EXTRACTAOperating Manual
Operating manual · Project-scoped controls

Extractor
operating manual.

Standard procedures for contractor setup, work review, and project-scoped payment records. Use this guide to complete each stage consistently and keep testing separate from live operations.

Start with access → Review the operating cycle
3user roles
13guided chapters
1controlled test project
Access and orientation

Enter Extractor and confirm your view

Authentication is handled by Cloudflare Access. Extractor then applies the role and contractor profile assigned to your account.

02
Official applicationextractor.extracta.net ↗
Shared-device control

When work is complete, use Logout and close the browser window. If your account is authenticated but not configured, contact an Extractor administrator for a role and contractor-profile assignment.

→

Use the navigation by responsibility

Only modules permitted for your role are available.

CoreDashboardContractorsContractsProjects
WorkWork EntriesWork Review
PaymentsPayment RunsPayment Register
AdministrationBadge ManagementAccess & RolesProject AssignmentSystem Status
User viewMy ProfileMy BadgeSubmit ShiftMy ShiftsMy Payments
DNA in practice · Integrity

Use your own authorized account, confirm the active view, and protect one-time access codes.

Operational oversight

Read the dashboard in the correct context

The dashboard combines work activity, calculated cost, and recorded payments. Set the period and project before interpreting any result.

03
1Select the period

Choose Last Full Month, This Month to Date, or Last 30 Days.

2Select the project

Use a specific project for operational review. Use All Projects only for a combined view.

3Confirm the accounting basis

Work and accruals follow work date; cash paid follows payment date.

4Review detail panels

Check work type, utilization, project allocation, and missing-project exceptions.

Accounting basisWork Hours and Earned / Accrued use the work date. Cash Paid uses the payment date. Project reporting uses the project stored on the work or payment record, with the contractor default used only as a legacy fallback.
Work Hours

Regular plus overtime hours recorded in the selected period. T&T is not included in this headline total.

OT Hours

The overtime portion of Work Hours. Read it as a subset, not an additional total.

Hours / Contractor

Average qualifying hours across contractors with work activity in the period.

Earned / Accrued

Calculated payment items in non-void payment runs, allocated by work date.

Cash Paid

Payment packages recorded as paid, allocated by payment date.

1 Confirm the Project Allocation filter before reading the KPI cards or detail panels.Use Missing Project Detail as an exception queue, not as an operating project.
Role-based procedures

Select the relevant workflow

Each route identifies the screens, decisions, and controls assigned to that role.

04
Administrator route Project → Contractor → Contract → Work Review → Payment Run → Payment Register
DNA in practice · Empowerment

Clear responsibilities enable each role to act independently while maintaining one controlled operating process.

The operating sequence

Standard contractor-to-payment cycle

Complete the sequence in order. Each approved step provides the controlled input for the next.

05
  1. 01
    Create or select the project

    Use Sandbox for training and formula tests. Use an operational project for real work.

    Projects
  2. 02
    Create the contractor

    Assign the contractor’s default project before adding a contract.

    Contractors
  3. 03
    Assign the contract terms

    Record labor, overtime, T&T, mileage, and applicable allowances.

    Contracts
  4. 04
    Submit worked time

    The work entry inherits its project from the contractor record.

    Work Entries
  5. 05
    Review and approve

    Verify dates, hours, project, supporting notes, and calculated components.

    Work Review
  6. 06
    Preview, approve, and record payment

    Confirm the preview before marking a run paid. Sandbox simulations never move money.

    Payments
Controlled testing

Use Sandbox for controlled testing

Use project SANDBOX for fictitious contractors, training, and formula verification.

06
✓

Safe to simulate

Create contractors and contracts, submit time, review work, and complete a recorded test run.

!

No money moves

Payment execution is disabled for Sandbox. Use a clear simulation reference when marking a test run paid.

∑

Watch “All Projects”

Project filters isolate Sandbox. Combined “All Projects” views may still include its recorded activity.

DNA in practice · Integrity

Use clear TEST names, maintain project separation, and preserve the audit history. Accurate records require clarity and consistency.

1 Sandbox is visibly labeled Sandbox / Simulation. 2 Its description confirms that real payment execution and external actions are disabled.
Dashboard checkpoint

Filter before reading project KPIs

Select Sandbox · SANDBOX in Project Allocation before interpreting project-specific hours, accruals, or cash paid. A visible Sandbox label is your confirmation that you are not reading an operational project.

Detailed walkthrough

Complete contractor setup before contract assignment

Project ownership starts on the contractor record. Every new time entry inherits that project before the assigned contract is evaluated.

07
Operating ruleContractor → Project first. Contract → payment terms second.
DNA in practice · Ownership

Confirm the contractor’s default project before work begins. The person creating the record owns the accuracy of that assignment.

01

Create the contractor profile

  1. Open Contractors and choose New Contractor.
  2. Enter the display name, legal name, code, email, and specialty.
  3. In Operations, select the contractor’s Default Project.
  4. For practice, choose SANDBOX — Sandbox and use obviously fictitious contact data.
  5. Set compliance and payment eligibility deliberately; never enter full banking identifiers into notes.
Why this mattersThe selected default project becomes the controlled project on later work entries. Changing the contract does not silently move prior work between projects.
1 Use an unmistakable TEST name.2 Confirm Sandbox in the Operations section before saving.
1 Regular and OT terms are explicit.2 T&T follows labor hours in this example.
02

Assign the payment rules

  1. Open Contracts, then create a contract or duplicate a suitable existing template.
  2. Select the contractor and enter the contract identity, dates, cycle, and currency.
  3. Verify regular rate, OT rule, multiplier or fixed OT rate, and standard hours.
  4. Set the T&T rule and rate. If it follows labor, confirm the checkbox and any caps.
  5. Record each applicable allowance separately: lodging, travel, per diem, mileage, meal, and equipment.
Before savingZero means no value will be generated for that component. Do not assume a copied contract preserved every allowance—compare each field.
03

Post and review worked time

The work-entry screen stores work facts. It does not calculate payroll.

1 Filter by contractor and contract to isolate the cycle.2 Compare hours and claims day by day before opening Payment Runs.
ContractorSubmits each shift and checks My Shifts for its status.
ReviewerConfirms date, inherited project, contract, hours, claims, and supporting notes.
AdministratorUses only approved entries when creating the project-scoped payment preview.
DNA in practice · Collaborative Excellence

Contractor, reviewer, and administrator each verify the information they own, creating one dependable record across the full cycle.

Contractor experience

Complete the field workflow from the user portal

The contractor workspace is a mobile-oriented route for submitting work facts and following their review and payment status.

08
1Submit ShiftRecord work facts
→
2My ShiftsFollow review status
→
3My PaymentsReview payment packages
Profile

My Profile

Review the identity and contractor information associated with the signed-in account. Report incorrect information to an administrator.

Credentials

My Badge

Review the badge information made available to the user. Badge templates and issuance remain administrative controls.

Field entry

Submit Shift

Select the contract and work date; record shift type, start and end time, regular, OT and T&T hours, applicable claims, and review notes.

Work history

My Shifts

Filter submitted work by status and confirm the work date, contract, inherited project, hours, claims, notes, and any rejection reason.

Payment visibility

My Payments

Review pending, approved, and paid payment packages. A visible package records status; it is not a request to edit contract terms.

✓

Submit work facts—not payroll calculations

The payment amount is calculated later from the approved entry and assigned contract.

Before submissionConfirm contractor, contract, work date, and project or location.
HoursSeparate regular, OT, and T&T accurately. Do not duplicate time between fields.
ClaimsEnter only applicable lodging, travel, and per diem values with useful notes.
After submissionUse My Shifts to confirm status and read the rejection reason before resubmitting.
DraftSubmittedReviewedApprovedRejectedPaid
DNA in practice · Ownership

Contractors own the accuracy of submitted work facts; reviewers own the decision; administrators own the payment record.

Calculation guide

Verify the calculation before recording payment

Every component is calculated from the assigned contract and combined in the payment preview.

09
DNA in practice · Value Creation

Accurate, traceable calculations protect operational and financial value for every stakeholder.

Labor+Overtime+T&T+Mileage+Allowances= Gross
Interactive example

Rebuild the September 21 Sandbox calculation

Regular$400.00
Overtime$150.00
T&T$200.00
Claims & allowances$325.40
Day total$1,075.40

$400.00 + $150.00 + $200.00 + $325.40

Day 1 · Sep 21$1,075.408 regular · 2 OT · 10 T&T · 120 miles · allowances
+
Day 2 · Sep 22$1,028.6010 regular · 1 OT · 11 T&T · 80 miles · allowances
=
Corrected run #5$2,104.00Recorded paid · simulation only
1 The corrected preview includes mileage and totals $2,104.2 The earlier $1,970 preview remains void for audit history; it was not overwritten.
Draft

Open and inspect the itemized preview. Fix source records and recreate the preview if the math is wrong.

Approved preview

Approval confirms review readiness. It still does not mean money has moved.

Paid

Record the date, method, reference, and notes only after the real-world payment—or an explicit Sandbox simulation—is complete.

Void

Preserve an incorrect or superseded run as void. Never disguise a correction by editing audit history.

Administration

Badge management

Badge templates and artwork remain part of the administrative workflow and are not changed by project-scoped payments.

10
Module safeguardContractor, contract, and badge records continue to use their existing management screens. The project-scoped workflow adds context; it does not replace those modules.
  1. Use Badge Templates only to manage the reusable design, wording, status, and front/back artwork.
  2. Use Issue Badge for the holder-specific assignment.
  3. For a contractor-linked badge, select the contractor first; identity and photo are pulled from that profile.
  4. Choose the badge project deliberately. Badge assignment does not change the contractor’s default project.
  5. Preview the badge and public QR page before printing.
Existing module protectedThe Stage 24 project and payment work did not replace Badge Management or its artwork records.
1 Template identity and status.2 Front and back artwork are managed independently.
Management information

Use the reporting surfaces together

Extractor’s management information is distributed across operational modules. Start with the question, then open the record set that answers it.

11
Performance

Dashboard KPIs

Use for period trends, project allocation, work type, contractor utilization, accrued cost, and cash paid.

Control: set period and project first.
Work detail

Work Entries & Review

Use for shift-level facts, hours, claims, inherited project, supporting notes, and approval status.

Control: reconcile exceptions at source.
Financial audit

Payment Register

Use for draft, approved, paid, and void payment packages, including references and retained correction history.

Control: never overwrite audit history.
Data quality

Project Assignment

Use Missing Project Detail and assignment controls to resolve legacy or unassigned contractor records.

Control: do not treat Missing Project as valid.
QuestionPrimary viewVerify before relying on it
How much work occurred?Dashboard · Work HoursPeriod, project, OT subset, and missing-project detail
What has been earned?Dashboard · Earned / AccruedWork-date period and non-void payment items
What has been recorded as paid?Dashboard + Payment RegisterPayment-date period, paid status, method, and reference
Why does a total differ?Work Entries + Payment RunContract terms, hours, claims, project snapshot, and void history
Which records need correction?Missing Project Detail + Work ReviewCorrect the source record before creating a new preview
Combined reportingAll Projects can include Sandbox activity. For a project report, select that project explicitly. For operational reconciliation, pair the Dashboard summary with the underlying Work Entries and Payment Register records.
DNA in practice · Value Creation

Reliable reporting begins with controlled source records and ends with a traceable explanation of every total.

Reference desk

Troubleshooting and glossary

Start with the record that supplies the missing context, then move forward through the cycle.

12
Payment preview shows no entries

Confirm the work entries are approved, inside the selected date range, and assigned to the same project selected for the run. Paid, rejected, submitted, or already-attached entries are not candidates for a new preview.

A work entry has the wrong project

Check the contractor’s controlled default project. The work entry inherits its project from the contractor when the entry is created—before contract terms are applied. Do not use the contract to “correct” project ownership.

The total is lower than expected

Open the contract and verify every component: regular rate, OT rule and rate, T&T rule and hours, mileage rate, and each allowance. Recreate the draft preview after correcting the source. Void the obsolete run if it must remain in audit history.

A record says “Missing Project” or “Legacy / Unassigned”

Treat it as an exception, not a valid operating project. Assign the contractor to the correct controlled project before creating new work. Do not include unresolved legacy entries in a live project payroll.

Sandbox activity appears in a combined total

Use a specific project filter for operational review. “All Projects” can aggregate Sandbox records; the Sandbox flag prevents real payment execution, but it does not erase its test records from combined reporting.

DNA in practice · Proactive Innovation

Correct the source record, document the exception, and use what was learned to strengthen the operating control.

Default projectThe contractor-level project inherited by new work entries.
Payment previewAn itemized calculation built from approved work and contract terms.
T&TTravel time, calculated according to the contract rule and rate.
Approved previewA reviewed package ready for the payment-recording step; not proof that money moved.
Payment registerThe audit view of draft, approved, paid, and voided runs.
SandboxThe dedicated simulation project with real payment execution disabled.
Project allocationThe dashboard filter that limits operational results to one project, all projects, or missing-project exceptions.
Earned / AccruedCalculated non-void payment items assigned to the period in which the work occurred.
Cash PaidPaid payment packages assigned to the period in which payment was recorded.