Overview

Staff may be added under My Organisation and their access to reports and transactions may be customised 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 Update - Access Allowed.

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

Navigation: Main Menu > Office > My Organisation > Staff (tab)

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 click Load on the context menu.

   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. = Type 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 (Norma) = Fill in the hourly rate the person earns for a normal shift.

   3. PIN = Type a pin number that will be used for the Tracker app.

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 from the context menu.

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 from the context menu.

   • Note: You can only delete a staff member if they have not been 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 from the context menu.

3. In the top row, on the right, select one of these statuses from the dropdown list: Pending, Active, or Terminated.

User Access Settings

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 from the context menu.

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 block next to All and click the checkboxes next to the individual settings you want to copy.

   • Click Copy (button).

   • A popup will confirm that the settings have been 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 will also copy the Point-of-Sale 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 from the context menu.

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

These are the typical options presented to you in the Value column.

These settings may be changed as often as you like.

For Tracker and Email settings we recommend you copy the settings from an existing user.

• Access Allowed: 

• Yes: Grants access.

• No: Revokes access.

• Access Allowed

  • • None: No access.

    • User: Typically, user access allows the user to enter and edit transactions that are still in an editable status.

    • Supervisor: Typically, supervisors may approve, edit, and delete transactions. They may also change the transaction's status back to an editable status.

• Access Allowed

  • • None: No access.

    • Read-only: Users may only view the module.

    • Full Access: Users may view and edit the module.

• Access Allowed

  • • Selected and Available sections:

      1. Click Edit in the Value column.

      2. Move the modules from the Available to the Selected section using the navigational arrows to grant access.

      3. Move the modules from the Selected to the Available section to revoke access.

      4. Click OK (button).

• Access Allowed

  • • None: No access

    • All: Access to all the customer records.

    • Own (rep): Only access to customer records if the person is the rep selected for that customer.

• Default Inventory Locations

  • • Dropdown list: Select a Default Inventory Location for the transaction from the dropdown list of all inventory locations.

• Default Module

  • • Dropdown list: Select the module that must open by default when the user logins from the dropdown list of all the modules. 

• Default Templates

  • • Allows users to select their default transaction templates.

    • Clear: Removes the template.

    • Browse: Navigates to the folder on the server where the templates are stored for users to select a different template.

• Default Views

  • • Sets the default filters when viewing transaction lists.

    • Today: Filters the date to show today's transactions.

    • All Pending: Filters the Statuses to show only pending transactions.

    • All Active: Filters the Statuses to show only active transactions.

    • All Pending & Active: Filters the Statuses to show only pending and active transactions.

• Editing

  • • None: Not allowed to edit transactions.

    • All: Allowed to edit any transaction.

    • Own (User): Only allowed to edit transactions they created.

• Email

  • • All: Allowed to view all emails.

    • Own: Only allowed to view their own emails.

• Refresh

  • • Type 0 for the applicable module to be manually refreshed (by clicking Refresh (button)).

    • Type a number for the number of seconds after which the module is refreshed.

    • Certain modules only have a yes / no option.

      2. • Yes: The data is constantly refreshed.

         • No: The data is refreshed when Refresh (button) is clicked.

• Reports & Dashboard (Access to custom reports)

  • Enter IDs

    • 1. Navigate to Custom Reports (Main Menu > Reports > Custom Reports).

      2. Click Menu (button) > Edit Reports.

      3. Click Field Chooser (*) and check the checkbox for ID.

      4. Write down the ID numbers of all the reports you want to grant the user access to.

      5. Return to User Settings (Main Menu > Office > My Organisation > Staff (tab) > double-click the applicable name.

      6. Click the Value column next to Reports & Dashboard > Dashboard - Reports (Report ID eg. 1,2,3) and type the numbers you wrote down, separated by commas.

• Stock Take Transactions

  • • None: No access.

    • Full Access: May enter transactions to update the stock quantities.

    • Count Only: May enter the amounts counted only.

• Tracker: See the Tracker Setup Guide for a detailed explanation of the settings.

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 from the context menu.​

3. Click Settings (tab).

4. Type pass in the search block.

5. Click the Value column next to the setting: System > QuickEasy Password and type a password.

   • Note: The existing password is shown in asterisks. The new password will also change to asterisks as you type it in.

How to Allocate Pin Numbers

1. Navigate to Staff (tab).

2. Right-click the name of the applicable Staff Member and select Edit from the context menu.

3. Tracker App:

   1. On the section Time and Attendance type a number in the block next to PIN to allocate a pin for the Tracker app.

4. Point of Sale:

   1. Click Settings (tab).

   2. Type point in the search block to show Point-of-Sale entries.

   3. Click the Value column next to the setting: Point of Sale (POS) > Login - Pin No. and type 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 should be open by default).

3. Add a Manager:

   1. Right-click the applicable Department and select Manager from the context menu.

4. Add a Staff Member:

   1. Right-click the applicable Manager and select Staff from the context menu.

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

Although you can right-click and edit the record to change a person's Type (e.g. Head, Staff, Manager), you are unable to move the person higher up in the hierarchy.

If you delete the user, you can add them back in a higher hierarchy. Deleting the user, only removes them from the organigram.

Manager is used as an example, but the same procedure applies when promoting or demoting users.

1. Navigate to Main Menu > Office > My Organisation > Organigram (tab).

2. Click Menu (button) > Tree View (it should be open by default).

3. Right click the applicable name and select Delete from the context menu.

4. Right click the applicable Department and select Manager from the context menu.

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).