The General Overview provides you with a list of the most basic processes you need to know in order to successfully navigate and use RedTeam. Once a System Administrator has been established (Getting Started: System Administrator Training) and has set up the basic configurations (adding users, assigning roles and permissions, entering cost codes, creating commitment forms, etc.), you are ready to use RedTeam. Users will need to know how to log in and out of the system, manage their profiles and preferences, create and commit timesheets, create expense reports for reimbursements, and more.
Keep in mind that many processes (Transactions) in RedTeam exist within one or more larger Procedures. You may want to view these Procedures for more context on a subject. Be sure to use the RedTeam article page to search for any other topics on which you may need more information.
1. Log in to RedTeam
Login to RedTeam from the main web address:
Users can also login from the direct link to the login page below:
Steps:
From your browser (Google Chrome recommended), navigate to www.redteamsoftware.com
Locate the login button at the top of the page.
Click the "Login" button beneath "RedTeam Flex".
Enter your login credentials.
Click "Login"
Password Requirements:
Your password must be between 8-20 characters and include at least one of the following: numbers, uppercase letters, lowercase letters and special characters.
It cannot match the user name.
Should be a unique password that has not been used before on RedTeam Flex.
Password should be updated at least every 90 days.
2. Log out of RedTeam
RedTeam customers purchase "licenses," meaning your company can have a specific number of concurrent sessions, or users, logged in to RedTeam at one time. For example, if you have purchased ten licenses, ten users may be logged in at any given time. Logging out of RedTeam frees up one of these licenses so that another session may be opened by a different user.
It is important to log out of RedTeam every time you are finished using the application, so that you can free up a license for someone else to use if needed. If you do not log out using the instructions in this Wiki, the session stays active, and you will be prompted to close or reopen the last session the next time you log in.
Steps:
Click your name in the top right corner of the page.
Select "Logout" from the dropdown.
3. Manage your Employee Profile
From your profile, you can manage preferences, update your password, fill out timesheets and expense reimbursement authorizations, and manage equipment assignments.
If your permissions allow, you may also Edit the profile to change contact and other information.
Steps:
In the top right corner of the page, click your name
Select "Profile" from the dropdown.
From here you can manage your profile, preferences, timesheets, equipment assignments, and expenses.
4. Manage User Access to Projects: Customer Facilities vs. Team Members
In RedTeam, access to see specific Projects is managed on the user level by adjusting a user's access to Customer Facilities. Administrators have the ability to grant, or revoke, access to specific projects based on these Facilities. Adding a user to a Project Team does not ensure the user has access to see the Project.
Customer Facility:
After a Customer has been added to RedTeam, you can create distinct Facilities for each Customer. Facilities are used to distinguish departments, divisions, or project locations specified by the Customer, under which Projects are then grouped and organized. You have the ability to set specific negotiated rates with your Customer per Facility. See the example below.
Customer: Walt Disney World Co.
Facility: Disney Theme Parks
Project: Magic Kingdom Entrance Improvements
Project: Ride Fencing Repair
Facility: Disney Hotels
Project: Disney Swan and Dolphin Pool
Project: All Star Resort Room Re-Painting
Facility: Disney Restaurants
Project: Victoria & Albert's Dining Room Renovation
Project: Lighting Fixture Upgrades at Be Our Guest Restaurant
When a new Customer is created in RedTeam, a default Facility of the same name is automatically created as well. Often, the majority of projects you perform for any given Customer will be associated with the default Facility.
Facilities are also used to manage certain users' access to specific projects. Because their ability to see a Project depends entirely on their access to the Customer Facility, you may want to create distinct Facilities in order to assign a user access to some, but not all, projects for a Customer.
vs.
Team Member:
Every Project in RedTeam has a Team, which is managed both manually (by users) and automatically (by RedTeam). The Team is split into groups: Service Providers (your company's employees), Customers (owner contacts), Third Parties (architects, engineers, etc.), Vendors (subcontractors and material suppliers), and Other (anyone else).
Users with the setting "Autogenerate" for their Role will be added to the Project Team automatically. If you would like certain users to be added to all new Project Teams (they can always be hidden from the Team manually later on), you can assign this setting to the user's role (search the Wiki for "autogenerate" for more info).
Being a Service Provider Team Member allows a user to be listed as the Author on Dialog documents (RFIs, letters, etc.) and Progress Reports. Being a Team Member does not control whether or not a user can see a Project. Users can be Team Members and still not be able to search for or see a Project, because the user does not have access to the Customer Facility.
Steps:
To give user access to Customer Facilities, click the Employees menu on the left
Use the Search or Filter option to find and click the Employee
Click the Manage Employee Profile icon.
Select "Access to Facilities"
Use the checkboxes to select the Customer Facilities you would like to permit the user to access, then click Save.
To add a user to a Project Team, click the Projects menu on the left hand menu bar..
Use the Search or Filter options to find and click on the Project
From the Project home menu, click Team Members.
Click the (+)New icon.
Select "Add Service Provider Contact"
Click the checkbox(es) of the user(s) you want to add to the Project Team.
Click "Place on Team"
5. Create a New Timesheet
Employees can create timesheets by entering both direct and indirect time into their user profile. Direct Labor can be entered for Projects against a Labor Authorization (issued in the Buyout tab of a Project) or, with permissions, by using the Direct Labor entry option. Indirect Labor can be added by using the Indirect Labor entry option.
Steps:
Enter your own time by clicking your name in the top right corner then clicking "Profile" and navigating to the Time tab
Enter time for another user by clicking their name in the Employees menu then navigating to the Time tab
Use the arrows to navigate to the correct pay period.
Click "Start Timesheet".
If the Employee is configured to use Time In/Out, click the clock icon to enter Time In and Time Out.
If the Employee is configured to enter total hours, fill in the hours in the appropriate boxes for each Project.
If you have permission, click "+ Add Direct Labor entry" to add hours against Projects that the employee has not been assigned a Labor Authorization.
To enter Indirect (non-project related) Labor, click "+ Add Indirect Labor entry".
Click "Save"
6. Commit a Timesheet
After a Timesheet is started, it will remain in Draft status until Committed. You can use the Commit option to facilitate the approval of Timesheets (for example, a Site Manager records and saves hours, and the Project Manager reviews the hours and Commits the Timesheet when approved). Or, Timesheets may be Committed at the end of a pay period by the employee or supervisor, then printed and submitted for payroll.
Once Committed, a Timesheet may be Uncommitted by a user with the permissions to do so, if changes are needed. You may only have one Timesheet in Draft status per employee at one time. You may need to Commit one Timesheet in order to Uncommit another for changes.
Note that if you use accounting periods, if an old draft timesheet exists within a closed accounting period, it will be eligible to commit. When committed, it will be applied for the next open accounting period.
Steps:
Commit your own Timesheet by clicking your name in the top right corner then clicking "Profile" and navigating to the Time tab
Commit a Timesheet for another user by clicking their name in the Employees menu then navigating to the Time tab
Use the arrows to navigate to the correct pay period and review the work hours.
Click "Commit".
7. Enter Employee Expenses
When Employees make purchases on behalf of the company, both Project and Overhead expenses, they can be entered in the Expenses tab to be submitted for approval and/or reimbursement.
Project Expenses may be entered for Projects against an Expense Authorization (issued in the Buyout tab of a Project) or, with permissions, by using the "No Expense Authorization" option
Expenses may also be added from Fieldshare, the RedTeam mobile app.
Steps:
Enter your own expenses by clicking your name in the top right corner then clicking "Profile" and navigating to the Expenses tab
Enter expenses for another user by clicking their name in the Employees menu then navigating to the Expenses tab
Click the "+" (New) icon.
Use the Expense Authorization dropdown to select the appropriate Expense Authorization, or select "No Expense Authorization" (if permissions allow).
Fill in the information in the template and attach the receipt for your expense.
Click "Save"
From the View icon you can review and print the Reimbursement Request.
8. Add a New Customer
Customers can be added to your database from the Companies menu, under the Customers tab, via the Create shortcut on the top menu bar, or while using the New Project and New Opportunity forms. You will need each of the appropriate permissions in order to add Customers from these places. For help with permissions, please contact your System Administrator or send a "Help Me" email under the Support tab in the Help Center.
See the paths for each of these below.
Steps:
From the Customers tab, under the Companies menu, click the (+)New icon.
From the "+" shortcut (New Icon) at the top of the page select "Contact" then from the dropdown select "+ Add New".
From the New Project form, click the Customer dropdown and select "+ Add New".
From the New Opportunity form, click the Customer dropdown and select "+ Add New".
In all cases, enter the Customer name in the "Entity Name" field to search the database for duplicates.
If no Customer matches are found, fill in the required fields in the new entity form.
At the top right of the form, click "Save"
9. Add a Customer Contact
There are two ways to add a contact to a Customer in RedTeam.
Option #1: immediately after adding a new Customer, you will see a confirmation message that your Vendor has been added to the database. The confirmation window will show options:
add a new contact allows you to quickly create a new contact for this Vendor
close will close this window and take you to the newly created Vendor profile
Use add a new contact to quickly add a new Customer contact.
Option #2: add a new contact from the Customer profile under the Companies Menu of RedTeam. Your role must have the correct permissions to access the Customers tab, as well as to add new Customers and contacts. Any Customers you add to RedTeam will be available for all users, across all projects. If you are unsure of your permissions, use the Support Tab in the Help Center to send a Help Me to a System Administrator.
Contact Verification Requests are emails sent from you to the address you have entered for the contact, asking the recipient to review and verify, or correct, their contact information. Any corrections will be emailed back to the sender for approval, at which time the contact will be automatically updated in RedTeam.
Steps:
Immediately after adding a new Customer, click "add a new contact" from the options on the confirmation window.
OR, from the Customers menu, search for and click the Customer name.
Click "add new contact".
Enter all required fields in the blank form
Optional: click the checkbox to send an email to this contact to verify the contact information entered.
Click "Save"
10. Edit Customer Profile
Managing your Customers and keeping them updated on the progress of a job is crucial in any project. In order to manage your Customers, it is very important that you keep their profile updated to include current contact information, company information, and at least one individual contact. It is also handy to have the Customer's credentials on file, as well as all current facilities and any interactions or communication.
Steps:
Locate and click on the Customer profile you wish to edit
Click on the "Edit" icon and edit the necessary information for the customer.
Click "Save"
11. Add Customer Credentials
Credentials are qualifications certifying that a person or company does, in fact, meet the requirements for a certain job or task. In RedTeam, you can assign and record credentials for employees, customers, vendors, third-parties, and any other entity in the system. Credentials are especially important when hiring a subcontractor or vendor for a job. Hiring a company without the proper credentials--even if you don't realize it--can be a disaster. RedTeam helps you keep track of credentials, even putting restrictions on certain actions within the system if an entity does not fulfill the proper requirements.
Steps:
Navigate to the Customers portion of the Companies Menu on the left hand menu bar
Search for and click on the name of the Customer whose profile you wish to view.
Locate the Credentials tab at the bottom of the Customer Profile
Click "add new Credential".
Select the type of credential and enter all necessary information into the blank form
Use the attachment section of the template to upload a copy of the Customer Credential
Click "Save"
12. Add a new Customer Facility
In RedTeam, Customer organizations may be subdivided into what is referred to as a Facility.
A Facility might be a business unit, department, division, etc. Its purpose in RedTeam is to facilitate business development and service delivery, including the tracking of business opportunities, grouping customer contacts, memorializing negotiated pricing agreements, and referencing project history.
In other words, the Facility is used to retain institutional knowledge about the Customer relationship, and to quickly empower your Employees with Customer information and requirements. When adding any new Customer, RedTeam will automatically create a default Facility with the same name as the Customer. This default name may be changed if desired, and additional Facilities may be added whenever needed.
Steps:
Under the Companies menu, click "Customers"
Locate and click the name of the Customer whose profile you wish to view.
Click the Facilities tab at the bottom of the customer profile
Click "Add New Facility".
Fill in the required fields
Click "Save"
13. Upload a Customer Logo
Managing your Customers and keeping them updated on the progress of a job is crucial in any project. In order to manage your Customers, it is very important that you keep their profile updated to include current contact information, company information, and at least one individual contact. RedTeam also gives you the option to add a logo to Cusotmer profiles. This is an optional feature, but highly recommended.
Steps:
Navigate to the desired Customer Profile and Click "Edit".
Locate the General Information section
Under the heading "Customer Logo", hover over the existing image and click on the words "Change Picture" to upload a new logo.
Click "Save"
14. Add a New Vendor
If you have the correct permissions assigned to your user role, you can add new Vendors to your company's database in RedTeam. In RedTeam, a Vendor is any entity you plan to pay for any material or service. Entities you do not intend to pay, such as architects, engineers, inspectors, etc. should be added as Third-Parties.
Any Vendors you add to RedTeam will be available for all users, across all projects. If you are unsure of your permissions, use the Support Log in the Account menu to send a Help Me to a System Administrator.
Steps:
Click the Vendors menu, under the Companies tab on the left side of the screen
Click the (+)New icon (+) See Figure 1.
Click "Add New Vendor"
Type the Vendor's company name in the available box and hit Enter to search your database for duplicate vendors.
If no matches are found, fill in the required fields to create the new Vendor.
Click "Save" at the bottom of the form
From the confirmation window, you can quickly add contacts or trades for this Vendor.
15. Add a Vendor Contact
Once a Vendor has been created in RedTeam, as shown above, you can quickly add a contact from the confirmation message that appears when the new Vendor has been saved (see Figure 4 above). In addition to this shortcut from the confirmation page, you can quickly add a Vendor from the Vendor's profile or by using the "Create" shortcut tool on the RedTeam menu bar at the top of the screen.
This wiki will show you how to add a new contact to a Vendor from the Vendor's profile.
Contact Verification Requests are emails sent from you to the address you have entered for the contact, asking the recipient to review and verify or correct their contact information. Any corrections will be emailed back to the sender for approval; once approved any changes will automatically update the contact information in RedTeam. By default, the Contact Verification Request option is initially checked at the top of each new contact form and must be unchecked if you do not wish to send an email to the contact to verify their information. To change this setting for the whole company, go to the Configuration menu and click "My Company" to adjust settings.
Steps:
From the Vendors menu, use the search box or the Filter options to locate the Vendor
Click the Vendor's company name to navigate to their profile
Under the Contacts tab, click "+ add new Contact".
If you would like to send a Contact Verification Request (see above for info) be sure the box is checked.
Fill in the required fields with information for your contact
Click "Save"
16. Edit a Vendor Profile
Once a Vendor has been created in RedTeam, you may go back and edit the original information. Under edit profile, you may upload a company logo, update contact information, add Trades, manage Qualifications, add credentials, rate the Vendor, and more.
Steps:
Find and select the Vendor within the Companies > Vendors Menu.
Click "Edit".
Edit all necessary information in the form
Click "Save".
17. Add Vendor Credentials
In RedTeam, you can use Credentials to track any type of insurance, certification, qualification, or requirement you may want to track for any given Entity. This includes your company as the Service Provider, credentials for employees, and even Customers, but most commonly, for your Vendors (subcontractors and material providers).
RedTeam allows you to configure Commitments (subcontracts, Purchase Orders, Labor Service Agreements, etc.) to automatically check the status of Credentials assigned to the Vendor to whom you want to issue a Commitment. By configuring this, RedTeam will also automatically check the status of the Credentials again upon approving an Invoice from that Vendor for payment.
You can create as many types of credentials as you want from the Configuration menu. If you do not have access to the Configuration section, please contact your system administrator.
Once the Credential type has been created, you can assign it to a Vendor. Do this by locating the Vendor in the Vendors menu. You can search by name, use the Sort options (next to Menu button), or expand the Types to display Vendors.
Steps:
From the Vendor Profile, click the Credential tab at the bottom, then click "+add new credential".
Alternatively, use the tools icon for an existing Vendor credential to click "Renew".
Select the Credential Type from the dropdown and fill out the required information as well as upload a scanned copy (if possible).
Check "Mandatory" if you want this Credential to appear automatically on every Commitment for this Vendor
Click "Save"
18. Add Vendor Trades
Vendor Trades are the trade or cost codes associated with the goods and/or services offered by a specific vendor. These trades are used during the estimating/preconstruction phase when issuing Requests for Quote (RFQs) to Vendors. You may filter to identify which of the Vendors in your database provide certain services by selecting one or more cost codes when creating a Request for Quote (RFQ).
You may save multiple trades (cost codes) to a Vendor. To add trades for a Vendor, first edit the profile and add trades from the list of cost codes.
Steps:
Go into the Companies > Vendors Menu, and click on the name of the the Vendor in question.
Click the Trades tab at the bottom of the Vendor Profile, then click "+Add Trades".
Search for and select services/trades from the list of cost codes to be added to the Vendor's profile.
Click "Save"
19. Upload a Vendor Logo
Having an accurate and up-to-date Vendor profile is important. It allows you to keep the most accurate information about the Vendor on file, as well as store credentials and access contacts. The vendor's logo can be kept within their profile as well. The logo is not applied to any documents directly, merely saved as a reference document. You may change this image at any time by clicking "Change Picture" on the current logo located in the Vendor profile, or by editing the Vendor profile and uploading a new picture.
Steps:
Navigate to the profile of the Vendor in question and Click "Edit".
Under the "Vendor Logo" heading, click on the existing image to upload a new Vendor logo.
Click "Apply Change," then click "Save"
20. Add a new Third-Party
In RedTeam, a Third-Party is any entity you interact with as part of the contract between you (the service provider) and your Customer, but that you do not intend to pay. Typically, Third-Party entities are architects, engineers, consultants, inspectors, etc.
Third-Parties may be the author for contract specifications, recipients on RFIs and other correspondence, and can also be used to track prospective customers as part of business development.
You can also add new Third-Parties from the Plans & Specs section in the Scope tab of your Project.
Steps:
Select the Third-Parties tab from the Companies Menu on the left hand side of the screen.
Click (+)New icon to add a "New Third-Party".
Search the entity name to ensure it does not already exist in the database.
If your search returns match results, select the correct company profile and click the blue text to "add it as a new Third Party".
If the entity does not exist, fill in the required fields in the form.
Click "Save"
Shortcut: To add a new contact to this Third-Party, click "add a new contact" on the confirmation window.
21. Add a Contact to Project Team
The Project Team is a list of all of the contacts, whether Service Providers, Customers, Vendors, or Third-Parties, working on the Project. You can add or hide contacts from this Team Members list at any point in the Project. The Team Members list is available for all users who have access to the Project to quickly reference the contacts working on that Project and their information.
You can add many types of Contacts to each section of the Team:
Service Provider Contact - an employee for your company
Customer Contact - people working for the owner or client's company
Third-Party Contact - people working for the architects, engineers, consultants, etc. companies
Other Contact - people not related to any of these categories
Vendor Contact - people working for your subcontractors, suppliers, etc. companies
Follow the instructions below to add contacts to your Project Team.
Steps:
From the Project Home menu, click "Team Members".
Click the (+)New icon.
Select the type of contact you want to add to your Team (see narrative above for definitions)
If this Contact is for a Third-Party, Other, or Vendor, select the company from the dropdown, or add a new company by clicking "+ Add New".
Add an existing contact for that company by clicking "Place on Team" or create a new contact by filling in the form below.
When finished adding contacts, Click "Save"