Staff
Overview
The Staff tab of My Organisation lists your staff members. In BOS Pro, the term "Staff" includes employees, users and reps.
- Each staff member's record holds their personal details, roles, Time and Attendance details and notifications.
- Each staff member's settings define their access to modules and their defaults (see Settings Tab).
- A staff member becomes a user when they get a login password or a PIN (see Desktop, PoS and Tracker Users).
The Staff and User Settings Setup Tutorials show step by step how to add staff members, copy and change their settings, and set passwords and PINs.
Settings
User Settings
Note
The defaults are the values for new databases and new users. Your database may have different values.
| Setting | Description | Default |
|---|---|---|
| Setups > Staff - Access Allowed | Yes or No. Whether you can open My Organisation, or a staff member's record from another screen (for example, from a Campaign's contacts or the Attachments module). Without it, the message "Access denied." appears. | No |
My Organisation Screen
My Organisation has these tabs:
- Staff (this page)
- Organigram
- Branches
- Work Shifts
- Output (see Output Tab)
- e-Invoicing (version 26.04 and later)
Buttons Explained
| Button | Description |
|---|---|
| < (Back) | Returns to the Tile Menu. |
| Menu | A submenu with these options:
|
| Save | Saves your changes to the company details. |
Fields Explained
The company details at the top of the screen apply to all the tabs.
| Field | Description |
|---|---|
| Name | Your company's name. |
| Reg No. | Your company's registration number. |
| VAT No. | Your company's VAT number. |
| Tel | Your company's telephone number. |
| Your company's email address. | |
| Website | Your company's website address. |
Staff Tab
Info
Double-click a staff member, or select one and press Enter, to open the Edit Staff screen.
Buttons and Filters Explained
| Button / Filter | Description |
|---|---|
| Add Staff | Creates a staff member and opens the Edit Staff screen. |
| Show Active | A checkbox. If checked, only Active staff members appear. If unchecked, all the staff members appear, including Pending and Terminated ones. |
Fields Explained
Info
Additional fields can be added using the Field Chooser (*).
| Field | Description |
|---|---|
| ID | The system-generated number of the staff member. Hidden by default. |
| Full name | The staff member's name as it appears on lists (the List as field). |
| Nick name | The name by which the staff member is known. |
| Status | The staff member's status: Pending, Active or Terminated. |
| Position | The staff member's position. |
| Branch | The Branch the staff member is linked to (see Branches). |
| Cost Centre | The staff member's Cost Centre. |
| PB Stage | The Production Stage of an operator. |
| Operator | A checkbox. If checked, the staff member works in production. |
| Rep | A checkbox. If checked, the staff member is a sales rep. |
| The staff member's email address. | |
| Mobile | The staff member's mobile number. |
| Telephone (H) | The staff member's home telephone number. |
| Image | The staff member's image. Hidden by default. |
| Desktop | Shows whether the staff member is a desktop user. Hidden by default (see Desktop, PoS and Tracker Users). |
| PoS | Shows whether the staff member is a Point of Sale user. Hidden by default. |
| Tracker | Shows whether the staff member is a Tracker app user. Hidden by default. |
| Menu (...) | A submenu with these options:
|
Desktop, PoS and Tracker Users
The hidden Desktop, PoS and Tracker columns show which staff members are users of each application. To show them, click the Field Chooser (*) and check the columns.
- Desktop: The staff member has a login password (Settings tab: System > QuickEasy Password).
- PoS: The staff member has a Point of Sale PIN (Settings tab: Point of Sale > Login - PIN No.).
- Tracker: The staff member has a Tracker app PIN (Settings tab: Tracker > Tracker Login (PIN)).
Edit Staff Screen
Info
Your changes are saved when you switch tabs, move to another staff member or close the screen.
Buttons Explained
| Button | Description |
|---|---|
| Arrows | Move to the previous or next staff member on the list. |
| Menu | Displays the Copy Settings from option, which opens the Copy Settings popup (see Copy Settings Popup). |
| New | Adds a staff member. |
| Delete | Deletes the staff member after you confirm, and closes the screen. |
| Save | Saves your changes. |
| Close | Saves your changes and closes the screen. |
Fields Explained
| Field | Description |
|---|---|
| Title | The staff member's title (for example, Mr, Ms, Dr). |
| First name | The staff member's first name. |
| Surname | The staff member's surname. |
| List as | The name that appears on lists and lookups. Click a button in the field to fill it in:
|
| Status | Select one of these statuses:
|
| Warning | Appears in red when another staff member has the same login password, PoS PIN or Tracker PIN (for example, "Warning: Duplicate Tracker PIN No."). |
Detail Tab
Contact Details: Fields Explained
| Field | Description |
|---|---|
| Nickname | The name by which the staff member is known. |
| Position | A dropdown list of positions. Positions are set up with Menu (button) > Edit Positions on the My Organisation screen. |
| Tel - Home | The staff member's home telephone number. |
| Fax - Work | The staff member's work fax number. |
| Mobile | The staff member's mobile number. |
| Tel - Work | The staff member's work telephone number. |
| The staff member's email address. | |
| SMS | The number to which text messages are sent. |
| Postal | The staff member's postal address. |
| Street | The staff member's street address. |
| Signature | An image of the staff member's signature. Right-click the block and select Load to add one. |
Personal and Roles: Fields Explained
| Field | Description |
|---|---|
| Gender | Select Male or Female. |
| Birthday | The staff member's date of birth. |
| Start date | The date on which the staff member started. |
| Probation date | The date on which the staff member's probation ends. |
| Termination date | The date on which the staff member left. |
| How terminated | A lookup list of reasons for leaving. The default reasons are:
|
| Branch | The Branch the staff member is linked to. The field appears only when Branches exist (see Linking Users). |
| Cost Centre | The staff member's Cost Centre. When the staff member is linked to a branch, the list shows only that Branch's Cost Centres and those without a branch. |
| Rep | A checkbox. Check it if the staff member is a sales rep. |
| Target p.a. | The sales target per annum of a rep. |
| Operator | A checkbox. Check it if the staff member works in production. |
| PB Stage | The Production Stage of an operator, from a dropdown list. |
Time and Attendance: Fields Explained
| Field | Description |
|---|---|
| Rate/Hr (Normal) | The hourly rate the staff member earns for a normal shift. |
| Work Shift | The staff member's Work Shift (see Work Shifts). |
| PIN | The PIN the staff member enters in the Tracker app to clock in and out (see HR Time and Attendance Tutorial). Logging in to the Tracker app for job tracking uses a separate PIN: the setting Tracker > Tracker Login (PIN) on the Settings tab. |
Image and Notifications: Fields Explained
| Field | Description |
|---|---|
| Image (.jpg) | A photo of the staff member. Right-click the block and select Load to add one. |
| Notifications - Sales | Checkboxes. Check the notifications the staff member must receive by email: |
| Notifications - Management | Checkboxes. Check the management notifications the staff member must receive by email (see Management - Notifications):
|
Settings Tab
- The Settings tab lists the staff member's own settings, grouped by module (for example, General, Quotations, Point of Sale, Tracker).
- The settings control the staff member's access to each module and their defaults.
- Type in the search block to find a setting.
The Settings Explained section of the tutorial describes the typical values, and each module's page lists its own settings (see Settings). User Access lists every access setting in one place.
Fields Explained
| Field | Description |
|---|---|
| Group | The module the setting belongs to. |
| Setting | The name of the setting. |
| Value | The staff member's value for the setting. Click the field to change it. |
| Access ID | The setting's ID number. Hidden by default (version 26.04 and later). |
Attachments Tab
Lists the files attached to the staff member, for example, a contract or an ID document.
User Fields Tab
Shows the User Fields your company set up for staff members. The tab is hidden when there are none.
Copy Settings Popup
Note
Copying the settings also copies the Point of Sale PIN, but not the login password.
Copies another staff member's settings to the staff member you are editing.
Buttons Explained
| Button | Description |
|---|---|
| Copy | Copies the selected groups of settings. A message confirms the copy. If no group is checked, the message "Settings have not been selected." appears. |
| Close | Closes the popup. |
Fields Explained
| Field | Description |
|---|---|
| From | The staff member whose settings you copy. |
| All | A checkbox. Checks or unchecks all the groups below. |
| Select Settings | Checkboxes, one per group of settings:
|
Edit Positions Popup
Note
Editing Positions requires access to Settings & Defaults. Otherwise, an "Access denied." message appears.
Lists the positions you select in a staff member's Position field.
Buttons Explained
| Button | Description |
|---|---|
| New | Adds a position to the list. |
| Refresh | Reloads the list. |
| Save | Saves your changes. |
| Close | Closes the popup. |
Fields Explained
| Field | Description |
|---|---|
| Description | The name of the position (for example, Sales Manager). |
| Delete | Deletes the position. |
Output Tab
The Output tab holds the company details and images that appear on your documents, such as invoices. How to Add Masthead Information shows how to fill it in.
Buttons Explained
| Button | Description |
|---|---|
| Edit Masthead | Opens an editor for the masthead: the company details in the font, size, colour and alignment you choose. Click Save on the editor to keep your changes. |
Fields Explained
| Field | Description |
|---|---|
| Postal Address | Your company's postal address. |
| Street Address | Your company's street address. |
| Bank detail | Your company's bank details. |
| Directors | The names of your company's directors. |
| Masthead | A preview of the masthead. |
| Image1 to Image5 | Images such as your company logo. Right-click a block and select Load to add one. |