Staff and User Settings - Setup Tutorials

Overview#

You can add Staff under My Organisation and customise their access to reports and transactions by changing their settings.

The term 'Staff' within My Organisation includes employees, users and reps.

The following rules apply:

• Each staff member is assigned a position within the organisation which can be defined within an organigram.
• Work Shifts for staff members can be defined in Office > My Organisation > Work Shifts.
• Each staff member's settings define their access to specific modules. User settings are unique for each module and are defined in Office > My Organisation > Staff > Settings.
• Permission to perform Batch Updates within specific modules must be granted in My Organisation > Staff > Settings > General > Batch Updates - Access Allowed.

💡These tutorials explain how to add Staff and change their access.

Adding and Editing Staff Records#

How to Add a Staff Member#

1. Navigate to Staff (tab).
2. Click Add Staff (button).
3. Fill in the staff member's personal details on the popup.
4. To add an Image or Signature (image):
   1. Right-click the applicable block and select Load.
   2. Navigate to the image on the server and click Open (button).
   3. Once updated, additional options are available when you right-click the Image or Signature blocks.
5. Fill in the Roles section as follows:
   1. Operator = Check this block if the person works in production.
      • PB Stage = If the Operator block is checked, select a Production Stage from the dropdown list of Production Stages.
   2. Rep = Check this block if the person is a sales rep.
      • Target p.a. = Enter the target this person must reach per annum if the person is a rep.
6. Fill in the Time and Attendance section as follows:
   1. Work Shift = Select a Work Shift from the dropdown list.
      • Note: Work Shifts are created here: Main Menu > Office > My Organisation > Work Shifts (tab).
   2. Rate/Hr (Normal) = Fill in the hourly rate the person earns for a normal shift.
   3. PIN = Enter the PIN the staff member uses to clock in and out for Time and Attendance in the Tracker app. Logging in to the Tracker app uses a separate PIN (see How to Allocate Pin Numbers).
7. Fill in the Notifications section as follows:
   1. Check any of the checkboxes if the person must be notified of transactions.
8. Click Save (button).

How to Edit a Staff Member's Details#

1. Navigate to Staff (tab).
2. Right-click the name of the applicable Staff Member and select Edit.
3. Edit the details as required.
4. Click Save (button).

How to Delete a Staff Member's Details#

1. Navigate to Staff (tab).
2. Right-click the name of the applicable Staff Member and select Delete.
   • Note: You can only delete a staff member if they are not linked to any transaction or ticket.
   • Note: If you cannot delete the name, change the Status to Terminated instead.

How to Set a Staff Member's Status#

1. Navigate to Staff (tab).
2. Right-click the name of the applicable Staff Member and select Edit.
3. In the top row, on the right, select one of these statuses from the dropdown list: Pending, Active or Terminated.

User Access Settings#

User Access explains how access works and lists every access setting, with what it controls.

How to Copy a Staff Member's Access Settings#

1. Navigate to Staff (tab).
2. Right-click the name of the applicable Staff Member and select Edit.
3. Click Menu (button) > Copy Settings from and fill in the popup as follows:
   • From = Select the person whose settings you want to copy from the dropdown list.
   • All = If you do not want to copy all the settings, uncheck the checkbox next to All and click the checkboxes next to the individual settings you want to copy.
   • Click Copy (button).
   • A popup confirms that the settings are copied.
   • Click Close (button) to close the popup.
4. Click Settings (tab) and edit any of the settings (e.g. passwords).
   • Note: Copying the settings also copies the Point of Sale (PoS) pin number, but not the login password.
5. Click Save (button) if not greyed out.
6. Click Close (button).

How to Change a Staff Member's Access#

1. Navigate to Staff (tab).
2. Right-click the name of the applicable Staff Member and select Edit.
3. Click Settings (tab).
4. Click the Value column next to the setting you want to edit and amend the setting.
5. Click Save (button).
6. Click Close (button).

Settings Explained#

Pins and Passwords#

How to Set a Login Password#

1. Navigate to Staff (tab).
2. Right-click the name of the applicable Staff Member and select Edit.
3. Click Settings (tab).
4. Enter pass in the search block.
5. Click the Value column next to the setting: System > QuickEasy Password and enter a password.
   • Note: The existing password appears as asterisks. The new password also changes to asterisks as you enter it.

How to Allocate Pin Numbers#

1. Navigate to Staff (tab).
2. Right-click the name of the applicable Staff Member and select Edit.
3. Tracker App:
   1. Click Settings (tab).
   2. Enter pin in the search block.
   3. Click the Value column next to the setting: Tracker > Tracker Login (PIN) and enter a PIN.
4. Point of Sale:
   1. Click Settings (tab).
   2. Enter point in the search block to show Point of Sale entries.
   3. Click the Value column next to the setting: Point of Sale > Login - PIN No. and enter a pin number.
5. Click Save (button).
6. Click Close (button).

Editing the Organigram#

How to Add a Staff Member to the Organigram#

1. Navigate to Main Menu > Office > My Organisation > Organigram (tab).
2. Click Menu (button) > Tree View (it is open by default).
3. Add a Manager:
   1. Right-click the applicable Department and select Manager.
4. Add a Staff Member:
   1. Right-click the applicable Manager and select Staff.
5. On the list of Available staff members, click the person you want to add and click the arrow in the middle to move the name to the Selected section.
6. Click OK (button).

How to Change a Staff Member to a Manager#

1. Navigate to Main Menu > Office > My Organisation > Organigram (tab).
2. Click Menu (button) > Tree View (it is open by default).
3. Right-click the applicable name and select Delete.
4. Right-click the applicable Department and select Manager.
5. On the list of Available staff members, click the person you want to add and click the arrow in the middle.
6. Click OK (button).