User Management

Overview

This section is used to create an employee profile and designate their role within the organization. It is similar to the Modify Employee Rights screen which is used for ongoing management of employee records. 

Details

To create an employee, at a minimum you must enter their Name, Type, User Name, Password, and Role. These are required fields.

Enter the Employee Name, this is the way that the employee's name will be displayed in reports and hierarchy access. If you are issuing more than one User Id to an employee it is advisable to designate something in the name to differentiate between the multiple ID's.

The Date of Birth and Date of Joining  must be selected by clicking on the calendar and navigating to the date and pressing the "ok" button in the pop up box

Type refers to the type of employment, selection is made from the drop down options of Permanent or Temporary.

Address 1 and 2, City, State and Country are for record keeping and payroll purposes. If you are operating entirely within one country, you can use the country for Zip Code, in place of entering the country.

Phone and Mobile numbers can be entered in any format. It is advisable to be consistent in how you enter them.

The Email section is for the employee's email address. The email address entered here will be used by for email alerts (if employee has been set up to receive these) or by the Systems Administrator or employee higher on the role hierarchy for correspondence.

Enable PIN Entry and PIN:  Check the box to enable the use of a 4 digit pin for logging into the register. The PIN must be a 4 digit numeric code which should be unique to a user, using a number greater than 1000. The PIN entry can be optionally enabled for a user. The PIN is manually chosen by the user and can be updated at a later point through modify employee. 

User Name and Password will be what the user will use to login and the temporary password. The user name must be unique to each user and upon first login they will be prompted to change their password, passwords need to be between 7-20 characters alpha-numeric. In the event that a user forgets their password, they can request a new termporary password from the system administrator. 

Status refers to the employees employment status, which has the option of either active or resigned. In the creation screen it is automatically set to active. The Modify Employee Rights screen should be used when it needs to be changed if an employee is terminated. 

Each user must be assigned a Role. The options for roles are System Admin, Financial, Accounting, HR Manager, Venue GM . Warehouse GM , Zone Manager, Store Manage, Assistant Store Manager, Supervisor, Cashier, Temp and Client. The Role selected should be based on the default rights that can be found in the Roles and Right section. Roles and Rights are based on the role hierarchy. 

Once these values have been set, the user can either Save or select Save and Next to go directly into the Payroll Settings function. If you accidentally select Create and you still need to add the Payroll Settings you can do so by modifying the employee record.

Access

Access to creating a new employee record at an enterprise level is limited by default to the System Administrator and Financial users only. Accounting, venue managers, zone managers, and store managers and human resource managers may modify employee settings at Venues or Store assigned to them, for employees below them in the hierarchy.

Overview

This is a payroll settings screen used only if the system administrator has elected to track employee payroll. The user has the option to click "Create and Next" after creating an employee to access this screen.  This information will be used for payroll records.  

Details:

Company Code is a field you can select from a drop-down of options based on the the cost center codes that were configured in the Employee Payroll Settings section.

ABA Number  Alpha-numeric value with no upper limit. This is a nine-digit numeric code created by the American Bankers Association that identifies an employer's bank and routing for electronic transactions.

Overtime Type is selected from the drop down values, which are populated based on the overtime rules enabled in the Company code setup.

File Number Is a system generated number, and increments by 1, however it can be modified to meet any existing employee file numbers. It should be between 55-99999 only, so if the generated number is below 55 please modify it

SSN  The social security number must be entered as 11 numbers with dashes

Hire Status  Please consult your payroll provider for instructions.

Gender  Please make  a selection from the drop down.

Payment Amount This field can be up to 5 numeric digits only. The payment rate to the employee is set here.

Rate Type  Please select a value from the drop down. The rate type is the basis for the previously mentioned Payment Type.

State  Please enter the State Abbreviation for the particular state using caps. Lower case entries will display an invalid data error message

For Standard Hours  please consult your payroll provider for instructions.

Marital Status Please make  a selection from the drop down.

Zip Code Please enter the 5 digit zip code for the employee.

Worked State Tax Code  Please consult your payroll provider for instructions.

Federal exemptions  Please consult your payroll provider for instructions. This is up to 2 digit number only The total number of federal tax exemptions for the employee is listed here.

State Exemptions  Please consult your payroll provider for instructions. This is up to 2 digit number only The total number of federal tax exemptions for the employee is listed here.

Worked Local Tax Code  Please consult your payroll provider for instructions. This value can be up to 4 digits only.

SUI SDI Code  Please consult your payroll provider for instructions. You may select a value from the drop down in the system.

Local Exemptions is where the local tax exemptions of the employee can be set here. Please consult your payroll provider for instructions.

For Federal Extra Tax please consult your payroll provider for additional instructions.

In the Home Area Code,the 3 digit area code of the employee is entered here.

For State Extra Tax please consult your payroll provider for additional instructions.

For Do Not Calculate State Tax make a selection from the drop down in the system  Yes or NO. Please consult your payroll provider for additional instructions.

For Local Extra Tax please consult your payroll provider for additional instructions.

For Do not Calculate Local Tax make a selection from the drop down in the system  Yes or NO. Please consult your payroll provider for additional instructions.

The Account Number is a up to 16 digit account number of the employee. Typically this in conjunction with the ABA is used for ACH deposits or prepaid card information. Please consult your payroll provider for instructions.

For Do not calculate federal Tax make a selection from the drop down in the system  Yes or NO. Please consult your payroll provider for additional instructions.

For Cancel pay please consult your payroll provider for additional instructions.

For Tax Frequency please consult your payroll provider for additional instructions.

For Rate Code please consult your payroll provider for additional instructions.

For Temp Department please consult your payroll provider for additional instructions.

For Temp rate please consult your payroll provider for additional instructions.

For Adjust Ded Code please consult your payroll provider for additional instructions.

For Adjust Ded Amount please consult your payroll provider for additional instructions.

For Repl Ded Code up to 2 numeric values only  Company's replace deduction code.

For Repl Ded Amount please consult your payroll provider for additional instructions.

Access

Employee Payroll Records can only be set or modified by users whose roles have been defined as System Administrator, Financial, HR Manager, Venue/Regional Managers, Store mangers or Zone/District Managers. Users may not modify their own records.