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Contents
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General Settings
The general settings allow you to control some of the most basic configuration settings for the APP application.
To access the settings, use one of the tips below:
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Use a scroll bar to search through the list.
Enter a text in the search field to filter records.
Email Server
You can configure an SMTP server that will take care of the email's delivery. To do this, first switch to the Email Server tab in the General Settings window:
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On completing, click Save to confirm the changes.
SQL Server
You can specify the SQL server as well as the database you are working on. To do this, switch to the SQL Server tab in the General Settings window:
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Click Yes if you want to immediately restart the portal or No if you want to restart it later.
Web Services
The Adonis architecture assumes the installation of two applications: web service and APP. Web service stores data and send it to APP by request.
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Gateway.API Routing Service. Set the absolute URL to the web service.
Dates Format
You can specify the format in which you want to display the time and date in the APP modules. To do this, switch to the Dates Format tab in the General settings window:
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On completing, click Save to apply the changes.
Log
You can view the log events that provide useful information and error messages intended primarily to help troubleshoot your solution. To do this, switch to the Log tab in the General settings window:
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FATAL is an error that causes an application to terminate without any warning.
ERROR is a significant problem, such as loss of data.
WARNING is an event that is not necessarily significant but might indicate a possible future problem.
INFO describes the successful operation of a service.
DEBUG events are used by developers to troubleshoot issues with their programs.
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The License Server tab allows you to configure access to License Service via Adonis Administrator Portal:
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When done, click Save to proceed. For more information, see License Server.
Time Zone Settings
When sailing around the world, a vessel crosses several time zones which an administrator must take care of beforehand. This setup is necessary to correctly process time registrations. To access the setup, use one of the following tips:
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On completing, click Save and view the newly added time zones in the grid:
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Timeline Crossing
Double Day
A vessel may cross the UTC+12 and UTC-12 time zones which cover the same area, but the time zones are 24 hours apart. This causes a double day to appear in the time registration report.
The example below illustrates how to correctly set up the duplication.
Let us suppose that a vessel crosses the UTC+12 and UTC-12 time zone on 05/15/2021. Then you need to make the following setup:
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As a result, the time zone grid shows the double day which corresponds to 5/15/2021:
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Skip Day
Crossing the UTC-12 and UTC+12 time zones, which cover the same area, causes a skip day to appear in the time registration report. The example below shows you how to correctly set up the day to be skipped under the time zone with such offsets.
Suppose that a vessel crosses the UTC-12 and UTC+12 time zone on 05/22/2021. Then you need to make the following setup:
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As a result, the time zone grid shows the skip day which corresponds to 5/22/2021:
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WDA & Travel Expense Settings
The WDA and Travel Expense module is specifically designed for registering expenses incurred when traveling away from home on business.
Before starting to work with the module, it is recommended to configure the settings. To do this, log into the Administrator Portal and use one of the following tips:
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Set allowance rates for transportation, meals, lodging, and others. See Define Rates.
Define different reasons for traveling. See Set Travel Reason.
Define accommodation types that may be used when traveling. See Define Accommodation.
Set any additional expenses which a traveler may incur when traveling. See Set Outlay Types.
Change the preset summary titles. See Define Settlement Types.
Create outbound and inbound travels for non-onboard activities. See Define Travel Activities.
Add currency records. See Define Currencies.
Define the module options. See Set Module Options.
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To access travel allowance rates use one of the tips below:
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As a result, a newly created period will be available in the Rates period start menu.
To define an organization, select it on the left-hand side Organization pane.
Transportation
In the application, you can view the transportation types defined by default. To do this, switch to the Transportation tab:
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On completing, click Save to proceed.
Transportation Types
A transportation type may be specified for a transportation mean. Selecting a transportation type enables you to define type-specific rates. Below, you will find the description of all transportation types as well as the associated rates.
Ticket Specification is a type defined in case an employee can present a ticket confirming the expense incurred:
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Yellow-highlighted fields are mandatory. |
Allowances
The allowance rates are established per country and must meet specific documentation requirements stipulated in the Tax Payment Regulation. Depending on the travel type, whether domestic or overseas, you can define different allowance rates. Domestic travel is travel performed within the travelers' own country; an abroad travel – outside the travelers' country.
To get access to the allowances and define the rates, click the Allowances tab:
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Domestic Rates
To define the allowance rates for domestic travel, go to Allowances > Domestic and choose whether you want to:
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The copied rates are subject to modifications or deletions. Besides, you can update the list with new rates.
Abroad Rates
To define the allowance rates for international trips, go to Allowances > Abroad and choose whether you want to:
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To copy the rates defined in the previous period, click Copy from the previous period. Once clicked, the records are then fetched to the grid.
Meal
You can define daily meal allowance rates for foreign and domestic travels, separately. To do this, switch to the Meal tab:
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In case the meal rates are not defined, the default settings are then considered. The default settings are subject to modifications and deletions. For this, click Edit or Delete, accordingly. In addition, you can update the grid with new rates by clicking New.
Other rates
Switch to the Other rates tab to access the options enabling you to:
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In case the rates are not defined, the default settings are then considered. The default settings are subject to modifications and deletions. For this, update the fields and click Save to confirm the changes or click Clean to remove the rates. |
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You can define the travel reasons that will be available for a traveler when preparing a travel expense report.
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As a result, the row will become unavailable in the Travel reasons grid.
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You can define the accommodation types that will be available for a traveler when preparing a travel expense report. To access the accommodation types, use one of the tips below:
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Accommodation types being in use cannot be removed from the grid. |
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You can define any additional expenses a traveler may incur when traveling. To access the accommodation types, use one of the tips below:
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Click Delete to confirm and make the record unavailable in the Accommodation types grid.
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When preparing a travel expense report, a traveler can view the summary of all the incurred expenses and the provided allowance rate. Below is an example of a summary:
As an administrator, you can rename the preset summary titles as well as define the order number for each of them.
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On completing, click Save to confirm the changes.
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Adonis Employee Portal allows keeping records of expenses associated with travel from his/her home to a workplace (further referred to as inbound and outbound activities).
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To enable outbound and inbound travels, select the Create outbound and inbound travels for WDA documents for non-onboard activities option.
Within the Departure Activity and Arrival Activity groups, you can view the lists of activities assigned to the Travel activity type in APM. Such activities are required to define activity types at the final stage of processing a travel report. When a report is approved by a manager, the system then creates two new activities (inbound and outbound) which would correspond to the activities set in the Departure Activity and Arrival Activity groups.
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You can define the currencies that will be available for a traveler when preparing a travel expense report. To do this, click Currency on the upper right-hand side of the Travel Expense Settings window:
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You can also set up the default currency that is used in calculations. To do this, switch to Module Options and select a currency unit from the Default Currency drop-down list. For more information, see Set Module Options.
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You can select the fields which you want to make available for a traveler when preparing a travel report. To do this, on the main menu, select Configuration > Travel Expense & WDA > Module Options:
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When done, click Save to proceed.
Time and Attendance Settings
The Time and Attendance module provides you with the most efficient way to track the time and attendance of crew members and stay in compliance with the MLC regulations about work and rest hours.
Before starting to work with the Time and Attendance module, it is recommended to configure the settings first. To do this, log into the Administrator Portal and use one of the tips below:
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Generate periods for timesheet reports. For more information, see Define Timesheet Periods.
Create different activities and associate them with the predefined work types. For more information, see Define Work types.
Activate the Electronic Signing module intended for signing documents. For more information, see E-Sign.
Define custom settings which include but are not limited to drill duration, MLC non-conforming violations, workload approval documents, etc. For more information, see Module Options.
Remove obsolete timesheets and time registrations. For more information, see Purge Time Sheets.
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Timesheet periods are date ranges that specify how frequently timesheets are submitted by a crew member. No timesheets can be created until a timesheet period is defined. You can either define a recurring timesheet period to have your timesheet regenerate at the selected time interval or a manual timesheet period to create a customized timesheet period with specific start and end dates. In addition, you can copy the periods from/to another organization.
Before getting started, make sure to switch to Periods on the toolbar:
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Besides, you can purge the grid if there are any outdated timesheet periods. To do this, click Purge Time Sheets on the toolbar and proceed with the instructions described in Purge Time Sheets.
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Before starting to work with Time Clock and Crew Portal designed for registering crew members' working time, first, set up the work types that will be in use or, otherwise copy them from another organization.
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Duplicate periods are not subject to copying. |
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To activate the Electronic Signing module, first, navigate to the E-Sign workspace. For this, use one of the tips below:
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Activate electronic signing workflow. Select the option to activate the module.
Approve verified timesheets. Select the option if you want to resend the verified and signed timesheets for approval. In case the option is not selected, timesheets will go directly to payroll processing.
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You can also set the options that affect different timesheet and timecard preferences. To access the options, follow one of the tips below:
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All options are divided into functional groups. Let us now learn about each group separately.
Drill
The APP administrator can set up parameters that may prevent you from making mistakes when creating a drill registration:
Maximum Drill Duration (minutes) indicates a maximum time limit that a crew member can set for a drill.
Warning Duration (minutes) is a time limit after which a crew member gets a warning message. A crew member can either confirm the drill duration or cancel adding the drill.
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Timecard
Use Daily Approval workflow, if selected, indicates that only approved documents may be sent to a manager.
Display registered Rest (use it for Debug purposes only), if selected, display the registered rest time in a timesheet. By default, the rest time appears as a space.
Approver/coordinator must add comments to edit/delete time registration, if selected, obliges an approver/coordinator to leave comments after editing or deleting a registration.
Allow registering time till the end of today, if selected, allows registering time till the end of today (+15 minutes).
The subordinate should approve the corrections, if selected, makes a subordinate approve the corrections made by a coordinator.
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Timeclock
You can use an alternative pin for authorization. An alternative pin represents a string that may contain up to 20 symbols:
Using an Alternative pin for authorization into timeclocks, if selected, enables the possibility to use an alternative pin.
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Timesheet
A timesheet is a document that contains different activity types covered by a crew member within a specific period.
Allow submission before activity or period ends, if selected, allows submitting a timesheet anytime, not to wait till the end of activity or timesheet period.
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Nonconforming work and rest
To stay in compliance with the MLC regulations, you can turn on notification of any upcoming violations:
Calculate nonconforming violations in advance, if selected, defines how many minutes in advance the system must check violations and notify you.
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You can purge the grid if there are any outdated timesheet periods. To do this, click Purge Time Sheet on the toolbar:
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This operation moves all outdated timesheets and time registrations (older than 2 years) to a separate database table.
Personal Information
You can set the default type of scanned documents. To access the Personal Details page, follow the tips below:
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Document types are fetched from General Codes in APM. |
Notification Email
A notification email is an email that you will get based on modules. To access the notification emails configuration, follow the tips below:
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To modify the created record, click Edit and make the appropriate changes in the displayed fields. Once completed, click Save to confirm the changes.
To permanently remove a record, click Delete located in the same row.
License Server
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Adonis License Service provides access tokens to crew members' mobile phones to enable the Adonis Personal Portal application to run on them.
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