Modify Associate — Cost & Working Configuration

Overview

The Add Associate window allows administrators to configure billing rates for a team member. These values are used for productivity tracking, cost estimation, and reporting.

This guide explains each field and how to configure it correctly.

Access Path

Admin Settings → Associates → Add Associate

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Field Descriptions

1. Cost Per Time

Definition:

The internal cost of the associate per time unit (e.g., hourly cost to the company).

Purpose:

Used for internal cost calculations and profitability analysis.

Example:

If an employee costs ₹500 per hour to the company, enter 500.

2. Charge Out Rate / Price Per Time

Definition:

The billing rate charged to clients for the associate’s time.

Purpose:

Used for revenue estimation and billing reports.

Behavior:

The system automatically calculates the Estimated Charge Out Rate based on configured inputs.

Example:

If the client is billed ₹1,200 per hour, enter 1200.

Best Practices

✔ Keep Cost Per Time aligned with payroll or internal costing standards

✔ Ensure Charge Out Rate reflects client billing agreements

When to Update These Values

Update associate configuration when:

• Compensation structure changes
• Client billing rates are revised
• Work schedules are modified
• The associate moves to a different role

Troubleshooting

Issue: Estimated charge rate not updating

Resolution: Verify both cost and charge-out fields are filled correctly.

Issue: Incorrect productivity or cost reports

Resolution: Review working days and working hours configuration.

Bulk Upload Associates — Excel Template Guide

Overview

The Bulk Upload feature allows administrators to add multiple associates at once using a predefined Excel template. This method is ideal for onboarding teams quickly while ensuring billing and cost settings are configured consistently.

This guide explains how to fill the template correctly and upload it without errors.

Column Descriptions

First Name

The associate’s given name.

Example: Varun

Last Name

The associate’s family name.

Example: Reddy

Email *

The associate’s official work email address.

Important Rules:

• Must be unique
• Must be valid email format
• This field is mandatory

Example: varunreddy[@sample.in]()

Charge Out Rate / Hourly Price

The billing rate charged to clients for the associate’s work per hour.

Purpose:

Used for revenue calculations and client billing reports.

Example: 5000

Hourly Cost

The internal hourly cost of the associate to the organization.

Purpose:

Used for profitability and cost analysis.

Example: 4000

Step-by-Step Upload Process

• Download the bulk upload template from the Admin panel

[](https://storage.crisp.chat/users/helpdesk/website/-/6/7/1/e/671eefeed0317800/image_bzfxi.png)

• Enter associate details in each row
• Verify email accuracy and remove blank rows
• Save the file in Excel format (.xlsx)

• Upload the file via:

Admin Settings → Associates → Bulk Upload

• Confirm the upload and review the success message

Formatting Rules

✔ Do not change column names

✔ Do not add extra columns

✔ One associate per row

✔ Avoid special characters in email fields

✔ Numeric values only for cost and rate fields

✔ Remove sample data before uploading

Common Errors & Fixes

Error: Duplicate email detected

→ Ensure each associate has a unique email address.

Error: Invalid file format

→ Upload only the official template in .xlsx format.

Error: Upload failed or partial import

→ Check for empty required fields or modified column headers.

Error: Incorrect cost or billing values in reports

→ Verify numeric entries without currency symbols.

Best Practices

• Use official work email IDs only
• Validate data before upload
• Keep a backup copy of your sheet
• Upload in smaller batches for large teams
• Ensure cost and billing values match company policy

Updated on: 26/02/2026