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COMPANY MANAGEMENT FEATURES
GROUP ENTITIES

Group wide, multi-tenant BaseTwelve account. BaseTwelve allows for relevant records
(such as projects, people or inventory items) to be assigned to one or more corporate
entities from an unlimited number of group entities including:

  • SMALL BUSINESS
  • PRO
  • ENTERPRISE
registered companies
branches
secondary offices
data stored with each entity file
friendly reference name
summary that may include any relevant information about a particular group entity
a photograph
corporate and tax registration data, including registered name, registered address, tax number, and corporate registration number
one or more banks and bank accounts, to be used in the billing process
kyc documents (bylaws, registration certificates, etc), password encryption available for all documents
invoice templates
built-in templates
built-in ms word-like template editor
includes appendixes for timesheets and expense records
available throughout the entire group
assign and browse templates by language
personnel management features
skills

Define and manage an unlimited number of professional skills/competencies available within your group

fully customizable tree-like hierarchical structure of skills
assign skills to certifications, job descriptions and personnel
certifications

Define and manage an unlimited number of professional certifications available
within your group

own/internal certifications
certifications by third party certification authorities. records of certification authorities
attach skills to each certification
ssign certifications to job descriptions and employees
summary describing each certification
Job descriptions

Define and manage an unlimited number of professional certifications available within your group

Friendly reference name
Detailed description for each job description item
Attach required skills and certification to each job description item
Assign job description items to positions
Positions

Define and manage an unlimited number of positions available
with your group

Fee-earning and non-fee-earning positions
Recommended standard hourly rate and billing currency for each fee-earning position
attach job description items to each position
Assign job description items to individual employees
Individual personnel files

Create and manage individual personnel files for all employees

Name and surname
Relevant documents (e.g. identity documents, professional qualification documents, employment agreement, etc). Password encryption available for all documents.
Customizable employment/ collaboration agreement templates and automated draft generation using information in the employee’s personnel file
Contact information
Status of employment: ongoing recruitment, active employment/ collaboration, employment terminated
Employer of record – one or more of the incorporated entities that are parties to the employment/ collaboration agreement
Workplaces – one or more of the group’s HQs or branches/secondary offices where the employee works, including work from home/telework
Employee’s skills
Employee’s professional certifications
Employee’s assigned position, with customisable standard hourly rate and billing currency
Job description – by simply checking/ unchecking individual job description items from a list of available items
Request and manage overtime using BaseTwelve, including an integrated approval flow
Request and manage leave days using the built-in leave scheduler and our seamless approval flow.
Periodic evaluations
OVERTIME

Request, approve and manage overtime using the built-in overtime system

Configure each user’s right to request overtime
Assign overtime approval to privileged users as a global permission or individually for each project
Request overtime for project related work straight from each time sheet
Users must provide a justification for each overtime requests
Privileged users may approve an overtime request as filed, alter the overtime duration or reject the request by providing the user with an explanation
Leave scheduler

Request, approve and manage leave days with our built-in leave scheduler

Assign rights to approve leave days to privileged users as a global permission
Request leave days with our built-in visual scheduler Users may provide a justification for requesting leave
Several types of leave available: vacation, sick leave, maternity leave, study leave, unpaid leave
Privileged users may approve requests for leave days as filed or reject the request by providing the user with an explanation
Counter of available leave days
Client management features
Client records

Define and manage an unlimited number of client records and store relevant data

LOGO
Registered name
Registered headquarters
Billing information
Communication language
KYC documents (bylaws, registration certificates, etc), password encryption available for all documents
Key contacts
Project management features
Project records

Define and manage an unlimited number of client records for each client (or just
internal projects not attached to a client) and store relevant data

Friendly reference name
HTML formatted scope of work
Define any number of milestones and s ub-milestones in a hierarchical tree-like structure (each milestone has a friendly reference name, a detailed description and an estimated completion date)
Several types of billing available: (1) standard hourly rates, (2) capped budget standard hourly rates, (3) blended hourly rates, (4) capped budget blended hourly rates, (5) preferential hourly rates, (6) capped budget preferential hourly rates, (7) fixed budget
Billing frequency: monthly on set date, on milestone completion, on project completion or at any time chosen by user
Define team for each project
Include team members from third party users of the BaseTwelve platform (e.g. client, sub-contractors, suppliers, etc)
Define any number of project access profiles configured over more than 50 distinct parameters
Role based access to project assets on a per user per project basis according to project access profiles assigned to each team member
Document management

Built-in document repository included with each project

Upload documents from local machine
Create and edit text and spreadsheet documents using the built-in editor
Document classification system
Hierarchical tree-like folder/subfolder classification, fully customizable
Each file is mandatorily assigned to a category in the document classification
Users not allowed to alter classification /create own folders, in order to preserve consistency
Documents can be re-assigned from one \category to another
Document search function, including content-search by keyword(s) – all text documents are text-indexed for fast searching
Filesystem functions
Context menu for each file, available actions subject to document type and u ser’s rights
Built-in viewer for PDFs and usual image and office file formats
File download to local machine
Upload updated file
Advanced document renaming using naming templates
Multiple document versions
Email transfer of files using the built-in email service or the built-in secure file transfer service with optional password encryption and limited availability (availability period or limited number of downloads)
Post comments to any file
Confidentiality settings per file
Mark any file as verified precedent to maintain drafting consistency
Password encryption available for any file

Built-in document repository included with each project

Virtual repository for sharing files other than project deliverables with team members, client, or other third-party users
Available to third-party users via a different front-end, separate from the main project management UI
Grant access to any number of third-party users based on email and password
Upload documents from local machine
Document search function, including content search by keyword(s) – all text documents are text-indexed for fast searching

Group wide document archive function

Powerful search tool allowing users to easily locate any non-confidential documents from the group’s document/knowledge base
Allows complex searches in all documents created withing the group, irrespective of client and project
Multiple search criteria:
o Date
o Author
o Department/cost centre
o Category
o Name
o Keyword(s)
o Validated precedents
Built-in viewer for PDFs and most text and spreadsheet document formats
Import documents found in the document archive to any project, to use as template /initial draft
Time keeping

Create and edit project specific timesheets

Create and edit user’s own timesheets or other users’ timesheets if allowed by the applicable project access profile
A ‘Create timesheet ’ button is always just one click away:
o via the timekeeping screen of the project management view
o via the ‘Quick timesheet ’ button in the status bar
via multiple live timers that can be paused, un-paused and edited before saving
Assign timesheets to projects
Assign timesheets to project milestones
Configure acceptable latency policy for recording timesheets on a per user/per project basis via project access profiles
Search timesheets by date, author or keyword(s)
Generate reports
All time sheets are available for processing in the billing module

Timesheet approval process

Configure (as a global user setting or as a project specific user setting) if a specific user can record timesheets directly or has to go through the approval process
Configure (as a global user setting or as a project specific user setting) if a specific can approve timesheets recorded by other users
When approving a specific timesheet, the user can alter the original duration of that timesheet
Approval related data is logged (who and when approved a specific timesheet, original duration, approved duration)
Original author of a timesheet receives visual feedback regarding approval status

Overtime

Configure (as a global user setting or as a p roject specific user setting) if a specific user can request overtime for any timesheet
Request overtime via the timesheet form when timesheet is originally recorded
Overtime request for any timesheet must be specific – user consciously ticks a checkbox and must provide a justification as to why the activity qualifies as overtime
Approval process for all overtime requests, centralized in the HR module or project specific via the timekeeping view
Expense records

Create and edit project specific expense records

Create and edit user’s own expense records or other users’ expense records if allowed by the applicable project access profile
Store relevant data including:
o Supplier – all new suppliers in expense records added to the supplier database for use with further expense records
o Expense narrative
o Payment document data (number, date, amount, VAT, etc)
o Invoice data (number, date, document, VAT, etc)
o Relevant document scans
Assign expense records to projects
Assign expense records to project milestones
Create quick expense records by simply uploading a payment document and assigning it to client/project – expense records can be finalized/confirmed by a different user

Expense record approval process

Create and edit user’s own expense records or other users’ expense records if allowed by the applicable project access profile
Store relevant data including:
o Supplier – all new suppliers in expense records added to the supplier database for use with further expense records
o Expense narrative
o Payment document data (number, date, amount, VAT, etc)
o Invoice data (number, date, document, VAT, etc)
o Relevant document scans
Assign expense records to projects
Assign expense records to project milestones
Create quick expense records by simply uploading a payment document and assigning it to client/project – expense records can be finalized/confirmed by a different user
BILLING

Bill clients for projects using billing data in project records

Create custom invoice records including:
o Invoice series and number – assigned automatically or manually
o Billing entity – selectable from list, corporate/tax registration further customizable
o Beneficiary – corporate/tax registration details automatically retrieved from client records, further customizable
o Due date and payment details – bank and bank accounts selectable from list
o Billing currency – selectable from more than 170 currencies
o Invoices can include timesheets and expense records in multiple currencies
o Automatic determination of required FX rates and automatic FX conversion using exchange rates supplied by Fixer.IO. All exchange rates can be customized manually
o Timesheets: can be selected individually, billed time can be altered for billing purposes, automatic rounding function to defined time fractions
o Expense records: can be selected individually, defined margin can be added to all expense records
o Custom invoice items
Automatically generate invoice documents based on BaseTwelve templates
Automatically generate invoice documents based on any number of predefined user templates:
o Built-in editor to further customize the automatically generated invoice document
o Create invoice documents as Word or PDF documents
Record payments
Send invoices to clients using the built-in emailing service
Task management

Create and edit project specific tasks

Create specific tasks and allocate tasks to self or one or more other team members (subject to applicable project access profile)
Assign tasks to projects
Assign tasks to project milestones
Set deadline and reminder for each task
Set type of task from several available types
Get alarms for tasks that are overdue or deadline approaching
Set expected work hours to complete task and use data to calculate employee workload
Record task related timesheets
Report task completion
Report expected delays
Search task by users, status, deadline or keyword(s)

Manage sub-delegation of tasks:

When creating a task, decide whether each individual can further delegate tasks
Delegated tasks follow the same principle as root tasks, effectively creating a hierarchical tree-like task management system
Delays in delegated tasks will trigger delay alert throughout the entire chain of affected tasks
Project text-based chat

Each project comes with a built-in chat system:

Project specific group chat
Project specific private chat
Project notes

Create and edit specific project notes

Create HTML formatted project notes
Keep project notes private or share with the project team
Team info
Each user can see who else is on the team and their contact information
Project updates
Users can post project updates that are distinctly visible
Real time notifications
Users receive real-time notifications regarding project activity
Communication features
Chat manager

Discuss project or non-project related matters using the built-in chat manager

Pre-defined chat groups:
o Group-wide shout box, including all users
o Department/cost centre chat groups
Project specific chat groups
1-to-1 private chat:
o General discussion thread for all non-project specific matters
Individual discussion threads for project specific matters
End-to-end encryption
ChatComet API used for signalling only, no actual chat messages are routed through ChatComet servers
Persistent storage for all discussions
Inventory features

Store and track inventory items

Pre-defined types of inventory items:
o Generic inventory items
o Vehicles
o Phones and tablets
o Desktop computers
o Laptop
Other types of inventory items as requested by the client
Standard attributes for all types of inventory items:
o Friendly name
o Short description
o Photograph
o Brand
o Model
o Production date
o Serial number
o Owner of record
o Acquisition/warranty documents
o Insurance policy
o User’s manual
o Place of used Assigned user(s)
Extended attributes for non-generic inventory
items (non-exhaustive example):
o Vehicle liability insurance expiry date
o Next technical inspection date
o Next recommended service revision
o Mileage
o Other attributes as client may request