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•Staff

- Manage Staff

 

Allows addition and maintenance of Staff members.

 

 

- Staff Control Bar

 

 

From the Staff Control Bar, a number of tasks can be carried out.

 

•New allows creation of a new Staff Account.

•Modify allows modification of the Staff Account currently selected in the Manage Staff screen.

•Duplicate allows duplication of a Staff Account.

•Reports brings up a window listing all of the Staff Reports. Select the required report and click select to bring up the report window.

•Exit Menu closes the Staff Control Bar Menu and the Manage Staff screen.

 

Details Tab

 

Information in the Details window includes Staff Member’s Name, Address and Contact details. A business email address needs to be entered to allow the Staff member’s email address to be used when emailing documents from within Infusion.

 

 

The Staff member can be made inactive by deselecting the Active tick box option. For the Staff member to display in the Scheduler (Elite package only) select the Activate for Schedule option.

 

Next of Kin Tab

 

Allows for information on three next of kin to be stored.

 

Custom Fields Tab

 

Allows for user defined information to be recorded. Description Fields can be edited in Admin / Settings / Manage Staff Defaults / Custom Fields.

 

Notes Tab

 

Allows for general Notes about the Staff Member to be kept.

 

Image Tab

 

Allows for images of the Staff Member or any other related image to be stored. The Default image is used to print on the Staff ID Card.

 

 

Login Tab

 

Allows set up of Staff Login access to Infusion.

 

 

To allow the Staff member to Log in to Infusion select Allow Login Access.

As part of this, set a Password for the Staff member. Access to sections and functionality of Infusion can be set through the remaining tick boxes on this screen. See Admin/Manage Menu Groups for more details on this.

 

By specifying a Default Location, when Purchase Orders are raised by the Staff member the location on the Purchase Order will be set by default to this value. The colour displayed is set from under Admin / Settings / Products / Manage Locations.

 

There is an option to Allow editing of Discounts in Customer Invoice / Quote / Price Enquiry / POS screens. Similarly, there are options to Allow editing of Rates in Customer Invoice / Quote / Price Enquiry / POS and Allow Overriding of Overdue Fees (For Rental/Hire).

 

For those Staff members using the Contact Management module regularly there is an option to Launch Contact Management Follow Up - To Do List when logging on. With this option selected, a list of all Follow ups events assigned to the Staff member will display.

 

If the Staff member has been activated for use with the Scheduler, the level of detail they can see can be set from their account. This is to either view:

 

1) just their own Schedule

2) Schedules for all Staff set against the selected Centre

3) all Schedules (i.e. all Staff assigned to all Centres)  

 

Staff access can further be restricted by controlling access to the Customer’s Terms and Pricing tab, preventing unauthorised users from giving Customer credit facilities or changing the credit status without approval.

 

Two options exist to restrict Staff from changing Selling prices and or from changing the Cost prices stored against a product code. While the values can still be viewed they cannot be changed manually.

 

The access to change the price level set against a job can also be restricted from this screen.

 

For systems where there is a large number of Pending Invoices across multiple locations you can select the ability to Show only Pending Invoices for Staff Location. This will limit the Pending Invoices displayed in the manage Invoices screen to those at the Location of the logged if Staff member.  

 

The Staff member’s ability to send emails from the system can be restricted to Allow Email Now where a range of documents from the manage screens will be sent directly and by pass the queued email facility.

 

The Allow email using local application option, once activated, will allow the user to send an email directly using their local email client such as Outlook. The advantage of this is that it will use your standard email signature and be recorded in your Outlook system.

 

Individual staff members can be given access to receive and process supplier invoices at the same time as the packing slip.

 

The allow access to product settings will stop the user from accessing and making changes to the Settings tab under each Product.

 

The Show only my emails in the queued emails will allow the user to see and send their own emails from the Queued Email screen.

 

The user can be given Read Only access to Customer, Supplier, Product and Job records to stop them from making changes or creating new records.

 

The Supplier bank account number field on supplier records can also be set as Read Only, to prevent the user from changing these details.

 

The Allow Posting of Customer Invoices option is selected by default. Un-ticking this box will stop a user from being able to process Customer Invoices. Turning it off means the user will only be able to Save Customer Invoices, but not Process them.

 

Each Staff member can be assigned a limit to the value of Supplier Purchase orders and issue Customer credits that they can create.

 

 

Documents Tab

 

The Documents tab will enable documents relating to the Staff member to be stored against their staff record, such as employment agreements, certificates and awards.

 

When Add is selected the user will be prompted to locate the document via the Windows browser. Documents are then copied into the data\staff\documents folder.

 

Alternatively a more advanced file storage structure may be used by selecting the Open Folder hyper link. If this is the first time it has been selected it will prompt to create a sub folder for the staff member. Rather than putting the information directly into the Documents folder it will placed it in data\staff\documents\<username>

 

 

Using this method enables documents to be saved directly into a Staff specific folder.

 

Product Map Tab

 

Allows setup of Labour codes used in the Time Clock entry module (only available in Elite).

 

 

The Available Labour Codes section lists all Staff type Product Codes setup. To make these available for use by the Staff member in the Time Clock, double click on a Code. This will copy it to the Selected Labour Codes field. The labour codes available in the right column will be available to be used on a Job when logged in under the Staff member.

 

Sales Budget Tab

 

Sales Budgets can be set up against each Staff member and used to produce performance reports

 

 

Charts Tab

 

Each chart can be selected to be accessible by the user under the File / Dashboard menu.

 

A Staff member may be given the ability to print and export the chart, reformat, and redesign the chart by selecting Allow Advanced Options on Chart display.

 

 

The option to Clear Windows positions will reset the user’s screen preferences back to the default. This will be useful if the user changes from a smaller to a larger wide screen

 

The Clear Recent Lists and Clear Favourites will reset these for the Staff member.

 

- Contact Management Do To list

 

 

The default date range for these is from the beginning of the month to the current date. Tick box options are available to Show all Follow ups for this Staff member and to Include Inactive Follow ups.

 

- Contact Management

 

Selecting Contact Management from the drop down menu or right clicking on the Staff member and selecting Contact Management will allow the user to store events against the Staff member such as employment meetings, birthdays, certification renewal

 

 

Events can be loaded as a single occurrence and completed, or set for a follow up at a predefined date

 

- Reports

 

 

Staff Listing - Summary - Lists all Staff Members by their Staff ID and Name.

Staff Phone List - Lists all Staff Members and their Alternate, Mobile and Phone Numbers

Staff Address List - Lists all Staff Members and their Address Details.

Staff Listing - Detailed - A detailed listing of all of the Staff Members details

Menu Groups - by Module - Displays a list of the Access Levels set against each menu function (i.e. the settings in the Manage Menu Groups menu)

 

- Contact Management Reports