How to Apply Rates by Role, Activity, and User in Budget Calculations

Introduction

This guide explains how to apply internal and external hourly rates in Easy8 budgets based on user roles, activities, or individual users. Using these rate settings ensures accurate cost and income calculations in time-based budgeting.

Target Audience

Administrator

Prerequisites

Before starting, ensure you have:

Budgets module enabled
Access to global or project-level Budget settings

Where to Apply Rate Settings

Rates can be configured in:

Administration >> Budgets (global level)
Project controls >> Budget settings (project level)

The following tabs are available:

Rates by role
Rates by activity
Rates by user

How to Apply Rates by Role

Go to the Rates by role tab
You'll see a table of all active roles in the system (globally or in the current project)
For each role, enter:
- Internal rate: Used to calculate real expenses based on time entries
- External rate: Used to calculate real income (if applicable)
These rates are applied when no specific user or activity rate is available

How to Apply Rates by Activity

Go to the Rates by activity tab
You'll see a list of available task activities (e.g. programming, testing)
For each activity, enter:
- Internal rate: For expense tracking
- External rate: For invoicing or income tracking
These are used when a task has a specific activity selected and no user-specific rate is defined

How to Apply Rates by User

Go to the Rates by user tab
All users in the system (or project) are listed
You can define:
- Internal rate for real cost calculation based on time spent
- External rate for billing or revenue calculations
User-specific rates override both role and activity rates

How the Rate Hierarchy Works

When calculating values from time entries, Easy8 uses this hierarchy:

User rate
Activity rate
Role rate

The system checks from the top and uses the first available rate.

Corner Situations

Conclusion

You have learned how to apply role-, activity-, and user-based rates in budget settings. These rates are crucial for calculating financial values from time tracking accurately.