing resources across organizational boundaries. From scalability and ease in administration to convenient data entry through web and even off-line access, Journyx makes the optimization of resources a reality. Any entity that performs project-oriented work, bills for its services, analyzes employee time, or tracks absences for a professional workforce will benefit from Journyx.

Integrated Approach to Time Management
Journyx is a complete time management solution that includes professional services for support, training, and integration with critical complementary systems. Journyx provides benefits to all members of the labor supply chain, including:
  • Employees - Easy, accurate time and expense entry from any location
  • Accounting - Elimination of double entry by automating costing, and integrating with payroll
  • Supervisors - Automated approval workflow
  • Managers - Access to real-time project and productivity data for decision support
  • Corporate - Increased earnings through greater accuracy and resource utilization

Easy to Use
Journyx is developed to allow fast entry of productivity data. Employees log directly into their customized time entry screens. Drop-down menus and pre-populated fields ease the collection of detailed time and expense data. Options for project time entry include percentage, total hours and punch allocations. A Stopwatch feature provides quick record generation for users who bill continuously. You can enter whole hours or use the start and stop timer to keep track time for a project structure that you define. Standard time descriptions can be created using the Memorized Entries feature to expedite the time entry process. Easily access expense records associated with time records. Project and group managers can view, edit and approve timesheet entries in seconds. With standard and custom reports, managers can analyze data across various categories such as employees, projects, days, weeks, and customizable field values.

Tailored Solutions
Journyx is highly customizable. Customers can change virtually every aspect of the timesheet interface from the information they collect, the manner in which they do it, and the environment in which they work. Each screen can be modified to include a company logo, HTML links to company policies, reminder notifications, and other critical employee information. Managers can generate and email reports and notifications at pre-defined intervals. Administrators can define costing, pay and bill rate policies for groups of employees, as well as schedule recurring transfers of data to other corporate systems. Companies can define roles to provide their customers and suppliers access to relevant data.

Ease of Administration
Whether an organization is widely-distributed or concentrated in one location, Journyx is easy to roll-out and maintain. Since it is web-based, Journyx is installed and maintained in one central location, minimizing administration. System Administrators can remotely access and maintain Journyx, reducing long-term maintenance and overhead usually associated with enterprise software. Step-by-step configuration documentation aids System Administrators in efficient initial organization and set-up.

Data Validation
Data Validation Rules provide a mechanism that allows Timesheet administrators to configure flexible rules to enforce how users enter their time and company time tracking policies.

Benefit Accruals/Leave Request Management
You will have the ability to view the balances and usage of definable leave categories such as Vacation, Sick Leave, PTO, and various other leave types. Journyx also includes the ability for employees to request time off within the system. Managers and approvers approve and view time off requests in easy to use calendar and search views for total leave request management across resources departments and entire organizations.

Approval Process
After a user has completed a timesheet, it can be submitted for approval with the click of a button. An approval process can be created that includes the ability to schedule automatic email notifications for due dates, late/missing records, etc. Managers can view all time sheets submitted and awaiting approval. They can choose to approve all timesheets at once or review them one by one. Included on the manager's approval screen is a hyperlink to each timesheet for easy viewing. The workflow and approvers can be separate and distinct for each tracking environment.

Flexible Reporting
Journyx includes an internal reporting engine with many standard reports that can be modified to fit your reporting requirements. Line item and matrix time/expense reports can display data on any reportable fields, including new fields that are added and defined by you. Managers can define the data to be displayed, as well as the items to be subtotaled (i.e., users, projects, days, weeks, etc.). In addition to the standard reports, the internal utility allows for the creation of new custom reports with user-defined parameters, subtotals, formats, etc. Each report also includes a button at the top for easy viewing of the data in a variety of output and display formats. These formats include HTML, printer friendly, plain text as well as Cube Reports. Journyx uses an OLAP/ Cube Reporting format that works through Microsoft Excel Pivot Table functionality to customize and modify reports dynamically in the web browser. These can be easily exported to MS Excel with the click of a button where graphical reporting can be achieved.
The optional module Reportlink seamlessly syncs Journyx (PX) data to Microsoft Excel taking your organisation to the next level of reporting.

Journyx PX
Journyx PX is the latest addition to our arsenal of innovative tools for working with projects in the 21st century. It provides functionality in the areas of forecasting and executing and introduces an entirely new, yet intuitive, interface to address your project resource planning needs:
  • Project Planning - Define start/end dates and break projects into phases/tasks for assignments as well as a bi-directional integration with Microsoft Project / Project Server
  • Resource Planning and Assignments - Create assignments based on resource availability graph comparisons
  • Resource Workload Management - Improve communication between resources and Project Managers with Estimated Remaining Work alerts
  • Project Execution Management - Understand your position like never before with dashboard indicators for late projects and over allocated resources
  • Demand Management Manage requests for new projects or initiatives, review resource availability, promote requests to scheduled projects managed either within Journyx PX or exported to Microsoft Project/ Project Server
  • Analysis and Reporting - View project details with status reports showing remaining work, % complete, over/under budget, and ROI
  • A Central Repository for Project and Resource Data
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  • Are your services 'in the cloud' or can we install your software on our own webserver?
Journyx (PX) is available as a Journyx-hosted solution as well as available for installation on customer servers. Journyx can install and maintain Journyx or Journyx PX on our servers at our hosting facility as a Software as a Service (SaaS) solution. Since Journyx is web-based, access to the application would be the same as if you were hosting it yourself, but without having to install the application, maintain the server, or update the system. There are many reasons to choose the hosted solution by Journyx, including reduced IT burden, increased security, improved compatibility, as well as decreased overall costs.

Journyx (PX) can be installed locally on a web server running either a UNIX operating system or on the Microsoft Windows operating system connecting to different databases. Please check out the technical product information page.
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  • Is there a freeware version or is it a 30-days free trial version?
Both! You can try out Journyx without having to install anything. Just sign up for a free trial and the url to your timesheet environment will be send to you by e-mail. You can then login as a manager (and review the data timesheet data of some employees) or you can enter time records as a user. This will allow you to get an impression of our product.

There is also a Journyx freeware version available. This version can be used if you need up to 10 licenses (you need a license for every employee that tracks time-, expense- or mileage records). There is no date limit (the license key that is supplied with the download has no enddate), no advertisements or 'nag' screens. This freeware version can only be used when you install the software on your own computer. Some standard functionality isn't available in the freeware version:
  • Customize Authorisation Roles (remove menu options from user screen)
  • Upload PDF or JPG files with time- or expense sheets
  • Use Rate Manager (run financial reports with different hourly rates)
  • Use currency conversion table with expenses
  • Limited number of import tools
Curious about the installation procedure? Check out the screenshots of a Windows installation.
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  • What is a license? How many do I need?
You need a license for every employee that is tracking time, expense or mileage/material records.
A license becomes available again after 30 days non-usage. The number of licenses you can use is determined by the license key. Adding more licenses is simply a question of changing the license key after your purchase.

The freeware version is installed with a license key that is valid up to 10 licenses.
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  • Which optional modules or Add-ons are available?
Check out (all links are opened in a new window) the Optional Modules page for more detailed information.
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  • Is there an integration with system X?
Check out the integration overview page.
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  • How many clients are currently using the offered solution?
More than 300,000 people in thousands of organizations employ web-based solutions from Journyx to track time, projects, and expenses. From Fortune 100 companies to small and medium businesses, companies worldwide use Journyx solutions to increase productivity and save money. Customers include: United Health Group, Bayer Healthcare, Cardinal Health, Boehringer-Ingelheim Pharmaceuticals, Lash Group, Schlumberger, Micros, Liz Claiborne, Polaris Industries, Dow Agrosciences, Donaldson Company, Lord Corporation, MTD Products, PDS Technical Services, Goodrich Corporation, BP Exploration, Bellefaire JCB, Ricerca Biosciences, and many others.

Journyx currently has clients throughout North America and Europe, as well as in South America, Asia, South Africa, New Zealand, and Australia.
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  • Is the product available in multiple languages? Which languages?
Journyx can, and has been, deployed in an international setting. Currently, the application is only available in English. However, column headings, selection-menu items, report names, e-mails etc. can be all changed to be in various languages and can be presented differently to different countries. Date formats, screen appearance, and other preferences can also be set to configure Journyx for an international environment.
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  • Please describe the development roadmap for new releases. What features are currently being developed?
Journyx will continue to enhance the Timesheet product building on our core mission of providing organizations with the ability to obtain per customer or per project cost data through the collection and management of time, expense, and project data. We will focus on helping customers solve business problems by effectively managing people and projects critical to their efficiency and profitability.
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  • Are custom specific developments regarding functionality an option within you support offering? What is the policy regarding shared costs for such development?
The Journyx Professional Services Team stands ready to help you integrate Journyx software with any system. Our solutions utilize XML/SOAP interfaces to make integration with your organization's business processes and systems a snap. The Journyx Professional Services Team has successfully integrated Journyx solutions with literally hundreds of payroll, HR, ERP and other systems. Check out a partial list of our past successes.

Moreover, our Custom Solutions group can work with Company-X to build custom features and other solutions. Journyx would be willing to consider shared development costs should circumstances warrant. Considerations include, but are not limited to whether the features or solutions in question deliver business value to both Journyx and Company-X sufficient to justify the investment by the parties jointly and separately. Journyx welcomes the opportunity to discuss this option with Company-X in more detail.

Additionally, because our API supports the latest open standards for Web Services, our solutions can be "plugged in" to a customer's existing infrastructure easily, conferring cost and time savings to our customers. Furthermore, the use of these open standards makes it possible for Journyx customers to develop integrations themselves. Journyx has a number of customers and partners who have implemented integrations using the jxAPI to talk to their other applications and, because it doesn't take specific knowledge of Timesheet to write the integration, they can use any programming language and platform they prefer.
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  • What is the frequency of patch upgrades and version releases? How can customers install patches/releases? How long do you support older versions in general?
We do not have a fixed schedule by which we stop supporting old versions. We generally release a major version every 12-18 months and two or three minor versions in between. Our desupport schedule adjusts based upon the major version release schedule. We endeavor to only support 2 major versions at any one time, although we did support three major releases at least once for a period of about five months. For the latest major release we support all iterative minor releases. For the older major release we only support the final minor release. For instance, after the release of Timesheet v7.0 we stopped supporting all but the last release in the Timesheet 5.x family.
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Input of Data

  • How is master data entered and maintained?
All data within Journyx can either be managed directly within the application, coordinated and maintained through integrations with other systems or through the use of Excel import files.
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  • How are projectnumbers defined?
There are no specific projectnumber rules in Journyx (other than that the projectname is unique). Projectnames can be any text or number combination and can either be created within Journyx or through the project import functionality.
Sample screenshot of Project Entry Screen.
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  • Please describe any search tools used when entering data. Does the system work with dropdown lists?
In general, the master data maintenance screens have search fields at the top of the screen. You can search by character in the name or description field or add custom fields to the search portion of the screen. In this screenshot, the top of the project management screen is shown. In this sample you can search on group, project parent, or with the use of different custom fields that are defined at the project level: Project Region, Client, Project Location.
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  • What data is shown on screen while creating or modifying a project? Can this data be modified from the same screen?
The project modification screen shows the fields that define the project (i.e. projectcode, desciption, estimated time to complete, owner of the project). Besides the definition fields, the project detail screen displays all the custom fields that are defined at the project level. You can also add or change project approval settings (including the project approval e-mail settings) and define project dependencies (i.e. define which tasks can be selected when this project is selected on the time entry screen). Project information can be entered through the web interface, copied from already defined similar projects or imported from a tab delimited text file.
Sample screenshot of Project Entry Screen.
  • What additional data can consultants search for when entering hours or expenses?
Entry screens are setup with pull down fields. In the event that there are many values in the pull down list, a user can use different search methods to quickly find a specific value. A search pop-up window is displayed when a user clicks on the magnification glass icon. A user can enter characters to search for after which a limited list will be shown (only the values that have the entered string of characters in the code or the description are shown). The project column has one additional search option, the user can choose to display the project hierachy from which the desired project can be selected.

A user can also limit the number of projects that are displayed in the project pull down field by defining a project list (for example if a user has access to many projects but is working on only 5 projects in the near term). Only the projects in the defined project list are displayed on the entry screen.
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  • Is there a check for budgeted/offered hours versus actual hours entered per consultant?
In the standard version of Journyx you can use the 'Project Status report' (or a Cube Report) to check the total estimated amount of hours versus the realized hours. This shows you the spend time on the project level. You could use accruals to define and limit the available amount of hours per user per task, so that users are not able to log time to the task after the alloted time has been used (although they will still be able to track time to other tasks).

The optional 'Budget Allocation Tool' allows you to display, on the users time entry screen, the alloted time per project. This will inform the user how much time is budgeted and how much time remains for any task of this project.

Journyx PX works differently. Within Journyx PX, the user will see his project plan assignments for the current period. He can enter his time worked for each of the project tasks on his assignment list. The user can also change the remaining hours estimate for any of his assigned tasks if he needs more or less time. The change will result in a flag on the project manager's dashboard, alerting him to the request for a change to the plan. The manager may approve or reject the change.
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  • How many consultants can be assigned to a fixed price project?
As many as you want. The assignment of consultants to projects is handled through the Groups functionality within Journyx. Simply place the project and the users that need access to the project in a group so that users can track their time to that project. Groups can be anything; project groups, departmental groups, company groups, groups of employees with the same function description etc.

Journyx includes an extremely flexible and configurable mechanism for creating and organizational group structure. Groups are used to organize data and control user access to items such as Projects, Tasks, Pay Types, Bill Types, Time Entry Screens and other items. Groups may be thought of as sets that contain one or more users, as well as the projects, tasks, and other things that those users should be able to access. Each user can be assigned to one or more Groups, and each item such as a Project, Task, or Pay Type can be assigned to one or more Groups. Groups are the ultimate access control devices in the system and therefore require particular attention. Groups can be created directly within the Journyx interface or created during a data import, using an import file that meets proper formatting criteria. Authority roles, project access, user reporting permissions, business rules, validation, and organizational structure can be controlled by defining the correct group structures. The flexible Group function in Journyx is one of the most powerful, unique, and valuable features within the product.
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  • Do you offer a resource planning solutions and can this be integrated with the time and expense tracking system?
Yes, either through the optional Projectlink module that allows bi-directional data synchronization between Microsoft Project and Journyx, or through the Journyx PX product. Journyx PX offers resource management and planning, as well as time and expense entry using a timesheet-based interface (Journyx and Journyx PX can both be used with the standard interface with Microsoft Project (Microsoft Project Server): Projectlink).
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  • Can the system be linked with a calendar (Exchange)?
No. At this moment Journyx is looking into an Outlook connection within Journyx PX but it will not be present in the Journyx application.
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  • What are the options for assigning defaults (travel) expenses to a project?
Expenses are entered on the expense screen. If you want to have a permanent entry line for a certain expense for a certain project then you can 'memorize' the entry. The expense line will be repeated on the expense entry screen until it is removed. The user just has to enter the amount and save the expense.

You can define that only certain expense reasons are allowed at a project. This means that, even though an employee has access to many expense reasons, an employee can only write on the expense reasons that you have specified at the project level.
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  • When entering expenses, is there an option for the employee to define that these expenses need to be refunded to the employee?
Yes, just use a column to enable the user to specify whether an expense is refundable or not refundable.
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  • How can foreign currency flows be handled?
Before users begin tracking expenses, the system administrator should configure actual currency rates if you will be tracking expenses in multiple currencies. Expense reporting relies upon currency rate conversions when multiple currencies are present in a single report. These conversions are used to convert expense amounts from various currencies to a base currency for the purpose of easier expense reporting and tracking. The system ships with nine default currencies but you can easily add your own.

Currency Rates
Currency rates are positive numerical values that reflect the exchange rate between the two currencies selected. If the US Dollar is worth 177.55 Japanese Yen, the rate for this currency conversion would be '177.55' where 1 US Dollar is equivalent to 177.55 Japanese Yen.

Effective Start Date
This date determines the point at which a currency conversion becomes effective. Expense entries before this date will use the previous conversion rate.

State/Effective End Date
The state determines whether or not the conversion has a specified end date. For closed conversions, the end date determines the point at which this currency conversion expires. Expense entries after this date will use a later conversion rate. Open conversions, on the other hand, will not expire until they are manually closed. An open conversion will be applied to future expense records that appear in reports unless it is closed and another conversion to cover the period is created.
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  • How are (hourly) rates entered?
Hourly rates (pay rate and bill rate) are default custom fields at the project and user level. These are numeric fields (i.e. 105.75 means 105 euro and 75 cents). As of version v9.5 rates can also be based on project roles and/or assignments (assignments are Journyx PX only).
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  • Is it possible to use different rates per employee per project?
In the rules and policies section of Journyx you can define different rates per user, per project or per other column value. For example, you can define that the default rate for employee Willis is 100 euro, except when Willis tracks time on project A (hourly rate needs to be 125 euro) or on project B for which his/her rate needs to be 85 euro.
  • Can you describe the billing process?
As a general rule, invoicing is best performed within a company's accounting systems and business processes, with time and expense data as input to those systems and processes. Hence, there are no default invoice templates within the Journyx system-instead, Journyx would send data to the accounting system for invoice generation purposes. Billing data (hours, rates, expense amounts) can flow to an accounting or financial system via a custom interface, a data file export, a conversion to Excel format, or to an external report generator.

After the time and expense sheets have been submitted and approved, the billing process can begin. The standard 'Sheet Status' report displays the status (open, submitted, rejected/approved) of every sheet for a given time period. This allows you to verify that all sheet entries are correct so that the time and expense data can be used for invoice creation. The system can permit time, expense, or mileage sheets to be re-opened and changed by authorized personnel, should company policy so allow.

The Journyx products do not create invoices. Instead, data needed for invoicing can be transferred (for example, through a customized interface) directly into a financial system, or exported to Excel file format for input into your financial system. Another possibility is to use an external report generator (i.e. Crystal Reports) to create your invoices or you can discuss a customized invoice report with our Professional Services Team.
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  • Describe the authorization process from entry of hours to billing to the client. Can this be customized?
Journyx supports a highly customizable approval process. After a user has completed a timesheet for the company-defined time period, the timesheet can be submitted for approval with the click of a button. The approval process includes the ability to schedule automatic email notifications for such events as due dates, late/missing records, etc. Once a timesheet has been submitted, the user can no longer enter time for that period unless the approving manager rejects the timesheet, or the user has system permissions necessary to make prior period adjustments. Managers can view all time sheets that have been submitted and are awaiting approval. They can choose to approve all timesheets at once or review them one by one. Included on the manager's approval screen is a hyperlink to each timesheet for easy viewing. If the manager approves the timesheet, it is passed on to the next level of company-defined approvers (if you use multilevel approvals). There can be up to five levels of approval, with a primary and backup approver at each level. If the timesheet is rejected, the manager can provide a reason for rejection in a free-form text box, and the timesheet will be returned to the user for corrections. The approval process is customizable at the group or individual user level for individual approvers, number of approval levels, etc.

Approval of time records can be done on a period basis (the approver approves or rejects the entire time sheet) as well as on an individual project basis (the approver approves or rejects only time records for the specific projects/ tasks that they are managing over). The approval processes are optional and can be set up to use either or both in combination. Therefore, Company-X could have line managers performing period approval, while project managers can also be doing project based approval. Each approval process can have multiple levels of approvals with options for back up approvers at each level. At each level of approval, a backup approver can be assigned to approve time sheets if the primary approver is unavailable to do so. An automatic email notification can be set up to inform the backup after a certain period of time if the primary approver has not approved. Additionally, the time sheets will show up in the backup's approval queue after that time period. Alternate of backup approvers may be designated at any time.

The approval workflow within Timesheet is very flexible and easily maintainable, supporting approvals on a time sheet basis, group basis, individual project basis, or any combination of these. Project based approvals can easily be defined by the project manager as part of the project's attributes. Employee approval workflow can easily be modified and assigned by group, department, or even individual user. Each time sheet in Journyx Timesheet includes an 'Approval History Report' which records each event in the approval history (when submitted, when approved/ rejected, by whom, etc.). This approval history report is displayed on each open, submitted and approved time sheet.

The approval process includes the ability to schedule automatic email notifications for time sheet due dates, time sheet late or missing records, etc. These email reminders and notifications can be sent to the employee as well as copied to the approver. Additionally, there is a 'Sheet Status Report' which can display employees who have not completed their time sheet or are late in submitting. This can be run by the Administrator for all employees as well as by Managers for their specific employees.
  • How can intercompany turnover be registered? Is this also possible between cost centers?
Yes, when you have defined the company that is the main contractor at the project level and you have defined the company of the user at the user level, then it's easy to run a Cube Report that shows the spend time per project per company (or cost center). With the optional module Reportlink you can define an Excel template that shows you the data you want in the way you want it. Once the template has been defined, you can use it every period. Just change the start- and enddate to specifiy the range of data and the template will be updated.
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  • Is there a check regarding the VAT-number of the client when creating the invoice?
No, since invoices are not made by Timesheet there is no check on VAT-numbers.
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  • What are the options for sending e-invoices?
Not present in Journyx.
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  • Can files/documents be attached to an invoice?
Not to invoices since invoices are not made by Journyx. Files can be attached to time and expense records (like scanned receipts or pdf files).
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  • What default reports are available? How can reports be customized?
Journyx includes an internal reporting engine with many standard reports that can be modified to fit your reporting requirements. Line item and matrix time/expense reports can display data on any reportable fields, including new fields that are added and defined by the company. You can define the data to be displayed, as well as the items to be subtotaled (i.e., users, projects, days, weeks, etc.).

In addition to the standard reports, the internal utility allows you to create new custom reports with user-defined parameters, subtotals, formats, etc. Reports can be pre-formatted for importing into 3rd party packages such as most popular accounting, payroll, and project management software. Each report also includes a button at the top for easy viewing of the data in a variety of output and display formats. These formats include HTML, printer friendly, plain text as well as Cube Reports. Journyx uses an OLAP/ Cube Reporting format that works through MS Excel Pivot Table functionality to customize and modifies reports dynamically in the web browser. These can be easily exported to MS Excel with the click of a button so that graphical reporting can be achieved.

Users can also create new, custom reports with user-defined parameters, subtotals, formats, etc. Reports can also be scheduled to run automatically, report outputs can be saved, and saved reports can be emailed directly from Journyx.

There are several types of reports within Journyx Timesheet:
  • Standard Reports
  • Scheduled Reports
  • Saved Reports
  • Sheet Status Reports / User compliance
  • System Reports
  • Rate Reports
Once a report is defined it can be shared with other users by copying the and sharing the report definition. Users see only the data they are authorized to see in reports.

Standard Reports:
Standard reports provide information about the hours, expenses and mileage logged by users. There are several types of standard reports:
  • Matrix Time Report (columns and rows)
  • Time Report (line item report)
  • Project Status Report (estimated hours / realized hours)
  • Matrix Expense Report (columns and rows)
  • Expense Report (line item report)
  • Total Cost Report (overview and detail info of costs in time, expenses and mileage)
Data filters and required periods can be set, and fields to display in the report can be selected. You can also choose which columns should be subtotaled. Output can be in regular html, printable html, automated export to Excel, or plain text.

Scheduled Reports.
Reports can be run at certain times.

Saved reports
The output of scheduled reports can be saved.

Sheet Status Reports / User Compliance
Sheet Status Reports allow you to create reports that will display the status of users' sheets for the date range specified. You may choose to display the status for all users, or only for users that are late in submitting their sheets.

System Reports
The system incorporates the ability to run reports on various aspects of your Timesheet configuration, allowing you to get a 'big picture' view of the information contained within. With the System Reports, you can easily see which Users have access to which Projects, which Tasks are contained in which Groups, which Approvers are associated with which Mileage Approval Plans, and nearly any other combination of internal data.

Rate Reports
Rate Reports display the pay rate, bill rate, amount paid, hours worked and the Rule that was applied to each user's time records in the report.
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  • How can data be exported to or imported from Excel?
Using the optional module Reportlink is the easiest and most extensive way to work with your data in Excel. The module will set up the Journyx database fields as your pivot table field list. This will allow you to create a template with the fields you want to report on, the levels you want to report on and the period you want to report on. You can share the templates with colleagues (people only will see the data according to their Journyx authorisation role(s)).

Please go the product documentation page (opens in a new window) to the section Reportlink for the Reportlink feature overview and manual.

You can also view the report with the option 'View as Cube Report'. This will transfer the data on the report to an Excel pivot table.
  • I need to report on hours or expenses per country and/or per office but these fields are not present in Journyx. How can I create my current reports with Journyx?
You can add your own custom fields to the Journyx database. These custom fields can be selected on reports thus enabling you to create the report you want. A custom field can be a predefined list of values, a free text field, a date field a number or an integer field.
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  • What is the sign-on procedure? How can user access profiles be configured and what level of flexibility does the system offer with regard to user profiles?
Journyx can be accessed from any client side operating system that runs a modern web browser such current versions of Internet Explorer, Firefox, Chrome or Safari. No part of Journyx is accessible without a unique login and password.

For added security, password strength and aging requirements can be set to meet company requirements. Journyx also allows the Administrator to establish levels of authority for individual users. There are six levels of user authority: users, reporters, timekeepers, managers, project managers, and administrators (system administrators). You may also create custom levels of authority for added security and configure password strength and aging to meet company requirements. Each of these is password protected at the login level. Using Groups, the Administrator designates through groups the projects, and other information a user is capable of viewing or using. The authority role of 'Administrator' has access to all functions and data within the application. Within Journyx, you can control access to reports, report parameters, and data views by a user's authority role(s) as well as their group membership. In addition, you can also set field-level security for greater access and visibility control. These safeguards, which are very easy to administer and maintain, help prevent unauthorized access to sensitive information. Journyx's hierarchical group organization provides a solution that scales as customers grow and allows for varied functionality for customized segments within an organization.

For organizations with additional security requirements, Journyx can be integrated with Windows Active Directory or LDAP authentication This can be done as either a full integration or a "password only" authentication. Journyx can be integrated with a portal for Single-Sign On capability as well.
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  • What if a user has forgotten his password?
You can define a 'Reset your password' link on the Journyx login screen. The user needs to enter his username after which he will receive an e-mail with an url so that he can change his password. The system will need an e-mail address for the user, so you need to define the e-mail address in the user record to be able to use the 'Reset your password' link.
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When implementing any new software, it is vital that an organization be confident in the solutions fit, viability, and associated costs. Too often software product implementations run over budget and/or exceed the alloted time for rollout. Journyx ProStart is a service package designed to ensure that implementation of Journyx and any associated custom tools is successful by keeping the rollout on time, on budget, and on target.
  • How much time is needed to implement the product?
Time needed for implementation varies, it all depends on scope and size. Determining requirements for the desired configuration will take up most of the time. The configuration includes the project structure, fields that need to be defined, data collection and import, and company wide agreements on consistency in naming conventions). For example, the following information is very useful when collected before or at the start of the deployment:
  • Examples of existing entry screens and reports (which helps us to better understand your current timesheet process and to know which extra fields may be required),
  • Examples of desired reports (not currently being produced because of technical or organizational issues).
  • Employee information (e.g. log-in, name, e-mail address) and extra fields associated with users (e.g. manager, department, location, country).
  • Organisational structure/ hierarchy.
  • Project information (e.g. project -id, description, Estimated time, Budget) and extra fields associated with projects.
  • Project hierarchy, details, and additional attributes.
  • Groups (a group basically determines access rights to system data). For example, a group can be a project group, a department, a location, or employees with the same job description. Objects (like users or projects) can be placed in one or more groups.
  • Group membership.
  • Any specific relationships between projects, activities, users, departments, etcetera.
  • Authorisation roles (manager, end-user, reporter etcetera).

There are a number of pre-requisites for a smooth implementation, including:
  • The availability of the Company-X implementation team. Time must be made available to research and collect the required data and attend meetings during the implementation phase.
  • A designated Company-X internal project manager who can ensure follow-through on action items and timely delivery to Journyx of required items. The Journyx implementation manager will assist and work closely together with the internal project manager and can be on-site if required.
  • Adequate notification to all affected employees (managers, project managers, end-users and administrative personnel) of the upcoming changes. The notification should answer questions like "What are the main reasons for the change?" and "How will this help Company-X and what will this mean for employees?" "Who can I contact if I have any questions or difficulties?"
  • Company-X may wish to consider setting up a test environment where employees can log in and acquaint themselves with the application.
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  • How much time and effort is needed from Journyx? And how much from the customer?
The time needed for deployment will vary, depending on the requirements uncovered during the inventory phase. Other variables to consider include the time needed to reach a general consensus on how Journyx will be used within Company-X, and how much time will be needed to collect the Journyx system data.
Short overview of the steps that will be taken (which steps depends on customer needs and wishes):
  • Presentation and discussion of the Journyx functionality to show you the possibilities within Journyx (Journyx and Company-X).
  • Inventory of desired reports (to determine which custom fields need to be set up) and export needs (Company-X). See above for an overview of the information that needs to be collected.
  • Setting up pilot environment with the collected information (Journyx).
  • Presentation and discussion of the chosen setup (Journyx and Company-X).
  • Finetuning setup (Journyx).
  • Setting up the production Journyx environment (Journyx and Company-X).
  • Training (Journyx and Company-X).

During the deployment Journyx will provide meeting reports and action item lists to make sure that everyone involved knows what is expected of them. Journyx will also provide Company-X with data import templates to assist in data gathering and formatting.
  • What resources are required from Company-X during the implementation phase?
For a detailed description and breakdown of roles and responsibilities during implementation, please see the 'Journyx ProStart Implementation_Scope ' (PDF file). In general, Company-X will need to appoint dedicated staff to fulfill the following roles during the implementation:
  • Executive Sponsor
  • Project Manager
  • System Administrator
  • Technical Lead
  • Finance Representative (if an interface to a financial/accounting system is required)
  • Other Key Stakeholders (i.e. key managers within the organization who can speak to current working practices and who will be integral to the successful use of the system)
  • Is training included as part of the implementation process?
Yes, training is part of the standard implementation. Journyx has developed an implementation methodology called Journyx ProStart.
During the implementation, we will have a good overview of the procedural changes (if any) that will occur when Journyx will be implemented. Depending on current procedures and internal organization, these may be minor or major changes. To help Company-X fully enable every group of users (administrators, managers, project managers, administrative personnel, or end-users) to effectively use the system, we can assist Company-X in the following ways:
  • Journyx will work with an employee who will perform the Journyx Administrator role from the onset of the implementation. As a result, the administrator will fully understand the method and reasons for the chosen set-up. Journyx will train the appointed Journyx Administrator, who can then train other administrators and the end-users of the Journyx system.
  • Optionally, Journyx can provide training sessions to every administrator, or train an internal Company-X trainer (we can also, optionally, assist the trainer for the first few sessions).
  • While working with the Company-X internal implementation team, we will discuss the user groups and what kind of knowledge they need to work efficiently with the application. Company-X can choose to appoint its own staff to enable and support end users.
  • Optionally, Journyx can create and deliver customized training for all user types. If a train-the-trainer concept is preferred, we can create customized training materials for use by the internal Company-X trainers,and be available if he needs assistance during his first training sessions.
  • We can optionally create customized instruction documents (Word or HTML) in Dutch or English and can assist a Company-X employee (or a translation company) to translate the documents to any other language).
It is important that everyone has enough knowledge to start working with the new application to prevent frustration and errors. This means that the planning for the training sessions is important. For example, it is not good practice to train the administrative staff when they are under pressure to deliver products (e.g. invoice data to meet billing schedules).
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  • I want to set up different types of users in Journyx, i.e. managers, project managers, staff, end users, approvers etc. Is that possible?
Yes, authorisation of menu options and viewable data is handled through authorisation roles in Journyx. You basically define which menu options are available for a role and which data can be seen by that role. A user in Journyx can have one or more roles, so you can basically finetune the authorisation per user. Journyx has many default authorisation roles, varying from 'Administrator', 'Manager' to 'Time User'. In the payed version of Journyx you can define your own custom authorisation roles (in the free version you can use the default roles). `
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  • Is it possible to set up a weekly timesheet for some employees and a monthly timesheet for others?
You can define multiple entry screens (for time entries, expense and/or mileage entries) in Journyx. Per entry screen you can set the following items:
  • Number of columns on the entry screen
  • The names of the columns
  • The period: weekly, bi-weekly, semi-monthly, monthly
  • The startday of the period
  • Whether descriptions, i.e. project descriptions are shown on the entry screen
  • Can I create entry screens with different number of columns for different employees? For example, I don't need much detail for my staff employees so 3 columns will be enough (i.e. 'Admin', 'Activity' and 'Comment') but for my project employees I need 4 columns (i.e. 'Project', 'Task', 'Office Hours' and 'Comment'.
You can define as many different entry screens with a different number of columns (with different column names) as you want and assign these screens to your employees. Project Members will have access to the 4 columns entry screen while your staff enters the data on a 3 column entry screen.
  • Is there functionality present that allows me to see the approval state of every sheet whenever I want?
The compliance overview does just that. It allows you to see the status of every sheet or just the sheets that are late in being submitted for whichever period you want.

Another option would be to create a timesheet report and select the sheet status as one of the fields you want to see on the report.
  • Is it possible to define different approvers for different approval processes? For example, I want our project managers approve the hours that are tracked on their projects and I want the department managers be responsible for the entire sheet. And some departments have 2 managers that need to approve the sheets.
In Journyx there are 2 types of approval processes, the timesheet approval and the project approval process. For every process you can define multiple levels of approvers (so, yes you can make sure that your 2 manager departments fit in the approval process). You can also define so called 'Backup Approvers' who handle the approval when the primary approvers do not handle the sheets in their queue within a certain time.
  • To support the approvers, can I make sure that employees enter at least 8 hours per day or something like enter at least 40 hours per sheet?
Yes, you can define rules that are triggered whenever a sheet is being submitted. A rule can be for example 'Decline sheet when timesheet is less than 40 hours' and display the following error message 'You need to enter at least 40 hours before submitting your sheet'.

Rules are gathered in a policy and the policy is connected to the user. You can define different rules for example, you can also define a rejection rule that is triggered when an employee submits the sheet with less than 32 or 24 hours.
  • Can I set it up so that users can enter free text in some description box or add comments to time and expense entries?
There are 5 columns available for specification of the time or expenses. 4 columns are tables with predefined values, the 5th column is a free text field where you can enter anything you like. There is also a 'Project Notes' field available after an entry has been made which can store enough free text with the entry. Both fields, the comment field and the project notes field, can be selected for reports.
  • Can I predefine national holidays entries on the time entry screen? Can I set this up per country?
You can set up multiple national holiday calendars and assign these calendars to users. The national holiday will be shown on the time entry screen but an employee will be able to change it to regular work if he or she had to work on the national holiday.
  • Can I differentiate hours in different types? For example, I want to see whether the hours are regular office hours, regular overtime or weekend/national holiday hours?
You could use a column on the time entry screen for this if you want to enable the user to choose between 'Office Hours', 'Overtime' or 'Wknd/Hldy' hours so that the user can track the time on the correct type of hours.
  • Can I set up Journyx (PX) so that users will only see the items that they need to see? For example, I want to prevent that time or expenses are tracked on projects or tasks that users are not authorised to work on?
Which data can be seen and selected by a Journyx user is defined through groups. A group can be anything, for example you can set up a department as a group so that all users of that department see all the items for that department or you can define project groups (only members of that group can select the project in the group). A user can be a member of more than one group. The basic rule is that a user does not have access to all items that are not in one of his/her group(s). You can define as many groups as you need which makes it all very flexibel.
  • I want to be able to hide certain fields, for example rates or salary related added fields. Is that possible?
You can define, per custom field, which authorisation roles can view the custom field. If you want a custom field to only be visible for managers then select the manager authorisation role when you define the custom field.
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  • How do you manage client relationships? Would Company-X get a single point of contact?
Although no single individual can perform all the various tasks needed to fully support Company-X, Journyx will provide a single point of contact that can bring the appropriate resources to bear on any issue.

As for the technical support process, the Journyx support service provides software maintenance, products upgrades, and help desk support through annual maintenance contracts. This is accomplished through both on-site visits and remote support via telephone, email, and the online help desk.

Through annual renewal, Company-X will be assured of receiving the latest announcements for upgrades and product information in order to get the most from the software. Minor releases are released every 3- 4 months, with a major release every 12- 18 months. Patch releases and fixes are released as needed. Annual maintenance, support and upgrades are included with the hosted, ASP service. The first year is also included with the locally installed version and must be renewed annually at an industry standard 20% of licensing costs.

For additional details about support availability, options, escalation procedures, etc., please visit:
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  • Do you have a dedicated helpdesk? How many people operate the helpdesk?
There are 4 dedicated employees in technical support (3 full time and 1 part time). The manager of the technical support team also manages the professional services team. In an emergency situation the support team drafts staff from other departments in order to resolve critical problems, including the professional services staff and/or the development team. There is one Level 1/Level 2 (L1/L2) technician, a L2/L3 technician, and two L3 technicians. The support manager is able to fill the role of an L1/L2 technician as well.

Our L3 technicians are fully trained developers who write patches and have full authorization to edit any potion of application code. All patches, whether developed by support L3s or by the core development team, go through code reviews and a series of test cycles before being released to the requesting customer and then to the remainder of the customer base.
  • When is the helpdesk available?
Our standard hours of operation are from 8:00 to 6:00 Central Time, Monday through Friday. Please contact your sales representative if you would like to make arrangements for one-time or ongoing off-hours support for your organization.
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  • How are issues registered with the helpdesk? Will issues be logged in a central database? How does the customer receive feedback on open issues?
The Journyx Support Department uses a helpdesk tool to control the flow of support cases. This tool is highly automated. One of its most obvious features is that it controls e-mail contact with you. When you receive these e-mails, please follow these basic guidelines to make sure that your response can be interpreted by the helpdesk software.
  • Please reply to the message instead of forwarding the message to any other Journyx mail account. These e-mails should come to you from support@journyx.com and your reply should go to that address as well. The helpdesk system knows which agent has been working with you, and it will contact them directly (actually it will send them a notification that you replied with your reply immediately after it receives it).
  • Do not edit the Subject Line
  • Attach up to 5MB of attachments. If your attachment is larger than 5MB, please indicate that to the agent you are working with, and he or she will give you alternate instructions.
  • Do not use MIME format. Some mail readers can be programmed to add special HTML MIME formatting to e-mails for the purpose of including a catchy graphic or signature. If you get a response back from the helpdesk system indicating that your reply could not be read, then please check your e-mail send settings and do not MIME format the message.
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  • What are the response-times for issues?
All incoming cases are triaged and assigned a priority rating. High priority cases get immediate L2 or L3 attention and are worked through to resolution. Medium priority cases get appropriate L1 or L2 focused attention within 4 hours. Low priority cases get attention as case-load allows, usually within a matter of days. Feature requests and other very-low priority cases get attention within two to three weeks.

All customers receive notification of their cases and have the ability to amend or update their cases as needed. Updating your case causes it to be re-triaged, which is the primary method by which a case moves to a higher-priority queue.

New critical cases are treated with priority interrupt status and dealt with immediately. The technician calls the customer to gain whatever additional data might be needed, or begins a Webex session where he can see the error. If a critical issue requires a product patch or a custom-coded tool then the case is assigned to an appropriate L3 technician or core application developer, and the urgent nature of the issue is clearly communicated. If the work is assigned to a core developer then the support technician who made the diagnosis remains the case owner, communicates with the customer, and tests the fix before it is delivered to the customer.
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  • How does the tool support different tax regulations, different business rules by state, country or region?
Different business rules by country, state, or region are handled through the use of groups and the Data Validation Tool (optional module) within Journyx. Various tax regulations are currently not supported.
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  • Can timesheets be submitted across multiple languages (e.g. with auto-translation, submittal in one language and approval in another language etc.)?
The approver has the ability to toggle between the approver's view and employee's view. This would enable the approver to see things like selection column headings in their language or that of the employee's. However, any comments or descriptions entered by the employee will be presented in the language in which they were entered.
  • Email reminders: What type of email reminders does your tool send out? How do you make sure they are effective?
The approval process includes the ability to schedule automatic email notifications for such things as time sheet due dates, time sheet late or missing records, etc. These email reminders and notifications can be sent to the employee as well as copied to the approver. Automatic email notifications can be set up to notify managers when sheets have been submitted and are awaiting approval. Additionally, backup approvers can be notified via automatic email notifications after a period of time when sheets have been submitted but not approved by the primary approver. When a time sheet is rejected, it is required that the approver provide a reason for rejection. That reason will be displayed on the user's time sheet as well as in the automatic email notification that will be sent to them. The email can also include a link back to the time sheet to make corrections and re-submit.

The following is a list of email notifications that are available within Journyx. Each of these can be turned on/ off as well as the subject and body modified individually for different offices, groups, departments or even specific employees.
  • Message to the employee if the sheet is rejected
  • Message to the employee when a sheet is approved
  • Message to the approver when queued for approval
  • Message to the approver when queued for approval from resubmit
  • Message to the employee before a sheet is due to be submitted
  • Message when a employee is late submitting a sheet
  • Message to the approver if the employee is late submitting sheet
  • Message to notify backup approver
  • Message to the employee if project time is rejected
  • Message to other approvers if project time is rejected
  • Message to the employee when project time is approved
  • Message when a employee submits leave request
  • Message to the employee when a leave request is approved
  • Message to the employee when a leave request is declined
  • Message to the employee when resetting password
  • Message to Administrator when a password reset fails
There is an email log that records the email transactions as well as success/ failure of each. The email log for each sheet can also be appended into the sheet history.

The recommended approach is to activate the approval process in Journyx. This activates a button 'Submit for Approval' on the time entry screen. Whenever a user has filled in the time for a period, the sheet can be submitted by the user. The user will not be able to change any data on the sheet once the sheet has been submitted (only after a rejection of the sheet by the approver or a re-opening of the sheet by an authorised person, can the sheet be changed).

Which e-mail notifications to activate depends on the work process of the persons involved. For example, if a timesheet approver logs into the Journyx system every day, the e-mail to inform the approver that a sheet has been submitted may not necessary. The approver will see in Journyx how many sheets are wating for his approval.

It is important that timesheets are submitted on time, but it is also important to make sure that the approval (or rejection) of sheets happens soon after sheet submittal. Employees will not feel it necessary to submit sheets on time if they do not expect the sheets to be quickly reviewed. The following settings are suggested:
  • Set permanently: inform the user that his timesheet has been rejected by the approver.
  • Set at the start (temporary): inform the user that his timesheet has been approved.
  • Set at the start (temporary): inform the approver that the user has resubmitted his sheet for approval.
  • Set permanently: inform users that their sheet must be completed and submitted (the reminder at the end of the period).
  • Set permanently: inform the user that he is late in submitting his sheet (the 'you are late' message on Monday).
  • Set permanently: inform the manager/approver that a user is late with his sheet.
  • Set permanently:inform the backup approver that a sheet is waiting to be approved (it's possible to appoint a backup approver which handles the approval if the primary approver does not handles a sheet within a certain period).
Automated e-mail notifications alone are no guarantee that the timesheet process will be handled efficiently. Employees who are always late with their sheets should be addressed by their manager. Journyx gives you the ability to e-mail managers automatically when their employees' submittals are late, or provide them with a 'Sheet Status Report' showing the status (open, submitted, rejected or approved) of every sheet.
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  • What makes your user interface intuitive / user-friendly?
Journyx has a very intuitive and easy to use graphical user interface. Company administrators can easily customize the Journyx color scheme to match color scheme for your company and other current organization-wide software, as well as display company logos. It also has the flexibility to include daily employee reminders and helpful links on the login screen and rename, re-populate, or remove fields as appropriate for individual employees or the enterprise. Time entry screens can be customized for each group of users associated with your organization. You can make time entry as simple or as detailed as you wish by choosing from pre-defined templates or creating your very own. The flexibility and ease of custom configuration allows you to set up an intuitive time entry screen that is easy to learn and even simpler to use. This also greatly reduces user resistance. Time entry options within Journyx include:
  • The ability to enter start and end times, automatically calculating duration for each time entry.
  • The ability to enter start and end times for data, automatically calculating a total amount of time worked for the day and allowing the employee to allocate that total across the activities worked that day.
  • The ability to utilize a 'stopwatch' feature to track exact time spent on an item.
  • The ability to enter a duration or total amount of time spent.
  • The ability for an employee to enter their percentage of their day spent on items.

Access can be granted to the employees to change their time entry preferences as often as desired. Access to specific time entry options can also be controlled.

Within Journyx, users can track time against a list of hierarchical projects, as well as additional company-defined categories that are common to all projects. The hierarchy can be carried out to as many levels as desired. Journyx can easily accommodate a variety project and non-project coding structures and hierarchical relationships.

Journyx can be configured to easily accommodate the tracking of time to both planned and ad hoc work for projects, tasks, service categories and programs. Company administrators can control access to specific projects and other tracking categories by organizing users into groups. In addition, through the employees' feature of 'My Project List', employees can filter or default the projects of their home division while still having access to charge to any project on the project list. If desired, end users can be granted access to create their own projects.

Users also have the ability to create 'Memorized Entries'; a personalized favorites or default list on their time sheet. These can be created easily by copying previous entry selections. Additionally, the user has the ability to copy a time sheet and/ or create a default time sheet population schema. As entries are made on the time sheet, the user has the ability to make modification to saved records up to the point at which the sheet is submitted for approval.

The user interface consists of a grid in which employees enter their time. On the left side of screen, employees select the project and task; on the right side, the time period is displayed (usually a weekly period) where employees enter the amount of time worked. The interface enables the user to:
  • Easily navigate to other periods through the use of the calendar.
  • Have an overview of all his sheets and their status (approved, waiting for approval or rejected).
  • Have an overview of his leave requests and their status.
  • Memorize often-used time entries (either in a 'fixed' format, or automatic repetition of previous entries from up to 4 weeks ago).
  • Limit the amount of selectable projects.
  • Run or create reports, and copy report definitions to co-workers.
  • Directly access a rejected timesheet by clicking on the hyperlink in the rejection e-mail.
  • See the remaining hours per project (and other custom project fields) using the optional Budget Allocation Tool.
  • Have an overview of the total amount of available hours for leave.
  • See a horizontal total of hours per project/task and a vertical total of hours per day on the entry screen.
  • Set his own preferences and define the preferred landing page (the 1st page to display after login).
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  • Does the application require a client installation of any kind (including applets, java engine etc.)?
Journyx is completely web-based and requires no client side installation.
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  • Can the tool be used to communicate the time billing policy to users? How?
In order to provide an accurate answer, it would be helpful to know, in general, what the time billing policy is and how you would like it communicated to users. Other Journyx customers have addressed this by placing a link on the user's time entry screen or toolbar or login screen (or combination) that takes them to a web page explaining the policy. Others have incorporated the policy directly on the time entry screen interface. The Journyx application can accommodate all of this. Additionally, the flexibility and configurability of the Journyx application and time entry interface allows it to be configured conform to company policies. Journyx will work with you to ensure that this requirement is met in the most effective way possible.
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  • How will your tool reduce the time needed by consultants to enter their time?
Journyx is developed to allow fast entry of time worked data. Journyx will greatly reduce the time entry in two ways. First, by providing a time entry screen that is customized to your company's needs-reducing confusion and error. Users will see only the items they are allowed to charge time to and can select only valid combinations of projects and codes. Drop-down menus and selection lists, as well as dynamic search tools, speed data entry.

Second, the individual user will be able to set numerous preferences to customize their interface even further. Users will be able to create a 'favorites' list of selections, automatically copy selections from one period to another, set the number of blank rows on their sheet, collapse infrequently used columns, and view their entries by individual day or period. Employees log directly into their customized time entry screens. Pre-populated fields can be specified. Time entries can be in default formats such as percentage, total hours or punch entries. A Stopwatch feature provides quick start/stop record generation. Often-used time entry combinations can be created using the Memorized Entries feature to expedite the time entry process.
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  • How can you minimize the amount of data entry required from consultants to what is useful only?
The amount of data entry basically depends on how much detail is required (if a consultant needs to explain every minute of his time on a lot of different tasks and projects, more time will be required). Data entry time can be minimized within Timesheet through options described in the previous question. You can make time entry as simple or as detailed as you wish by choosing from pre-defined templates or creating your own. The flexibility and ease of custom configuration allows you to set up an intuitive time entry screen that is easy to learn and even simpler to use. Journyx also recommends that you review your business process and reporting requirements to ensure than only useful data need to be collected.
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  • Can you describe the process involved for a user to enter a timesheet for a new week?
When a user logs into Journyx, they will immediately be presented with their customised time entry screen, set to their preferences, for the current time period. They will then enter their time using their favorites list or easily select from their selection menus.
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  • Can you describe how time entries would be allocated to project ID's in your tool?
A user would select a project ID to allocate their specific time entry to. He can select this from his drop-down menu, previous selections, favourites list, as well as from a search.
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  • How can users find a project ID for this allocation?
  • Search for project ID's.
  • Select from previously used ID's (consultants often work on the same ID's for several weeks).
    A user can opt to have previously used ID's selected automatically. Called Memorized Entries, these can include prior selections up to 4 periods back. He can also set permanently repeating entries which will be displayed until they are deleted. Although the ID selections may be memorized or permanently selected, the user is left to make an actual time entry to that selection only at their discretion-the selection can be left blank if needed.
  • Select from project ID favorites.
    The user can also define which project ID's are displayed in the project pull-down menu. For example, the user can set that only 10 projects are displayed even though he has access to 1000 projects. He can add or remove projects to or from the list whenever he finishes a project or is added to a new project team.
  • Drilldown within a hierarchy (may be multiple - e.g. industry, client, project name of region, system, office, project name etc.).
    Within Journyx Timesheet, users can track time against a list of hierarchical project ID's. The hierarchy can be carried out to as many levels as desired and Journyx can easily accommodate a varied and extended structure.
There are several ways to find projects on the time entry screen. You can define entry screens that display projects in a hierarchical list, an alphabetical projectcode list (using only the code or the code plus description), or displayed using the search feature. A user can click the pull-down arrow next to the project field to display the hierarchical or alphabetical lists, or click on the tree icon (also next to the project field) to display an overview of the project tree. Clicking the hour glass icon displays the search screen. The employee can then search by typing in characters (the characters are matched with the characters of the project code and description).
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  • Does your tool support timesheet entry by delegates/proxy (please describe)? How are delegation rules maintained?
Journyx includes a function for proxy entry called Timekeeping. The Timekeeping functionality allows an administrator or other designee to enter time and/ or submit time sheets for approval on behalf of another employee. By default, this ability is given to the administrator.
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  • Can corrections or even complete time entries be made by Finance accountants (timesheet administrators) - how does this happen? How are users warned of changes made by Finance?
Corrections as well as completion of time sheet can be made by Finance accountants. This would be using the same Timekeeping functionality as described in the previous question. Users will be notified if a time sheet is rejected and all actions as well as who performed them will be recorded in the individual sheet history.
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  • Can the end-user access a history of previous timesheets? How does this work?
User can either run reports over their pervious time sheets and entries, view timesheet ins a specific state, or even browse to a time sheet for a particular date. By selecting a sheet the history of the sheet can be displayed.
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  • Do you provide any other end-user reporting?
Users have the ability to report over all of the data that they have entered. They can customize existing reports, or create new reports. However ,they will be limited to reporting only on their own time entries and data, unless Company-X prefers otherwise. They can also use reports made for them by other users.
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  • Can you describe the functionality and process for how a timesheet user would make a change to a timesheet that has already been submitted, including how the user would resubmit the Timesheet and the downstream effect (e.g., is each submission retained)?
Once a time sheet is submitted by a user, entries can no longer be added or modified unless the sheet is rejected by the approver, in which case it is sent back to the user to make corrections. The user will receive an email notification stating the reason for the rejection (the approver is required to enter that reason at the time of rejection). This method for modifying records as part of an approval process is recommended practice, because it requires the employee to sign off on any changes made to their timesheet. There is also an option to ensure that any record modified in a rejected sheet will create a corrective entry while also retaining a record of the original entry for auditing purposes. The user will correct and then resubmit the sheet for approval. The approver can optionally receive an email notifying them of the resubmission. If there are multiple approval processes for a sheet (i.e. time period as well as various project approvers), only the specific time entries rejected and/ or modified will go back through the approval process.
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  • We currently have an issue with a very high number of late submissions. How would your tool help us reduce the number of late submissions?
The principle ways in which Journyx Timesheet can aid in reducing the number of late submissions are:
  • Providing users a customizable, flexible, and intuitive interface making it easier to complete and submit time sheets.
  • Sending email notifications and reminders to remind users to complete time sheets, notify them when they are late, notify managers when they are late, etc.
  • Provide a 'Sheet Status Report' enabling approvers or administrators to report on everyone who is late and include contact information.
  • Proxy entry allowing for someone to enter and/ or submit time sheets on behalf of employees.
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  • Can you describe the usability of your work queue to review timesheets (can timesheets be filtered or sorted by employee name, title, location, weeks, status, days past due etc.)?
Timesheets within the approval queue can easily be sorted and viewed by the Approver. Approvers can see a summary of their pending approvals in the Toolbar, with links to display the Approvals screen. From this screen, Approvers can approve or reject timesheets in the approval queue. Approvers can also reopen timesheets that have been submitted or approved if granted authority to do so. Approvers can use the search feature to easily find sheets in the queue. Approvers can filter the queue by sheets awaiting approval, all sheets, or sheets awaiting backup approval. To approve timesheets, they will select the timesheets and click the Approve button. To reject timesheets, they will select the timesheets, specify a rejection reason, and click the Reject button. To reopen timesheets that have been submitted or approved, they will select the timesheets and click the Open button. When a sheet is reopened, the approval process gets completely reset. Approvers can also view a user's timesheet before approving or rejecting it by clicking the respective date link under the Period column.
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  • Can you describe the technical architecture of your system, including the database used, and the application software language?
Journyx is a completely web- based application. It can be hosted by Journyx at our hosting facility or maintained locally on your company's Intranet and made accessible from any location via the Internet through a variety of supported web browsers including Internet Explorer, Chrome, Firefox, Mozilla, Safari, and others. It is installed on a web server and accessed using any standard web browser. It requires no client side plug-ins or installation.

Journyx was developed using open standards and architecture. Journyx is built from scratch using the open source programming language known as Python. Python is an object-oriented programming language that mixes the powerful software design features of traditional engineering languages with the flexibility and usability of scripting languages. It was created to emphasize quality, productivity, portability, and integration. Python is gaining momentum at an astonishing pace, largely because it is so well-suited to modern-day applications development. This is not surprising, because it was written to address the limitations that exist in older languages.

Applications can be developed in Python much faster than in traditional languages due to its innate object-oriented design and its crisp readability. Developers also gain speed because they do not need to compile and link a Python program; they can simply write it and then run it. Moreover, the large Python developer community provides a solid base of shared knowledge and support. The plethora of books, websites, user groups, and other resources is testimony to the success that Python has enjoyed in the software development community.

Because Journyx has implemented support for the latest standards published by the open source movement for Web Services, our solutions can be "plugged in" to a customer's existing infrastructure easily, which translates to the greatest cost/time savings possible for our customers. Further, the use of these open standards makes it possible for Journyx customers to develop integrations themselves. Journyx has a number of customers and partners who have implemented integrations using the jxAPI, a standard XML API using SOAP (Simple Object Application Protocol), to talk to their other applications and, because it doesn't take specific knowledge of Journyx to write the integration, they can use any programming language on any platform as needed.

Journyx Solutions fit into the way you already do business, rather than forcing you to change. Please check out the technical product information page (opens in a new window).
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