Employees

Location

SETTINGS > System Configuration

Purpose

The Employees maintenance program is where you establish and maintain an employee number or ID, address and telephone number, social security number, job title, login and password information and security settings for each employee in your organization. This feature is a necessity in order to maintain security of your system. By establishing individual employee records, you are able to determine who has access to the system and what they will be able to do when using it.

The Employees program has an additional toolbar button:

Privileges – This screen allows you to assign privileges to an employee, which will allow them access to functions that are separate from menu security. You can also assign privileges to more than one employee or group at a time by going to Settings->Security->User Privileges.

Fields – General Tab

Employee # – A user-defined unique code assigned to a particular employee.

Last Name – Employee’s last name.

First – Employee’s first name.

Phone – Employee’s home phone number.

Address/Address 2 – Employee’s home street address.

Ext – Employee’s phone extension.

City – City the employee lives in.

St – State or province the employee lives in.

Zip – Zip or postal code the employee’s home address is located in.

Fax – Employee’s fax number, if applicable.

DL Number/ State/Exp – Driver’s License number/State, and expiration date.

SSN# – Employee’s social security number.

Job Title – Employee’s job title.

Language - Use the pull-down menu to select the language used for display.

Login – Employee’s unique login code.

Password – The password the employee will need to enter when logging into the system. The system administrator or the employee may select this. However, it is recommended that employees select their own passwords so that they have a better chance of remembering them.

Security Level – For use in the TimeClock module, enter the level of security for this employee. Must be a number from 0 - 9.

Account Locked Out – Check this if you do not want to allow the employee to log in. This will automatically be checked if the employee has unsuccessfully tried to enter their password more than three times. You can specify the number of login retries in PCI Settings.

Require user to change password at next login – If this box is checked, the user will be forced to choose a new password the next time they log in. This is useful for new employees that have an initial password that was assigned to them.

Location – Location where the employee usually works.

Terminal ID – ID of the terminal which the employee normally uses. This field is used in conjunction with Time Clock.

Groups - Highlight all of the groups for this employee. Multiple groups can be assigned by holding down the shift key while clicking on your selections.

Restrict Reporting to - Use the pull-down menu to select the Region/District/City/Location to which this employee is restricted for running reports. The corresponding values will appear in the box below. Highlight those applicable for this employee. If the employee can run reports for any location, leave at None.

Fields – Schedule Tab

Review Date – Performance/salary review date.

Rate of Pay – Rate of pay, either hourly or annual.

Schedule As-Of – Date as of which the following work schedule will apply.

Working Hours – Starting and ending time of work.

Notes - Enter any pertinent notes for this employee (visible only from this screen).