About Module Bundles and Licensing on the User Access Page

On the User Access page, the Module Bundle drop-down shows groups of modules organized by product bundle: HR Management, Financial Controls, Field Management, and Field Service.

The drop-down also includes a General category that you can use to assign System Admins, view user names from VA User Profiles (VP UserName), and determine which users have linked their Trimble Construction One profile to their portal login (VPID). Your current count of total licensed users compared to contracted users can be found in the upper right of the User Access page.



Important: If the licensed user count shows in red, you currently have more licensed users than contracted users and may be billed for an overage (you will also see a flag on the Admin > User Access). To prevent overage charges, ensure that the number of licensed users does not exceed the number of contracted users. Billing overages are based on the highest number of excess Licensed Users for a month.
Note: A warning displays if your license data is not showing. This indicates an issue with the link between your Customer ID and Viewpoint's records. If you receive this error for a live or test portal, enter a case in the Viewpoint Customer Portal, and include your Customer ID as shown on the Portal Info page (Admin > Portal Settings > Portal Info).

Select one of the following module bundles for more information on which options in that bundle add to your licensed user count.

General

General user setup options do not count toward your licensed users.
Selection Options
User Setup System Admin: Use to assign System Admin rights to a user. System Admin have access to the Admin Roles, User Access, and Portal Settings pages. System admins can give themselves and others access to other sub-Admin Permissions (see Admin Roles).

VP UserName: Shows the user's name from their VA User Profile. Users can find this information by selecting their name from the upper right of the navigation bar.

VPID Linked: Displays a check mark for users who have linked their Trimble Construction One profile to their portal login. Users can find this information by selecting their name from the upper right of the navigation bar.

HR Management Modules

Selecting any one HR Management module or option under Self-Service (HR Timecard, HR Grid Time, Earn, Personal, or Training Class Instructor), Time Off (Time Off), or Expense (Expense Reports) for a user counts as an HR Management license. Selecting additional modules for the same user does not add to your licensed user count.

Note: Assigning a default performance review manager or performance review group on the Performance page does not count toward your HR Management licenses.

For a video explanation on how active HR Management users are counted, see Manage Licenses for HR Management.

Selection Options
Self Service Manager: Set up a Timecard / Time Off Manager (someone who can approve timecards and time-off requests). This is one of three different ways to set up a manager. Be sure to review the documentation for the applicable modules before setting up all users.

HR Timecard: Gives users access to the standard timecard. Users who enter or approve time entered on standard timecards need to have this permission.

HR Grid Time (Grid Timecard): Gives users access to the grid timecard. Users who enter or approve time entered on grid timecards need to have this permission or the FM Grid Time permission (Field Management > Crew Timecard). Users who try to enter a timecard for more than one employee will not be able to save, submit, or approve the timecard and will receive an error saying that they do not have permission to enter for more than one employee.

Earn (Earnings): Gives users access to the Earnings module where they can see their paystubs, W-2's, Compensation Summary, and other information. Inactive users can access this module if it is enabled for them.

Personal (Personal Info): Gives users access to the Personal Info module where they request changes to their personal information. Inactive users can access this module if it is enabled for them.

Training Class Instructor: Allows users to access and create classes on the Training Class Dashboard. This is different from the Training Class Admin who, in addition to accessing and creating classes, can add training or skills codes and finalize classes. See Admin Role Descriptions for details.
Note: To give certain permissions to new users added to Vista's PR Employees (and therefore added to the User Access Grid) automatically, enable the applicable Default Profile portal setting found under Admin > Portal Settings > Security / Login > Default Profile. Options are:
  • Include Checklists in default profile (advanced setting)
  • Include Earnings in default profile
  • Include Expenses in default profile
  • Include FM Grid Timecard in default profile
  • Include HR Grid Timecard in default profile
  • Include HR Timecard in default profile
  • Include Personal Information in default profile
  • Include Time Off in default profile
Time Off Time Off: Gives users access to the Time Off module where they can request time off and view company holidays.

Workday Hours: Use to modify a user’s standard workday hours. Click the pencil at the top of the column to change default workday hours for all users in your current search.

Leave Reviewer Group: Assign users to a leave reviewer group. Leave reviewers can approve Time Off requests. Review the Time Off documentation before assigning all users.
Expense Expense Reports: Gives users permission to enter and submit expenses.

Note: To give Expense permissions to new users added to Vista's PR Employees (and therefore added to the User Access Grid) automatically, enable the portal setting Include Expenses in default profile available under (Admin > Portal Settings > Security / Login > Default Profile).

Vendor: If you process expenses through AP, you can link the PR Employee to a vendor. If the AP vendor is already assigned to the PR Employee in Vista, this field populates with that vendor's name. Vendor assignments made on the User Access page do not update Vista's PR Employee AP Vendor.

Expense Reviewer Group: Prefills from Vista's HQ Reviewer Groups for Expense approval.

Last 4 digits on credit card: Link uploaded credit card transactions to a user. Separate multiple entries with a comma and no spaces. Example: 2019,2020.
Performance Performance Review Manager: Allows the System Admin to assign a default performance review manager to an employee.

Performance Reviewer Group: Allows the System Admin to assign a default performance review group (employee group) to an employee.

Financial Controls Modules

Note: The Purchase Order module can be used through a Financial Controls or a Field Management license. If you license Purchase Order through Field Management, it does not count toward your Financial Controls licenses.

Selecting any one Financial Controls module (Open Billing Review, Billing Compiler, Billing Compiler - Next Gen, Progress Billing, or Check Review) for a user or any one PO Module, if applicable, (Create PO, PO Requisition, PO Receiving, Quick PO, Pending PO, or Create MO) for a user counts as a Financial Controls license. Selecting additional Financial Controls modules for the same user does not add to your licensed user count.

Financial Controls licenses are also consumed by portal users who are linked to HQ Reviewers that are listed on an invoice for approval. These reviewers can be either of the following:
  • Unique AP invoice reviewers with invoices that have not yet been fully paid and processed (meaning the invoices are still visible in AP Unapproved Invoice Entry or AP Unapproved Invoice Review in Vista).
  • Users assigned to the HQ Reviewer Group selected in the portal setting Restrict AP Approvers in the Portal to only members of this Reviewer Group and who have invoices assigned to them that have not yet been fully paid and processed.

For a video explanation on how active Financial Controls users are counted, see Manage Financial Controls Licenses.

Selection Options
Financial Controls Open Billing Review: Allows users to sort and review all invoices assigned to jobs they manage. Project members can comment and track all open billings.

Billing Compiler: Gives users access to the classic version of the Billing Compiler module, allowing them to compile job cost documents, invoices, and backup attachments.

Billing Compiler - Next Gen: Gives users access to the Next Gen version of the Billing Compiler, allowing them to compile job cost documents, invoices, and backup attachments, with added options for sorting and adding attachments.

Progress Billing: Allows users to record job units completed and units to be billed from the portal.

Check Review (AP): Allows users to view checks waiting in a batch and processed checks. To limit your Financial Controls licensed user count, use the portal setting Restrict AP Approvers in the Portal to only members of this Reviewer Group available under Admin > Portal Settings > AP Review > General Configuration.

Note: Access to AP Invoice Review is configured in Vista, not in the employee portal. By selecting Financial Controls > Financial Controlsin the Module Bundle drop-down, you can see the VP UserName and HQ Reviewer assigned to each user.
Purchase Orders License Type: The Purchase Order module can be used through a Field Management license or a Financial Controls license. Select the License Type to apply to the current user: Financial Controls or Field Management. If you license Purchase Order through Field Management, it does not count toward your Financial Controls licenses.

Create PO: Gives users permission to create and submit PO's from the PO Dashboard.

PO Requisition: Gives users permission to create PO requisitions that are later bundled into PO's by a Purchasing Agent.

PO Receiving: Gives users permission to receive PO's on the PO Receiving page.

Quick PO: Allows users to create a PO header with a PO number. Users with access to Create PO will be able to add line items.

Pending PO: Allows users to submit PO's through the PO workflow process configured in Vista. Users who approve through the workflow will also need access.

Create MO: Allows users to create and submit Material Orders.

Field Management Modules

Note: The Purchase Order module can be used through a Financial Controls or a Field Management license. If you license Purchase Order through Field Management, it does not count toward your Financial Controls licenses.

What counts as a Field Management license:

Selecting any one Field Management module under Equipment (Work Orders, Equip Info, Update Meters, or Transfer), Field Tools (Training / Skills Editor, Daily Huddle, Checklist, Progress Entry, Issues, Daily Reports, or Job Allocation), or Crew Timecard (FM Grid Time, FM Mobile, or Field Tickets), or any one PO Module, if applicable, (Create PO, PO Requisition, PO Receiving, Quick PO, Pending PO, or Create MO) for a user counts as a Field Management license.

Users assigned as Training Admins (Admin > Admin Roles) are also counted as Field Management users.

What does not count as a Field Management license:

Selecting additional Field Management modules for the same user does not add to your licensed user count. Assigning users as FM Kiosk Admins does not add to your license count (these users must have access to FM Mobile already). Enabling the Job Assets option (under Equipment) for a user does not count toward your Field Management licenses.

For a video explanation on how active Field Management users are counted, see Manage Licenses for Field Management.

Selection Options
Equipment Work Orders: Gives users access to the Work Orders page in your portal where they can open, view, and edit work orders.

Equip Info: Gives users access to the Equipment Dashboard where they can view equipment information, open and review work orders, transfer and receive equipment, and update meters.

Update Meters: Gives users access to the Equipment Dashboard where they can update hours and mileage readings for equipment.

Transfer: Gives users access to the Equipment Dashboard where they can transfer equipment to another job location.

Job Assets: Gives users access to the Jobsite Assets page where they can see all equipment assigned to a job and create Equipment Requests.
Field Tools Training / Skills Editor: Gives users access to the Manage Training page. To enter or see training for specific employees, users must be granted permission on the Approval Permissions page. Users must be given permission to enter training or see training for specific users from Manage Approval Permissions.

Daily Huddle: Gives users access to the Daily Huddle module, allowing them to run and create huddles.

Progress Entry: Allows users to record job units completed and units to be billed from the portal.

Checklist: Gives users permission to enter and submit checklists that were created by the Checklist Admin.

Issues: Allows users to record notes and pictures about issues in the field and save directly into PM Project Issues.

Daily Reports: Allows users to enter daily logs.

Job Allocation: Allows users to assign job security through the portal.
Note: Project Issues (Issues), Daily Reports, and Resource Planning (enabled through Job Allocation) are legacy tools used by a limited set of customers. Do not enable these tools unless they are included in your contract. For help reviewing contract terms, please contact your account representative.
Crew Timecard FM Grid Time: Gives users access to the grid timecard under the Field Tools tab in the portal navigation bar. Users need this access in order to save, submit, or approve grid timecards that include entries for more than one employee, and to approve timecards lines in Job Time Approval.

Note: To give FM Grid Time permissions to new users added to Vista's PR Employees (and therefore added to the User Access Grid) automatically, enable the portal setting Include FM Grid Timecard in default profileavailable under Admin > Portal Settings > Security / Login > Default Profile.

FM Mobile: Gives access to the Field Management Mobile App. For more on how to set up this feature, see Core Configuration: Field Management Mobile App. Users who will submit time for multiple employees on the Mobile app will need FM Grid Time permissions. Users who do not have FM Grid Time permissions can automatically add themselves to their timecards by enabling Auto Add Myself to Timecard under Preferences in the mobile app. To send a mobile invite to a specific user, select the icon that displays after you enable FM Mobile for that user. For more details on how to send invitations to mobile users, see Sending Mobile App Invitations.

FM Kiosk Admin: Assigns users as admins for the Offline Time Clock Kiosk in Field Management Mobile. These users have permission to open and exit the Offline Kiosk on the mobile app, review time collected in the app, make edits as needed, and submit time entries to the web portal. This employee is typically a foreperson or another supervisor at the job site who has access to FM Mobile.

Field Tickets: Gives access to the Field Ticket, a Field Management module. Users who will submit time for multiple employees on their Field Ticket will need FM Grid Time permission.

Note: Licensed users of Field Management who have FM Grid Time enabled can use the HR Timecard and HR Grid Timecard without being counted as licensed users of HR Management.
Purchase Orders License Type: The Purchase Order module can be used through a Field Management license or a Financial Controls license. Select the License Type to apply to the current user: Financial Controls or Field Management. If you license Purchase Order through Financial Controls, it does not count toward your Field Management licenses.

Create PO: Gives users permission to create and submit PO's from the PO Dashboard.

PO Requisition: Gives users permission to create PO requisitions that are later bundled into PO's by a Purchasing Agent.

PO Receiving: Gives users permission to receive PO's on the PO Receiving page.

Quick PO: Allows users to create a PO header with a PO number. Users with access to Create PO will be able to add line items.

Pending PO: Allows users to submit PO's through the PO workflow process configured in Vista. Users who approve through the workflow will also need access.

Create MO: Allows users to create and submit Material Orders.

Field Service Modules

Selecting the Field Service module or Service Manager Dashboard for a user counts as a Field Service license. Selecting the HR Timecard option counts toward your HR Management licenses, unless the user already has an active license via another HR Management module.

Selection Options
Field Service Field Service: Gives users access to the Field Service module.

Service Manager Dashboard: Gives users access to the Service Manager Dashboard in Field Service.

HR Timecard: Gives users access to the standard timecard from the link available in Field Service. Users who enter or approve time entered on standard timecards need to have this permission.

Note: To enable this permission automatically for new users added to Vista's PR Employees (and therefore added to the User Access grid), enable the portal setting Include HR Timecard in default profile found under Admin > Portal Settings > Security / Login > Default Profile.