Creating New Access Groups

Access Groups, or clusters, determine what users are able to see when signed in to Bullhorn Time & Expense. Depending on your organization, Access Groups may be based on group name, customer name, branch number, client number, or more.

1. In Bullhorn Time & Expense, open the Maintenance drop-down menu and select Administration.
   
2. From the Administration menu, select Access Groups.
3. In the bottom section of the Access Groups screen, click the Add New button.
   
4. Enter the name for the new group in the provided field and click Create.
   
5. Under the Access Group Definitions section and Definitions tab, click the Add Definition button.
   
6. Definitions indicate the kind of information that will be included in the Access Group you're creating. If an Access Group doesn't have a definition, it will not provide visibility into any labor details. The following Access Group Definition Types are available:
   • Agency

     Agency limits user access based on agency assignment in Bullhorn Time & Expense.

     1. Select Agency in the Type drop-down menu.
     2. Select a Group from the list.
     3. Choose an Agency in the menu.
        • You will only see agency options here if they exist within the group/branch you selected above.
     4. When you're done setting Agency type options, click Submit to add the definition.
        

     You may only add one group or agency option at a time, but you may add more definitions as needed.

     Clock Site

     Clock Site allows users to see specific clocks only within a group.

     1. Select the Clock Site type.
     2. Select the Group where the clock site can be found.
     3. Select the Site. This is where employees are assigned to work.
        • You may add more than one clock site to the definition at a time. While the Site menu is open, click on any site you want to add.
        • To remove a site after selecting it, click the X that appears to the left of the name and number of the site.
     4. When you're done setting Clock Site type options, click Submit to add this definition.
        
     Clock Site/Agency

     Clock Site/Agency limits the view of work details based on the clock site and agency settings for an employee. This is similar to Clock Site but features more filters.

     1. Select the Clock Site/Agency type.
     2. Select the Group where the clock site can be found.
     3. Select the Site. This is where employees are assigned to work.
        • You may add more than one clock site to the definition at a time. While the Site menu is open, click on any site you want to add.
        • To remove a site after selecting it, click the X that appears to the left of the name and number of the site.
     4. Choose an Agency in the menu.
        • You will only see agency options here if they exist within the group/branch you selected above.
     5. When you're done setting Clock Site/Agency type options, click Submit to add this definition.
        
     Clock Site/Department

     Clock Site/Department allows users to see information only for employees assigned to a specific clock site and department.

     1. Select the Clock Site/Department type.
     2. Select the Group where the clock site can be found.
     3. Select the Site. This is where employees are assigned to work.
        • You may add more than one clock site to the definition at a time. While the Site menu is open, click on any site you want to add.
        • To remove a site after selecting it, click the X that appears to the left of the name and number of the site.
     4. Choose a Dept in the menu. You will only see department options here if they exist within the group/branch you selected above.
        • You can also add more than one department to the definition at a time.
     5. When you're done setting Clock Site/Department type options, click Submit to add this definition.
        
     Department

     Department allows users in the Access Group to see all employees that are assigned to a specific department or group of departments.

     1. Select Department in the Type drop down menu.
     2. Next, select a Group from the list.
     3. Choose a Dept in the menu.
        • You will only see departments options here if they exist within the group/branch you selected above.
     4. When you're done setting Department type options, click Submit to add the definition.
        
     Department/Shift

     Department/Shift allows users to see time details for employees that worked a specific shift for a department.

     Requires Shift Tracking

     1. Select the Department/ Shift type.
     2. Select the Group where the clock site can be found.
     3. Select the Department. This is where employees are assigned to work.

     4. Choose a Shift in the menu.
        • You will only see shift options here if they exist within the group/branch you selected above.
        • If there are no shifts defined, you will not be able to set this option. For more on Shift Setup, see Department Shift Setup.
     5. When you're done setting Department/Shift type options, click Submit to add the definition.
        
     Division ID

     Division ID creates a definition for the Access Group based on the Division ID assigned to employees.

     1. Select DivisionID in the Type drop-down menu.
     2. Select a Group from the list.
     3. Choose a Division in the menu.
        • You will only see Division ID options here if they exist within the group/branch you selected above.
     4. When you're done setting Division ID type options, click Submit to add this definition.
        
     Employee

     Employee allows users to see details for a specific group of employees in Bullhorn Time & Expense.

     1. Select the Employee type.
     2. Select the Group where the employee can be found.
     3. Select the Employee Name. This is where you can search for and add to the definition.
        • You may add more than one department to the definition at a time. While the Employee menu is open, search for any employee you want to add by name, using your keyboard.
        • To remove an employee after selecting, click the X that appears to the left of the name.
     4. When you're done setting Employee type options, click Submit to add this definition.
        
     Group

     Group is a common setting used to define access based on an entire group within Bullhorn Time & Expense.

     1. Select the Group type.
     2. Select the Group you want to include in the Access Group definition.
     3. When you're done setting Group type options, click Submit to add the definition.
        
     Worked Department

     Worked Department limits the details view to employees that worked in a specific department. This is similar to the Department option, but the view will not include employees unless they have generated hours assigned to a department in the definition.

     1. Select the Worked Department type.
     2. Select the Group where the employee can be found.
     3. Select the Dept. Add a worked department in this menu.
        • You may add more than one department to the definition at a time. While the Employee menu is open, search for any employee you want to add by name, using your keyboard.
        • To remove an employee after selecting , click the X that appears to the left of the name.
     4. When you're done setting Employee type options, click Submit to add this definition.
        
7. Click Submit after each definition to add it to the Access Group.
8. Click Update to save the details.
9. Click Back to List to return to the Access Groups screen.

For information on editing Access Groups, see Editing Existing Access Groups.