Chapter 3. Employees. FrontDesk v Employee Manager. Revised on: 06/16/2009

Transcription

1 Chapter 3 Employees FrontDesk v Employee Manager Capturing Employee Fingerprint Employee Messages Time Clock Manager Viewing Time Clock Reports Adding, Editing & Deleting Employee Time Clock Records Revised on: 06/16/2009

2 Employee Manager Setting up Employees The Front Desk software maintains your employee s information. To view, add, edit and delete employees in the system, open the AAC Check-In Application and click on the Configuration Employees Employee, as shown in Figure 3-2. Figure 3-1. FrontDesk Folder Figure 3-2. Check In Add, edit, view, and print out employee information. Figure 3-3. Employee Manager 36

3 To add a new employee click the Add new record button and then enter the employee s information. If you utilize the tab button it will take you through all the fields and tabs for this employee. Then click the Save button or use your [F3] key to save. To edit a current employee s information click the Edit record button. You will be able to edit all fields except for the Employee Id. Click the Save button or use your [F3] key to save. General Tab Employee Id: Each employee must have a unique Id. It can be up to 10 characters long and use any combination of numbers, letters and spaces. The Employee Id is used when logging into the software. It is also used in reports to track activity. * This field is required for each employee. Security Level: This controls the employee s access to all areas of the Front Desk system. An employee is only allowed to perform functions that have a security level equal to or lower than their own. Each time a function is performed through the software, the current employee s security level is checked against that of the respective function. If an employee s security level is lower than the security level set for that function, they will not be allowed to perform the function. (Security levels for each function are set in the Front Desk Configuration program.) Time Clock Maintenance Level: This is a security level you set for each employee in regards to their ability to access and edit the time clock records in the Time Clock Manager. This works opposite of the employee security level. The number you put in this section determines who cannot look at the information. Let s say regular employees are security level 1, managers are at security level 50, and you are at a security level of 99. If you enter the time clock security level to 99, only you will be able to view and edit time clock records. If you make that number 50, you and your managers can view and edit those records. Password: Passwords are not required, but recommended for increased security. They can be up to 8 characters long and use any combination of numbers, letters and spaces. When employees log into a Front Desk program, they are required to enter their Employee Id and Password. If there is no password set for an employee, only their Employee Id will be required. 37

4 Commission/Pay Rate Tab Figure 3-4. Commissions Tab Point of Sale / Contract Commission Percentage: A default commission percentage is used for qualifying inventory items sold. Commissions from contract sales can be based on a percentage of the total sale. Contract Commission Amount: Instead of using a commission percentage, contract commissions can be based on a fixed dollar amount. If you specify both a commission percentage and a commission amount, only the commission amount will be applied for contract sales. Total Sales: This shows the total sales from contracts and point of sale invoices combined. Each time an employee makes a sale the commission amount is calculated then added to the Total Sales. The Commission Due amount will automatically be updated by the software. Minimum Sales: This is the minimum amount that must be sold before this employee is eligible for commissions. Net Sales: This is Total Sales less the Minimum Sales. Commission Due will be calculated from this amount. Commission Due: This shows the amount of Commission Due based on the Net Sales and the appropriate commission calculation method (By percentage, fixed dollar amount, or combination of both.) Reset Commissions (button): This will set the Total Sales, Net Sales, and Commission Due amounts $ You would typically do this after an employee s commission has been paid. Every time a commission is paid to an employee, you must clear their commission totals on each individual employee record. If you do not, then the totals will be inaccurate. The system will not clear them on its own. Pay Rate: This shows what the hourly pay rate is for this employee. 38

5 Grade: Before assigning a grade to an employee in Employee Manger, you need to create the position grades. You do this by going to the Menu Bar and selecting Configuration / Employees / Employee Grades. An Employee Grades window will open as shown below. Figure 3-5. Check In Figure 3-6. Employee Grades Once you create all positional grades, you can then enter a grade level in employee manager for each employee based on the position within the company. Payroll Id: This is a unique number that the company assigns for payroll purposes. Company Id: This is a unique number that the company assigns for staffing purposes. Messages/Notes Tab The Front Desk software lets you store notes and leave messages for your employees. Creating messages and notes is discussed in detail later in this instruction. 39

6 This is the message that employee #4 will get when logging in. He will have the option to print or delete this message. Figure 3-7. Capturing an Employee s Fingerprint An employee fingerprint may be taken, verified, and updated through the Check-In Application. Click on the File Drop-Down Menu in Check-In and choose Employee Fingerprints, as shown in Figure 3-8. Figure 3-8. Check In Click on the Binocular button to select the desired employee. 40

7 Figure 3-9. Employee Select After the Employee has been chosen, their fingerprint status in the system will determine what options are available in the Employee Fingerprint window. Figure Finger Print If the Employee has not been enrolled, the Enroll Fingerprint Button will be the only available option. Click on this button to capture the selected employee s fingerprint. Figure Enroll Fingerprint Click on the box labeled Click here to capture Fingerprint and then have the employee press their finger on the fingerprint reader three times firmly. 41

8 Figure Scan Finger Figure Once the three images have been captured, click on the Register Button in the Fingerprint Enrollment screen. Figure Figure Register Fingerprint After the Register Button has been selected, you will be returned to the Employee Fingerprint Window. After the first fingerprint image has been captured for the employee, new choices will be available in the Employee Fingerprint window. The fingerprint may be updated or verified. If an employee fingerprint needs to be updated, the steps will be the same as capturing a fingerprint for the first time. Figure Update Fingerprint 42

9 If a fingerprint needs to be verified, the employee will place their finger on the reader after the Verify Fingerprint Button has been selected. The system will show a message stating whether the fingerprint matches or does not match the fingerprint on file for the employee. Figure Verify Fingerprint Employee Messages Use the Employee Messages application to set up messages for employees. These messages will appear when they first log into the Front Desk System. Use this application to clear out and create messages for employees. Figure Check In Figure Employee Messages Send Employee Message: Create a log in message for selected employee(s) to see when they log into the software. Clear Employee Message: Remove a log in message for the selected employee(s). Available Employees: This section shows a list containing all employees in the Front Desk Software available for log in messages. Selected Employees: Any employee appearing in this list will either have a message added or removed in reference to their log in. 43

10 If an employee needs to be reminded of something, use the employee messages application so a message will appear when they log into the software. Select the appropriate employees by double-clicking on their names in the Available Employees Box. The selected employee will appear in the Selected Employees box on the right. Then type the message in the Log in Message box and click the Send Message Button. A confirmation box will open asking if the message should be sent to the selected employees. Select Yes to send the message or No to cancel. Figure Employee Message To clear employee messages, select Clear Employee Messages and then select the employee(s) that the message should be cleared for. To select the member(s), double click on their name(s) in the Available Employees box. Figure Clear Massages After the appropriate employee(s) has been chosen, click on the Clear Messages Button to clear the log in messages for that employee(s). 44

11 Figure Select Employees To Clear A prompt box will open asking if the messages should be cleared, as shown in Figure Choose Yes to clear the log in messages and No to cancel out of the process. Figure Clear Popup If Yes is selected, a confirmation box will open stating the message has been cleared successfully, as shown in Figure Click the Okay button. Figure Conformation Popup Time Clock Manager The Time Clock Manager may be accessed by opening the AAC Check-In Application or Point of Sale Application. Click on the Configuration Employee Time Clock Manager, as shown in Figure

12 Figure Check In This application is used to keep track of employee hours and to obtain basic payroll reports with total hours and gross pay for a given time period. Figure Time Clock Manager View: All Employees: Search employee time clock records for all employees. Single Employee: Select this option to view time clock records for a particular employee. Employee Id: Select a particular employee to view. Employee Name: Shows the name of the employee that will be viewed. 46

13 Figure View Search Criteria: Hours Are: Search employee s time clock records by a particular number of hours worked over a date range. Carry Over Days Only: A search can be run for time clock records that have carried over past midnight into a new day. Un-Clocked Out Records Only: The report will show only records with no time out for your employees. Select By Branch Id: This only applies if you are using AAC Terminal Services or in other special circumstances. You may see specific locations by choosing their branch id number. If you have questions about branch ids, please contact AAC Technical Support. 47

14 Figure Search Criteria Date Range: Choose the date range that will be used when viewing time clock records. Figure Data Range Refresh Button: After the view, search criteria (not required), and date range have been selected, click on the Refresh button to view the requested records in the grid located at the bottom of the Time Clock Manager. 48

15 Figure Refresh Viewing Time Clock Reports Select Report: Three sort options are available for viewing and printing a time clock report: Employee ID, Employee Name, or Date. For example, if Employee Name is chosen, this will be the first field in the report and it will be sorted by each employee s last name. Figure Report 49

16 Totals Only: The report will only show total hours worked, hourly rate, and gross pay for each employee. If not selected, it will be a detailed report showing each person sorted by day. The report will show the date, time, hours, pay and totals. Descriptive Heading: If selected, the search criteria and date will appear in the heading of the report. Grid: This shows all clock-ins for the requested time period. It is a way to browse through records without pulling a report. Figure Options Previewing and Printing a Report: To preview a report, click on the Preview icon located just above the grid. This will open the report on your computer screen so you can see the information before you print it. To print the report, click on the Printer icon located just above the grid on the Employee Time Clock Manager Screen. Then choose the printer your want to use and click Okay on the print screen. 50

17 Adding, Editing, & Deleting Employee Time Clock Records Choose the employee or employees that will need to be seen in the Time Clock Grid. Figure Choose Employee Choose the date range to be used. Figure Data Range All records for the date range will appear in the grid, as shown in Figure

18 Figure Selected Employee Click the Add button to add a time clock record. Highlight the record and click the Edit button to edit a particular employee time clock record. Double click on the listed record in the grid and an edit window will also appear. Highlight the employee record to be deleted and then click the Delete record. button to delete the time clock Figure Add Time Record When finished adding or editing an employee time clock record, click the Save change. button to finalize the Employees can be prevented from accessing this program by setting the Time Clock Maintenance Level to 99 for each employee. The owner and/or managers should have a lower level for the Time Clock Maintenance level. 52