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Company settings — System lists

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Overview

The system lists covers elements of project and activity properties - if something is a priority and if so what the list of priorities are - or if you want to categorize a task by department or another internal maker or designation, what types of vacations are available for users - these are things which an admin can set up and make available as choices throughout the software.

System lists include such things as task categories, priorities, workload thresholds, vacation types, public holidays, tax rates, and products and services.

System lists are system-wide, i.e. they are available in any space. Only users with the Manage system settings permission in their access level can access and edit the system lists.

Accessing system settings

To access the System settings screen, take these steps:

  1. Log in as "Manage system settings" permission user.
  2. Click through Company settings > System lists.

System lists include the default values of various important project and activity attributes, such as activity categories or priorities. You can both edit the existing and create new items. For example, you can create your own category and call it "Development". Similarly, you can create a public holiday or a workload threshold.

 

Important

Some of the values may be changed by an administrator, or by a user with the "Manage system settings" permission enabled in her role, while others cannot be edited or deleted at all.

 

Editing or deleting items

To edit or delete an item follow these steps:

  1. Login as user with the "Manage system settings" permission.
  2. Click through Company settings > System lists.
  3. Select a tab, e.g. Priorities.
  4. To edit or delete an item, click on its row as it changes in color. From a pop-up menu, select the action you wish to perform.

Adding items

To add an item:

  1. Perform steps 1, 2, and 3 above.
  2. Click + Add priority.

Adding categories

To add a category:

  1. Open the Categories tab.
  2. Click + Add category. 
  3. Type the name of the new category.
  4. Press Enter.

Editing or deleting categories

To edit or delete a category:

  1. Click anywhere on the row of the category you want to edit or delete but its name.
  2. Select Edit this item or Delete this item, as appropriate.

Deleting.png

On this tab you can add new priorities, rename and delete existing ones and change their order using drag-n-drop.

Adding workload thresholds

To add a threshold follow these steps:

  1. Login as a user with the "Manage system settings" permission.
  2. Click through Company settings > System lists.
  3. Double-click on the slider bar.
  4. Adjust the value of the new threshold by dragging the respective slider left or right.
  5. Click Apply.
  6. To name the new threshold, use Edit this item from its context menu in the table of available thresholds.
  7. Click Apply when finished.

Workload.png

Adjusting threshold values

To adjust threshold values:

  1. Drag the sliders to adjust the values of the thresholds in percent.
  2. Click Apply when finished.

Changing color coding

To change the color coding:

  1. Right-click on the bar within the threshold you want to change.
  2. Select a new color for the threshold.
  3. Changes are saved automatically.

Color coding.png

Renaming thresholds

To rename a threshold:

  1. Click on the row of the threshold to be edited in the table of available thresholds.
  2. Type a new name.
  3. Click Enter.

Rename.png

Preset vacation types

Birdview comes with seven preset vacation types:

  • Regular vacation
  • Leave of absence
  • Trade show
  • Bereavement
  • Training program
  • Travel day
  • Absent (unplanned)

 

Important

You can delete, rename or change the color code of the available vacation types, provided you have the "Manage system settings" permission.

 

Adding vacation types

 

Item Definition Comment
Vacation
  1. Type a name for the new vacation type and press Enter or click outside the box to save changes.
  2. Select a color from the color palette to codify the vacation type.
To select a color, click the icon on the left of the vacation name.
Paid Click on the "Paid" to enable/disable it.  
Qualifies for overtime or vacation pay Click on the "OT/VAC pay" to enable/disable it.  

The tab has two sections: the list of available public holidays, and the button to add a new one.

Public holidays: global or local

Either global or local (location-specific) public holidays can be set. A global public holiday is applied to any user regardless of their location—it represents a worldwide or federal level holidays, such as Christmas Day (25 December). A location-specific, or local, public holiday, when set, is applied to the calendar of users that have a matching country/state in their profile (see Company settings - Users (part II)), i.e. they operate in the location. See the table below for the differences between the two types of holidays. 

Type of Holiday Difference

Examples
Global holiday
  1. Regions field is BLANK.
  2. Applies to all users in the company
  3. It also affects project and task durations, as it is treated as a company-wide non-working day.
  1. Christmas
Local holiday 
  1. Regions field contains at least one region, e.g. Canada (Alberta). 
  2. Applies ONLY to users with matching country/state in their profile.
  3. It affects user workload and time logs, but does not impact project or task date calculations (durations, dependencies).
  1. Independence Day (USA) 
  2. St. Jean Baptiste Day (Canada, Quebec).

 

Important

It is global public holidays ONLY that are counted in by Birdview when calculating project and activity duration.

 

See the section below on how to set a global or local public holiday.

Available public holidays

 

Column Definition
Public holiday Contains the names of available public holidays.
Holiday date Possible values: valid date.
Regions The field is used for selecting one or more regions for a local holiday 

Adding public holidays

To add a public holiday:

  1. Click + Add public holiday. 
  2. Specify a name for the holiday to be added, e.g. "Christmas".
  3. Press Tab.
  4. Select a date, e.g. 12/25/26.
  5. Leaving the Regions field empty for the holiday makes it a global one.  
  6. To specify the regions where the holiday applies (making it a local public holiday):
  1. Click the cell in the Regions column. 
  2. Select one or more regions. 

All changes are saved automatically.

 

Note

There is no limit on having multiple holidays on a single date.

Note

For these countries:

  • Canada
  • United Kingdom 
  • United States

the following options are available:

  1. The whole country can be selected, e.g. United States (all states), United Kingdom (all countries). The holiday will apply to all constituents at the same time, e.g. all states in the USA.
  2. A state/country is selected, e.g. United States (Texas) or United Kingdom (Northern Ireland). This holiday will apply to the state of Texas or Northern Ireland only.

Editing/deleting a public holiday

To edit or delete a public holiday:

  1. Click
  2. Confirm your choice by clicking Delete permanently.

Aside from their effect on a user's workload, public holidays are also related to the payroll report - see the note below.

 

Important

If a user has any amount of hours logged on the days prior to and immediately after a public holiday, Birdview will make the company public holiday a paid holiday (Absence - paid), in the payroll report.

Effects of public holidays on system calculations

Time logs

  • If a user records time on a day marked as a local public holiday for their location, that time log is highlighted in red. This visual indicator helps managers quickly identify work logged on a non-working day.
  • The time log remains visible and counted, but it’s flagged as an exception (since the day should normally be off).

User workload

  • Local public holidays are treated the same as vacation days for affected users.
  • The user’s available capacity on those days is zero, meaning they are not expected to work.
  • Any assignment scheduled for that day will show as 100% overload, since it exceeds available capacity.
  • Users in other locations (where the holiday doesn’t apply) remain fully available as usual.

Local public holidays do NOT affect:

  • Calculation of project or activity duration.
  • Date pickers (public holidays are not marked as unavailable).
  • Calculation of dependent activity dates.

Calendars

Please see Company settings - System lists - Calendars. 

Tax rates

The tab features tax rates available for invoices. 

To add a tax, proceed as follows:

  • Click + Add tax rate.
  • In the new tax line, specify a name, rate value and description, if required.
  • Press Enter to add another tax line. 
System_lists_tax_rates.png

To delete a tax:

  • Press to delete a tax line.
  • Confirm the deletion. 

On how to use the tax rates, see Invoices - Creating an invoice.

Products and services

You can create a list of products/services that your company is offering at a rate per unit. The products and services then can be added to quotes and invoices.

To add a product or service:

  1. Click through Company settings > System Lists > Products and services.
  2. Click + Add product or service.
  3. Fill in the required fields:
  • Name
  • Description
  • Unit
  • Unit price
  • Rate
  • Currency
  • Tax rate
  1. Go to Step 2 to add another product or service.
System_lists_products_services.png

 

Watch the video tutorial

Also covered briefly in the Company Settings overview video

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