Once new timekeepers are submitted, vendors can submit new rates for existing timekeepers or update other general information from their portal. This may be necessary, for example, if a timekeeper's rate and/or classification needs to be changed due to a promotion, or if a timekeeper is supporting an individual matter in a different capacity and needs approval for a matter-specific rate.
If applicable, you can further customize and narrow this view by using the filters above the list or clicking on the+ (Add Columns)option at the far right to add/hide columns of information. Click the button to the left of the filters to hide any filters or change their order.
Click on a hyperlinked timekeeper name to view pending rates and any profile changes. Any new standard rates or matter-specific rates for existing timekeepers require review and approval by an admin. Other changes, however, are highlighted under Recent profile updates for reference but do not require approval.
NOTE: Admins are only notified if rates require review; changes to other non-rate timekeeper information only, such as classification and name, do not trigger admin notifications.
To approve or reject a timekeeper's new standard or matter-specific rate, use the icons under Actions.
TIP: If the rate is valid and you only need the vendor to fix the classification or other information, you don't need to reject the rate. Instead, continue with approving the rate and ask the vendor to update the information from the timekeeper's profile.
Timekeeper Profiles
The following tabs of information are stored in each timekeeper's profile:
Rates: Displays the following sections:
- Recent profile updates: Changes made to non-rate fields. Only appears if there have been changes since the last time the profile was viewed by an admin in Unity.
- X Pending Rate(s): Standard and/or matter-specific rates that require review/approval (if applicable).
- Standard Rates: History of rates that have been approved/rejected previously.
- Matter-Specific Rates: History of matter-specific rates that have been approved/rejected previously for use on individual matters. Click on the menu under Actions to see other options: Approved, Reject, or Reset Status.
Profile: Displays general information, such as classification, email, and location; also indicates whether diversity information was provided (if applicable); this information is optional for vendors and anonymized, if provided.
History: Displays a log of activity from newest to oldest, including time/date. Records activities such as changes to classification and other fields, submission of new rates, and rate approvals and rejections.
Viewing Completed Batches
You can find previously reviewed batches of timekeeper rate requests by going to Timekeeper from the left-side navigation bar and switching to the Completed Batches sub-tab.
The list provides a quick overview of each completed batch, including the number of approved and rejected rates, the name of the vendor user who submitted the batch, the dates the batch was received and completed, and the initials of the admin(s) who completed it. You can click on the hyperlinked vendor name to open the batch of rates that were reviewed.
From the completed batch, you can apply filters to further narrow the list and/or use the + (Add Columns) option to see additional columns and/or hide default columns.
The end of the row for each timekeeper in the completed batch displays the current status of the rate (i.e., Approved or Rejected). You can click on the dropdown to change the status or select Reset Status to send it back for admin review.
TIP: If the rate is still valid and you only need the vendor to change the classification or other information, ask the vendor to make the change from the timekeeper's profile in their portal instead of changing or resetting the status.
Status Actions in Bulk for Completed Batches
If you need to make the same status change or update the effective dates for multiple timekeepers in the completed batch, use the boxes at the far left of the table to select multiple or all timekeepers.
Click Bulk Actions above the list and select an option: Approve, Reject, or Edit Effective Date(s). For more information on bulk action options for timekeeper rates, click here.
Changing or Resetting Timekeeper Rate Status
There may be instances where you need to reject a previously approved rate, approve a previously rejected rate, or reset the rate status so that it goes back to the review queue.
Go to Timekeepers and switch to the All Timekeepers tab.
Find and click on the relevant timekeeper from the list to open their profile. You can further narrow or customize this list view by using the filters above the table and/or using the + (Add Columns) option at the far right.
From the Standard Rates or Matter-Specific Rates section in the profile (bottom of the Rates tab), click on the dropdown menu under the Actions column and select one of the following: Approved, Rejected, or Reset Status.
If you choose Reset Status, the timekeeper's rate will be moved back to the Pending Rate section in the profile and will appear under the Rate Review > Pending Batches list for action.