Employee Management Overview Phase 2
Table of Contents User Logins... 3 Employee Information Window... 5 Employee Specific Commissions... 15 Employee Schedules... 21
User Logins 3 User Logins The User Login Maintenance window is used to create and update user login records, which are required for access to Millennium. Each employee s user login can be assigned a different level of security clearance so that they can only access the features of Millennium that pertain to their job function. This helps to prevent security breaches and unauthorized access to sensitive data stored in Millennium. Important: A user login must be created for every employee (including massage therapists) so that they can punch in and punch out for work. The User Login Maintenance window is accessed by selecting Management User Logins.
User Logins 4 How to Add a User Login 1. Select Management User Logins. The User Login Maintenance window displays. 2. Click the New button. 3. Make the following entries and selections. Enter the employee s full name in the Display Name field. Enter the employee s first initial and last name with no spaces in the Login ID field. Enter 1234 in the Password field. Select the employee s profile in the Employee (if any) field. 4. Click the User Options tab. 5. Select the Force Password Change check box. 6. Click the Member Of tab. 7. Select the Member check box next to the security group that relates to the employee s job function. 8. Click the SAVE button. 9. Provide the employee with the Login ID and password that you created so that they can access Millennium. The employee will be prompted to change their password when they access Millennium for the first time.
Employee Information Window 5 Employee Information Window The Employee Information window is used to add and update employee profiles. Important: A profile must be created for every employee that requires access to Millennium. The Employee Information window is accessed by selecting Data Employees Employee Information. The Employee Information window is divided into a number of different tabs to make adding and viewing information much easier. Tip: To add or update information in an employee profile, select the tab where the new information is to be entered and then click the Edit button. Make changes as necessary and then click the Save button to update the profile. Following are descriptions of the fields on each tab.
Employee Information Window 6 Maintenance Tab The Maintenance tab is used to enter biographical information for the employee. Include this Employee Record in productivity Calculations check box = Select to include the employee in the productivity calculations for Millennium reports and the Monitoring Station. Name fields = Enter the employee s first name and last name in lower case. Code field = Enter a short name/nickname for the employee. This entry will be used to identify the employee in employee selection fields and reports throughout Millennium. Address fields = Enter the employee s full address. If you enter the zip code first, the city and state will display automatically. Phone fields = Enter the employee s contact telephone numbers. If you enter the employee s zip code, the area code for that zip code will display automatically. If a cell phone number is entered, you need to select the employee s cell phone network. Emergency Contact field = Enter the full name of the employee s emergency contact person. Contact Number field = Enter the telephone number for the employee s emergency contact. Birthday field = Enter the employee s date of birth. Age field = Displays the employee s current age based on the entry in the Birthday field. Married check box = Select if the client is married and enter the wedding date in the adjacent field. Social Security field = Enter the employee s social security number.
Employee Information Window 7 Service Level field = Select Price Level 1 for all employees. Employee ID field = Enter the employee s payroll number and name. This field must be completed for every employee regardless of whether the employee is a massage therapist. Show Name in Appointment Book check box = Select if the employee is a massage therapist. If this check box is not selected, the employee will not display on the Appointment Book. Important: Do not select this check box if the employee is not a massage therapist. Show Name in Time Schedules check box = Select for all employees. Show in Main Register Window check box = Select to make the employee available for selection on the Register. If this check box is not selected, you will not be able to give the employee credit for performing a service or selling a product when finalizing a transaction through the Register. Show in Other Register Windows check box = Select to make the employee available for selection on the Membership Sale, Gift Card, and Prepaid Purchase windows that can be accessed through the Register. Show Name in Tip Window check box = Select if the employee is a service provider. If this check box is not selected, you will not be able to add a tip for the employee on Tip window when finalizing a transaction through the Register. Important: Do not select this check box for lifestyle consultants. This Employee MUST Punch In check box = Select for all employees. Classification list = Select the check box next to the employee s classification (e.g. Massage Therapist or Lifestyle Consultant) Start Date field = Enter the date when the employee started work at your retreat. Inactive check box = Select if the employee is no longer working at your retreat. Terminated field = Enter the date when the employee ceased employment at your retreat.
Employee Information Window 8 Salaries/Comm Tab The Salaries/Comm tab is used to enter the salary and commission structure for the employee. Salary field = Enter the employee s salary for a single pay period. Hourly Wage field = Enter the employee s hourly rate. This rate must be entered for all lifestyle consultants. Punch In/Out Rule = Select Standard Time Clock if the employee is paid hourly. This setting prevents employees from punching in more than 15 minutes before the scheduled start time of their shift. Do not make a selection in this field if the employee is not paid hourly. Overtime after field = Enter the number of hours after which the employee is paid overtime. This number corresponds directly to the selection in the Hours per field. Hours per field = Select the period at which overtime is paid. Overtime Multiplier = Enter the multiplier used to calculate the employee s overtime rate. This multiplier is only used for employees that are paid an hourly rate and allows you to set whether the employee is paid 1.5, 2, or even 3 times their normal hourly rate when working overtime.
Employee Information Window 9 Service Subtab The Service subtab is used to define how the employee is paid commission on service sales. Example: The following example shows how the Service subtab would appear when entering commissions for a therapist. Commission field = Select the commission scale to use for service sales. Commission options = Select how the employee is paid for service sales. Commission Only = Select if the employee is only paid commission. Salary/Wage AND Commission = Select if the employee is an assistant retreat director or retreat director. Salary/Wage OR Commission = Select if the employee is a massage therapist. Commissions Based on _ Hours field = Enter the number of hours per week that the employee normally works. Service Commissions scale = Used to define the commission paid to the employee for achieving a certain amount of service sales. Enter the service sales range in which to pay commission in the From and To fields. Then, enter the percentage of the sales amount to pay in commission to the employee. Enter additional ranges as necessary until a full scale is created. Copy Commissions from Another Employee button = Click this button and select an employee in the Employee Selection field that displays if you want to use the commission structure that was previously defined for another employee.
Employee Information Window 10 Retail Subtab The Retail subtab is used to define how the employee is paid commission on retail sales. Example: The following example shows how the Retail subtab would appear when entering commissions for a lifestyle consultant, assistant retreat director, or retreat director. Commission field = If the employee is a lifestyle consultant, assistant retreat director, or retreat director, select the commission scale to use for retail sales. Commissions Paid Out field = Select Every Two Weeks. Retail Commissions scale = Used to define the commission paid to the employee for achieving a certain amount of retail sales. Make the following entries for all employees: Enter 0 in the From field Enter 0 in the To field Enter 10.00% in the % field
Employee Information Window 11 Charges/Additions Subtab The Charges/Additions subtab is used to define the additional pay and deductions for the employee. Example: The following example shows how the Charges/Additions subtab would appear when entering salary and commissions for a lead massage therapist. Additional Pay field = Enter the amount of additional pay to award the employee. This feature is used to add a flat amount to the employee s pay check. Description of Additional Pay field = Enter a brief description of the additional pay. Deduction field = Enter the amount to deduct from the employee s pay check to cover expenses. Description of Deduction field = Enter a brief description of the deduction.
Employee Information Window 12 Evals/Reviews Tab > Licenses/Insurance The Licenses/Insurance subtab of the Evals/Reviews tab is used to store details of the licenses and insurance coverage held by the employee. Licenses Description of License field = Enter a brief description of the employee s license. License # field = Enter the identifying number for the license. Valid From field = Enter the date from which the license is valid. Expires On field = Enter the expiration date for the license. Insurance Information Insurance Description field = Enter a brief description of the insurance policy. Policy # field = Enter the policy number for the insurance. Valid From field = Enter the date from which the insurance coverage is valid. Expires On field = Enter the expiration date for the insurance coverage.
Employee Information Window 13 Appts & Services Tab The Appts & Services tab is used to specify the services that each massage therapist can perform. Important: Entries are only required on this tab if the employee is a massage therapist. Allow Double Booking check box = Clear this check box. Employee Heading Color section = Click the Employee Heading Color button to display the Appointment Colors window, where you can define the colors for the header of the employee s column on the Appointment Book. Select a pink background if the employee is female and select a blue background if the employee is male. Mask Increment fields = Used to specify the preferred interval at which appointments should be scheduled with the employee. Make the following entries for all employees: Enter 0 and 30 in the Mask Increment fields. Enter BOOK HERE in the Mask Text field. Select the Bookable option.
Employee Information Window 14 Select allowed services/times table = Complete the following for each service that the employee is allowed to perform. Select the Allowed check box. Select the Intelli Booking check box to allow employees to customize the appointment length for specific guests. If an employee changes the length of a client s scheduled appointment for two appointments in a row, the length of the next appointment scheduled for that client is automatically changed to the customized length that was entered for the previous two appointments. Enter the amount of time required to perform the service in the Start Len fields. Enter the gap time required after the service is performed in the Gap Len fields. Enter the time required to finish the service after the gap time in the Finish Len fields. Copy Allowed Services from Another Employee button = Click this button and select an employee in the Employee Selection field that displays if you want to copy the list of allowed services that was previously defined for another employee. Ignore Pre Book Discounts check box = Select to prevent the employee s clients from receiving discounts for prebooking their appointments. Ignore Internet/Online Discounts check box = Select to prevent the employee s clients from receiving discounts for booking their appointments online.
Employee Specific Commissions 15 Employee Specific Commissions Millennium allows you to define employee specific commissions for memberships and services. This allows you greater flexibility over the commissions that are awarded to entry level and lead employees. Refer to the following guides for instructions on how to set employee specific commissions. Memberships All memberships are set up to pay a $5.00 flat commission on enrollment fees to any employee. If your retreat pays higher commissions to lead message therapists or pays commission on dues to nontherapists, you need to define employee specific commissions that override the default commission. The following guide explains how to set employee specific commissions for membership enrollment fees and dues. How to Set Employee Specific Membership Commissions 1. Select Data Memberships Membership Definitions. The Membership Definitions window displays. 2. Click the Listing tab and select the membership record that you want to change. 3. Click the Maintenance tab and then click the Edit button. 4. Click the Employee Specific Commission Override button. The Commission Overrides window displays. 5. Make the following entries and selections to set the commission for membership enrollment fees. Click in the Employee field and select an employee. Select to use a percentage or flat amount commission in the Type field. Enter the commission to pay out in the Comm field. 6. Repeat Step 5 to set enrollment fee commission for additional employees as necessary. 7. Click the OK button.
Employee Specific Commissions 16 8. Click the Primary Member tab and then click the Primary Recurring Fee tab. 9. Click the Employee Specific Commission Override button. The Commission Overrides window displays. 10. Make the following entries and selections to set the commission for membership dues. Click in the Employee field and select an employee. Select to use a percentage or flat amount commission in the Type field. Enter the commission to pay out in the Comm field. 11. Repeat Step 10 until to set dues commission for additional employees as necessary. 12. Click the OK button. 13. Click the Save button.
Employee Specific Commissions 17 How to Copy Employee Specific Commissions to Another Membership Once you have defined the employee specific commissions for one membership, you can copy this information to another membership record to avoid duplicate keypunching. 1. Select Data Memberships Membership Definitions. The Membership Definitions window displays. 2. Click the Listing tab and select the membership record that you want to change. 3. Click the Maintenance tab and then click the Edit button. 4. Click the Copy Commissions from Another Membership button. 5. Select the membership from which to copy the enrollment fee commissions. 6. Click the Save button. A notification message displays asking for confirmation of the copy. 7. Click the Yes button. A notification message displays with the number of employee specific commissions that were copied. 8. Click the OK button. 9. Click the Edit button, click the Primary Member tab, and then click the Primary Recurring Fee tab. 10. Click the Copy EFT Commissions from Another Membership button.
Employee Specific Commissions 18 11. Select the membership from which to copy the dues commissions. 12. Click the Save button. A notification message displays asking for confirmation of the copy. 13. Click the Yes button. A notification message displays with the number of employee specific commissions that were copied. 14. Click the OK button. 15. Click the Save button.
Employee Specific Commissions 19 Services Default commissions are automatically set up for each treatment based on Massage Height s draw versus commission of $15.00 per 1 hour massage. Standard commissions are automatically set up for elevations also. If your retreat pays higher commissions to lead therapists, you need to define employee specific commissions for these employees that override the defaults. The following guide explains how to set employee specific commissions for a service. How to Set Employee Specific Service Commissions 1. Select Data Services Service Definitions. The Service Definitions window displays. 2. Click the Listing tab and select the membership record that you want to change. 3. Click the Maintenance tab and then click the Edit button. 4. Click the Deduct/C tab. 5. Click the Employee Specific Commission Override button. The Commission Overrides window displays.
Employee Specific Commissions 20 6. Make the following entries and selections. Click in the Employee field and select an employee. In the Type field, select $ to use a flat rate commission or select % to use a percentage commission. Enter the commission to use in the Comm field. 7. Repeat Step 6 until the commissions are set for all employees. 8. Click the OK button. 9. Click the Save button.
Employee Schedules 21 Employee Schedules The Employee Schedules window allows you to add, view, and update employee schedules. Important: Employees will only display on the Employee Schedules window if the Show Name in Time Schedules check box is selected in their profile. The Employee Schedules window is accessed by selecting Schedules Weekly Schedules. Employees are listed in alphabetical order based on their employee code. If you only want to view the schedules for specific employee classifications, make a selection in the Classification field. If you want to move back or move forward a week, click the or button. Refer to the following guides for instructions on how to add, copy, and update schedules.
Employee Schedules 22 How to Add a New Schedule 1. Select Schedules Weekly Schedules. The Employee Schedules window displays. 2. Adjust the date in the Week of field until the correct date range displays. 3. In the Employee column, locate the employee to schedule and then double click in the cell for the day when the employee needs to be scheduled. The Schedule Editor displays. 4. Make the following entries: Enter the start and finish times for the employee s shift in the In and Out fields. Select Work Time in the Activity field. 5. Click the Save button. 6. If you want to copy the schedule to another day, click the Copy button and select the date in the Date field. Click the Save button to add the schedule. OR If you want to copy the schedule and use for another employee, click the Copy Schedule to other Employees button. Select the employee(s) that will use the same schedule and then click the OK button. Click the OK button when the schedule is copied.
Employee Schedules 23 How to Copy a Schedule Forward 52 Weeks If an employee works the same schedule every week, you can use the Copy feature to save time when setting schedules. The Copy feature allows you to copy an employee s weekly schedule and create duplicate schedules for each week during the next 52 weeks. 1. Select Schedules Weekly Schedules. The Employee Schedules window displays. 2. Click the Copy button. The Copy Week window displays. 3. Make the following entries and selections. Enter 52 in the Copy Schedule forward field and enter the date of the schedule to copy in the weeks beginning field. Select the Every Week option in the Copy Forward Criteria section. Select the employee and then click the Move > button. Select the Automatically overwrite existing schedule without prompting check box to overwrite any existing schedules that have been defined for the employee during the next 52 weeks. Select the Delete work time schedules that match criteria before copying new schedules check box to delete any work time scheduled during the next 52 weeks that is outside of the schedule being copied. 4. Click the OK button.
Employee Schedules 24 How to Copy a Schedule Forward Every Other Week If an employee works the same schedule every other week, you can use the Copy feature to save time when setting schedules. The Copy feature allows you to copy an employee s schedule and create duplicate schedules for every other week during the next 52 weeks. 1. Select Schedules Weekly Schedules. The Employee Schedules window displays. 2. Click the Copy button. The Copy Week window displays. 3. Make the following entries and selections. Enter 52 in the Copy Schedule forward field and enter the date of the schedule to copy in the weeks beginning field. Select the Every Other Week option in the Copy Forward Criteria section. Select the employee and then click the Move > button. Select the Automatically overwrite existing schedule without prompting check box to overwrite any existing schedules that have been defined for the employee during the next 52 weeks. Select the Delete work time schedules that match criteria before copying new schedules check box to delete any work time scheduled during the next 52 weeks that is outside of the schedule being copied. 4. Click the OK button. 5. Repeat Steps 2 4 to copy forward the second week of the employee s schedule.
Employee Schedules 25 How to Edit a Schedule If an employee s schedule was set in error, you can adjust the employee s schedule by accessing the Schedule Editor. 1. Select Schedules Weekly Schedules. The Employee Schedules window displays. 2. Adjust the date in the Week of field until the correct date range displays. 3. In the Employee column, locate the employee and then double click in the cell for the day that needs to be changed. The Schedule Editor displays. 4. Click the Edit button. 5. Adjust the times and work activities in the Scheduled section as necessary. 6. Click the Save button.
Employee Schedules 26 How to Edit Actual Time Worked If an employee forgot to punch in/ punch out, you can adjust the actual time worked by accessing the Schedule Editor. 1. Select Schedules Weekly Schedules. The Employee Schedules window displays. 2. Adjust the date in the Week of field until the correct date range displays. 3. In the Employee column, locate the employee and then double click in the cell for the day that needs to be changed. The Schedule Editor displays. 4. Click the Edit button. 5. Adjust the punch in and punch out times in the Actual section as necessary. 6. Click the Save button.