Solution uses the staff list to determine who can use the software and to determine user's names and initials to use on various reports. 


The staff list will not allow more active users than it is licensed for, that is, if you have a license for 10 users then there can only be a maximum of 10 users using the software..


When the staff list opens it will initially display the list of active staff located in the office where you work. This feature is useful for organisations that have multiple offices.

 

You need to be designated as Staff Administrator in order to add and edit staff details. 

 

Note:  Never edit staff details into another staff member. E.g. if a staff member leaves do not edit the details and change it to a new staff member.  If you do this all the old staff member's time sheet data will now show under the new staff member.  Instead, deactivate the old staff member and add a new staff member.

 

You can inactivate users by unchecking the Active check box in the staff list alongside their name and you can have as many inactive users as required. 


As staff leave your office they are not deleted from the staff list since there is data in the system that is linked to them (e.g. time sheet information) but they can be deactivated. 

 

Select the Staff button on the main Dashboard to open the staff list. 


The initial view of the staff list shows only the active staff in surname order. The list can be sorted by clicking on the column headings.


Figure 1.1 - Staff Register


Select the New button to add staff members to the list. This will open the New Staff Entry dialog. 


Some of the details that may be entered are useful for your own records and are not essential for the operation of the software.


Figure 1.2 - New Staff Entry



Staff number

This is only used on a printed timesheet and is to enable the possible identification with a salary/payroll system. It is optional and may be left blank. Changing this number will not effect any time sheet entries.

 

Forename, Surname, Initials, Full name

These are mandatory entries, if any are not completed aspects of the system may not function correctly.

Enter the user's forename, surname and initials. The system will automatically complete the Full name field but you may edit this if required. 

 

Username

This is the name the user uses to login to their computer. The system uses this to identify which user is currently using it. If this is incorrect the user may not be able to use the system.

 

Email address

The email address must be entered if using the Outlook Addin..

 

Qualifications

There is an option to add the users qualifications as part of the signature in Correspondence. These should be entered as you would wish to see them printed after the users name.

 

Position or Job title

You may also complete the Job title (e.g. Partner, Senior Technician, Architect, etc), This information is used in some time sheet reports and also added as part of the signature in Correspondence.

 

Location, Extensions

These are used when printing an internal telephone list.

 

Start date

This is used when enforcing time sheet completions so that the system knows not to expect time sheets prior to this date.

 

Office/Company, Department, Section, Work group

This information is mainly of use to larger offices and is used when analysing time sheet information. 


For example, if a number of people from different offices or departments are working on a project and you wish to find how much time has been spent by each department or office. It is also used in many locations when selecting staff members to enable the list to be filtered e.g. only display directors or staff in a particular department.

 

Active

This designates the staff member as Active which means that they can use the system.

 

Other items can be added/updated via the various tabs:


  • Optional Details - Additional details for the user.
  • Permissions - Gives user specific access to various parts of the system.
  • Alerts - Alerting users if certain parts of the system changes.
  • Working Hours and Holidays - Sets working hours (for timesheets) and individual holiday entitlement (if different from Global Holiday Entitlement).
  • Signature - Can add a signature image for use in various parts of the system.