A timesheet is just hours until the system knows what that person costs, what grade they are, how much of their week should be chargeable and who signs their time off. All of that lives on one record, and most of the figures elsewhere in Quantim are derived from it. It is not an HR system and does not replace one.
Start a free trial Book a demoThe directory, the grade structure behind it, the rate history underneath that, and the approval routes that depend on all three.
Everybody, with the four things you look people up for: what grade they are, what access they have, which office, and what proportion of their week is supposed to be chargeable.
Grades are the vocabulary the rest of the system bills and reports in. Grouping them means a report can say senior staff without listing six titles.
A rate is not a single number, it is a number with a date. Old work stays costed at the rate that applied when it was done, which is the only way a job from two years ago still reports correctly.
Timesheets, expenses and holiday each have their own approver per person. They are often the same individual and they do not have to be.
Four fields on a staff record that quietly determine figures all over the system. Pick a numbered point.
Four points on this screen.
The number every fee is built on, and the one most practices guess at. Set your own figures.
Assumes 1,725 paid hours a year, which is 46 weeks of 37.5 after holiday and bank holidays. Overhead is excluded: add yours on top.
An illustration from the figures you entered, not a measured result. The cost rate on the staff record is where your real figure belongs.
The parts of a staff record that are not about rates and time.
Each person has an access level and a permissions tab behind it. A job runner, a director and an administrator are not looking at the same system and should not be.
Login history is kept separately, which is the part that matters when somebody asks who looked at what.
A separate screen controls which staff a given person is authorised to see named on reports. It exists because a report that is useful to a director can be uncomfortable in the wrong hands.
An office manager may need the hours without the names attached, and this is how that distinction is made rather than by trusting everybody not to run the wrong report.
Which page they land on, whether their timesheet opens daily or weekly, whether they get an email when something needs approving, how dense they want the grid.
None of it changes the data and all of it changes whether somebody uses the system willingly. The notification settings in particular decide whether approvals happen the same day or the following week.
Somebody who leaves is archived, not removed. Their time stays on the jobs they worked on, their costs stay in the history, and the reports from three years ago still add up.
Archived staff are listed on their own tab, so the directory stays the current team while the record survives.
Emergency contacts, holiday allowance, length of employment, a staff hours audit trail and a history of changes. Reference details held against the person who is already in the system.
Quantim is not HR software and does not try to be. There is no payroll here, no recruitment, no appraisals, no absence policy. If you run an HR system, keep running it. This record exists so that time, cost, utilisation and approvals are right.
Nothing here is a separate system. The same job, the same people and the same numbers run through all of it.
A free trial takes a few minutes to set up, and no card. Or let us walk you through it against the way your practice is actually structured.
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