Auto Book Time to Emails

The time spent on emails directly related to Participants can be billed.

eTrack has a feature that allows you auto bill time to these emails. In summary…

1. Display all Emails across all Participants not already billed
2. Select those you want to bill (exclude short ones, duplicates etc)
3. One click to book a predefined time (eg 6 minutes) to each selected Email.
4. eTrack creates one time entry per Participant and adds a case note as an audit trail.

The feature defaults to off but please let us know if interested.

Auto Book time to Emails Guide

1. Select a Participant, Status Group or ‘All Participants’ on the left
2. Click ‘Bill Emails’ tab. The display may take a while to display if a lot of emails
   • Emails will be grouped by Participant with the NDIS# and Name displayed in bold.
3. Carefully go through each Email and untick the checkbox for any emails not to book time to such as duplicates or a quick reply.
4. Choose how many minutes to book to each selected email (default is 6 minutes, that is configurable) then click Book Time button. This may take a while.
   • Time is booked (minutes x selected emails) to the first active Plan under the Participant using the first Support Item in the Plan’s Budget table.
   • The date used is the End Date of the date filter.
   • The time is booked to the participant’s SC Manager, if one is selected, or the logged in user.
     
5. When complete, eTrack will display a message with how much time has been booked to how many Participants.
6. Optionally, change the number of minutes and repeat the process on a different set of emails.
7. Notes…
   • Invoice Emails are excluded.
   • Emails won’t be billed more than once
   • There is no ‘Undo’. You can select one Participant at a time and in their Notes tab, click the Green Hours and edit these hours.  However, emails will still be flagged as Billed.