Employee Groups

Employee Groups

Employee Groups Overview

The admin can create, manage, and use a group assignment for employees to simplify permissions. This allows you to set up permissions based on a role and assign employees without having to individually manage employee permissions. With this, you can still override at the location level, or you can simply inherit the attributes/permissions from the group at each or some of the locations.
The permissions are inherited from the account and then passed down to all the employees.

In this article, you will learn:
  1. How to create a new employee group.
  2. How to edit an employee group.
  3. How to delete an employee group.

Reaching the "Employee Groups" Module

To reach the "Employee Groups" module:
  1. Step 1: Log into Control Center
  2. Step 2: Choose Point of Sale  
  3. Step 3: Choose Maintenance   
  4. Step 4: Choose User/Employees
  5. Step 5: Choose Employee Groups

                                                                               Figure 0.0

Understanding the "Employee Groups" Module Layout

Please see the image below labeled Figure 0.1 for a description of the buttons and fields that appear on the screen.
 
                                                                                         Figure 0.1
  1. The Employee Group home screen displays all the employee groups created with the created and updated timestamp along with their employee counts with creation, editing, and deletion rights.

1. Add New Employee Group

Follow the steps mentioned below to add a new employee group:
  1. Click the “Add New” button highlighted in Figure 0.1 above to add a new employee group.
  2. The form highlighted in Figure 1.0 will appear on your screen.

                                                                                                 Figure 1.0 
  1. Name: Enter the name of the employee that you are creating.
Let's now understand how an employee group is created with the dashboard, POS, and handheld settings.

1.1. Dashboard Settings

  1. Dashboard settings affect how much control an employee has over the Cloud dashboard. 

                                                                           Figure 1.1 
  1. Allow Pricebook: It gives permission to utilize the "Pricebook" module in the Employee Cloud Dashboard, allowing any change such as prices and costs.
  2. Allow Buydowns: Commonly, the employees don’t have permission to deal with buydowns, and depending on the location, even managers don’t have permission for this. But, if this is set to YES, then the employee(s) will have the permission to manage buydowns from the Employee Cloud Dashboard.
  3. Allow View Cost: This option allows the employee to view the cost of the products only. If set to NO, the employee won't have the rights to view the cost from the Employee Cloud Dashboard.
  4. Allow Vendor Parts: It gives permission to utilize the "Vendor Parts" module from the Employee Cloud Dashboard, allowing any change to take place, such as adding, altering, or deleting vendor parts.
  5. Allow Cost Editing: This is always set to NO for both managers and non-managers. The corporate owner is only allowed to manage the cost of the products.
  6. Allow Cycle Counts: If set to YES, it gives permission to the employee to utilize the "Cycle Counts" module from the Employee Cloud Dashboard, allowing any change to take place, such as reviewing, deleting, or applying a count.
  7. Allow Price Editing: This option is always set to NO because no employee is given the right to edit the price of the products.
  8. Cycle Counts Blind: If this option is set to YES, it will not display the cycle count value to the employee(s) in the Employee Cloud Dashboard.
  9. Allow Skip Cycle Count Counted Prompt: If you toggle this setting to YES, the system will not prompt the employee about the cycle count counted in the Employee Cloud Dashboard. It is generally set to NO.
  10. Allow Spot Checks: If this is set to YES, it will give permission to the employee to utilize the "Spot Checks" module in the Employee Cloud Dashboard, allowing any change to take place, such as viewing spot checks.
  11. Allow Transfers: This option lets you manage transfers from the Employee Cloud Dashboard for items if toggled to YES.
  12. Allow Receiving: If this is set to YES, it allows the employee to handle the "Receiving" module from the Employee Cloud Dashboard.
  13. Allow Reorder: Gives permission to utilize the "Reorder" module from the Employee Cloud Dashboard, allowing any change to take place, such as creating, altering, or deleting orders.
  14. Allow Order Conversion: If this order is toggled to YES, it allows the employee to convert a purchase order into an invoice from the Employee Cloud Dashboard.
  15. Allow Complete Orders: If this toggle is set to YES, the employee will be allowed to complete the created orders from the Employee Cloud Dashboard.
  16. Show All Statuses on Working Order: When this setting is set to YES, it will show all the statuses of the working order in the cloud dashboard.
  17. Allow Send EDI: If toggled to YES, this will let you send the purchase order electronically. If this is set to NO, then you can view and edit that purchase order, but you cannot send an EDI. This will require someone who has permission to do that. Since a person with permission is allowed to send an EDI, the order is always going to be correct.
  18. Allow Shift Recon: If this is set to YES, the employee will be allowed to do shift reconciliation from the Employee Cloud Dashboard.
  19. Allow Daily Recon: If set to YES, this will allow the employee to do a daily reconciliation from the Employee Cloud Dashboard. Generally, store managers have this permission.
  20. Allow Departments: If set to YES, it gives permission to the employee to utilize the "Departments" module in POS, allowing any change to take place, such as creating, altering, or deleting departments from the Employee Cloud Dashboard.
  21. Allow Department Groups: If it is set to YES, the employees will have permissions to manage the "Department Groups" module from the Employee Cloud Dashboard. If it is set to NO, then you cannot see these options.
  22. Allow Employees: If set to YES, it allows you to utilize the "Employees" module from the Employee Cloud Dashboard, allowing any change to take place, such as creating, altering, and deleting employees.
  23. Allow POS Flags: If this field is set to YES, then the employee(s) have the right to add, edit, and remove POS flags from the Employee Cloud Dashboard.
  24. Allow Taxes: It allows the employee(s) to utilize the "Taxes" module in the POS, allowing any change to take place, such as creating, altering, and deleting tax rates and groups.
  25. Allow Vendors: This field, if set to YES, will give you the privilege to add, edit, and delete vendors in its module.
  26. Allow POS Editor: If set to YES, it gives the permission to the employee to utilize the "POS Button Editor" module from the Employee Cloud Dashboard, allowing any change to take place, such as creating, altering, and deleting both buttons and panels.
  27. Allow Message Delete: Sometimes, the message that is sent from corporate to the store comes with the authority to delete. The employee(s) can delete the message from the Employee Cloud Dashboard if this flag is set to YES. If set to NO, the Delete button will not be visible. If the message is not sent to one employee, then any logged-in employees that are grouped can read the message, and only managers can delete the message.
  28. Allow Suggested Transfers: If this toggle is set to YES, you will be able to access the "Suggested Transfers" module from the Employee Cloud Dashboard. This transfer from one location to another is recommended by the system.
  29. Allow Lottery: This option will allow the employee(s) to handle the "Lottery" module from the Employee Cloud Dashboard. if the option is toggled to YES.
  30. Allow Adjustments: If this option is set to YES, then the employee(s) is allowed to make an adjustment; if it is set to NO, then you can't make adjustments.
  31. Allow Vendor Return Worksheet: If this option is set to YES, the data in the vendor return worksheet can be managed by the employee.
  32. Apply Adjustment/Transfer: If this flag is set to YES, it will allow the employee(s) to apply adjustment and transfer to the inventory after the process is physically completed from their respective Cloud Dashboard.
  33. Allow Scheduler: If set to YES, the employee can access the whole "Scheduler" module from the Employee Cloud Dashboard.
  34. Scheduler Admin: If set to YES, the employee will become the admin of the "Scheduler" module and can access it from the Employee Cloud Dashboard to assign shifts to other employees. This setting is generally set to YES for managers.
  35. Allow Travel: If set to YES, the employee group will have permission to access the "Travel" module from the Employee Cloud Dashboard.
  36. Allow List Reports: If this flag is set to YES, the employees will have the permission to access the list reports from the Employee Cloud Dashboard.
  37. Allow Sales Reports: If this flag is set to YES, the employees will have the permission to access the sales reports from the Employee Cloud Dashboard.
  38. Allow Inventory Reports: If this option is set to YES, the employees will be allowed to view and manage inventory reports from the Employee Cloud Dashboard.
  39. Show Sales: If set to YES, it will allow the display of the sales for the current day, previous day, month, and year of the Employee Cloud Dashboard.
  40. View Worksheets: If this setting is set to YES, the employee(s) are allowed to view the adjustment worksheet from the Employee Cloud Dashboard.
  41. Approve Worksheets: If this setting is set to YES, the employee(s) are allowed to approve the worksheet from the Employee Cloud Dashboard.
  42. Allow Edit Non-Working Order: If toggled to YES, employee(s) are permitted to add, remove, and edit items on an order form.
  43. Allow Order Min/Max Editing: This flag, if set to YES, will allow the employee to edit the maximum and minimum values of the items on the order from the Employee Cloud Dashboard.
  44. Allow Verify Invoices: If set to YES, then the employee(s) are allowed to verify the invoices from the Employee Cloud Dashboard.
  45. Allow to Delete Cycle Count: This setting, if set to YES, will allow the employee(s) to delete the cycle count from the Employee Cloud Dashboard.
  46. Allow to Delete Spot Check: This setting, if set to YES, will allow the employee(s) to delete the spot check from the Employee Cloud Dashboard.
  47. Allow Broad Count: If this setting is set to YES, it will allow the employee(s) to manage the "Broad Count" module from the Employee Cloud Dashboard.
  48. Access to all Daily Recon: This option, when set to YES, will give the employee(s) access to all the daily reconciliations from the Employee Cloud Dashboard.
  49. Access to all Shift Recon: This option, when set to YES, will give the employee access to all the shift reconciliations from the Employee Cloud Dashboard.

1.2. POS Settings

  1. POS settings allow you to control the employee's permissions on the POS.

                                                                                                   Figure 1.2
Flags:
  1. Allow POS: This is a global setting that, if set to YES, allows the employee to log into the application. The reason this is set to NO is that some companies have counting teams/inventory teams that don't have access to log into POS because they are not allowed to ring up the sales.
  2. Allow POS Editor: This setting, if set to YES, allows the employee to make changes to POS buttons and layouts.
  3. Allow Training Mode: This setting, if set to YES, will allow the employee to perform actions in the POS like test discounts, test buydowns, or practice ringing of items in the training mode.
  4. Allow Reg X: This allows employees to perform register actions; it won't allow them to close the shift, but it will show them the status for the day for sales, total payments, and tenders that have taken place. So, if this is set to YES, then it will allow the employee to do so.
  5. Allow Reg Z: If this is set to YES, then the employee is allowed to close their shift. It will close the shift and increment about 1 z number. If it is set to NO, then they can't.
  6. Allow Reg Cancel: If set to YES, the employee is allowed to perform this negative action. If toggled to NO, it won’t even be visible. 
  7. Allow Reg Void: This is a negative action. If this is set to NO, then the employee can't even see these options.
  8. Allow Reg Item Return: The employee is allowed to manage the return at the POS if the customer has returned the bought item if this flag is set to YES. But if it is set to NO, an employee will not be able to proceed with returns at the POS.
  9. Allow Reg Price Change: This will help employees change the price temporarily, though this is always set to NO regardless of the employee’s status at the store; it is set to NO for all employees.
  10. Allow Reg Temp Price Change: This field also helps you change the price temporarily. Managers or cashiers are not given permission to do so. 
  11. Do not Allow Temp Price Change/Manual Discount Below Cost: If this flag is set to YES, the employee won't be allowed to change the price temporarily, and also they won't be able to set the manual discount below the cost price of the item.
  12. Allow Reg No Sale: If set to YES, the employee is allowed to perform this negative action. If toggled to NO, it won’t even be visible. 
  13. Allow Reg Pay-Out: When set to YES, the employee is allowed to perform the pay-out action at the POS whenever required.
  14. Allow Reg Pay In: When enabled, the employee is allowed to perform the pay-in action at the POS whenever needed.
  15. Allow Shift Recon: This allows the employee to do the shift reconciliation; if set to NO, then you can't.
  16. Allow Reg Safe Drop: If toggled to YES, it will allow the employee to move the money from the cash drawer to the safe in order to avoid the cash overflow in the cash drawer.
  17. Is Recon Admin: If this button is set to YES, then the employee becomes the administrator. In most cases, the cashier is not allowed to be the administrator; only the manager can become the administrator. So, this will be set to YES for a manager and NO for a cashier to edit/alter/make changes to the reconciliation.
  18. Allow Daily Recon: Generally, it is set to YES only for the managers because cashiers do not have this permission.
  19. Allow Loyalty Full Search: If set to YES, this allows the employee to search for loyalties by email address, last name, or phone number. If this is set to NO, then the employee can only search through the phone number on their loyalty card.
  20. Allow Return Worksheet: If this option is set to YES, the data in the return worksheet can be managed by the employee.
  21. Allow Scan Store: This is a setting that when set to YES will allow the employee to use the Scan Store feature in the POS.
  22. Allow Scan Store - Edit Cost & Price: This is a setting that, when set to YES, will allow the employee to edit the cost and price in the POS.
  23. Allow Order Conversion: If this flag is set to YES, it will allow the employees to handle the order status and convert the working order into an order from POS.
  24. Allow Edit Non-Working Order: If this flag is set to YES, it will allow the employees to handle the order status and convert the working order into an order from the POS.
  25. Allow Complete Orders: If set to YES, this flag will allow the employee to complete the order from the POS.
  26. Override Blind Reg X/Z - Allow Visibility: This is a flag which, if set to YES, the system will override the Reg X/Z blind settings, and it will allow a particular employee to view the Reg X (Sales Details) and Reg Z (Sales and Z Counter Details) from POS. If not, then the employee is not allowed.
  27. Override Blind Shift Recon - Allow: When this flag is set to YES, the employee is allowed to view the sales generated at the end of the shift. If this is set to NO, then the employee will not be allowed to view the sales.
  28. Bypass Forced Timeclock: If this setting is set to YES, then the selected employee will be allowed to skip the clock-in step while carrying out the POS functions. 
  29. Force DL Scan: If this setting is set to YES, then it is mandatory for the employee to scan the Driving License (DL) of the customer before making any purchase at the POS.
  30. Access to all Daily Recon: This option, when set to YES, will give the employee access to all the daily reconciliations on the POS.
  31. Access to all Shift Recon: This option, when set to YES, will give the employee access to all the shift reconciliation from the POS.

1.3 Handheld Settings

Handheld settings allow you to configure permissions for handheld devices running the retail version.     
                     Figure 1.3

Flags:
  1. Allow Receiving: This is an inventory-based option that allows receiving of items if it is set to YES.
  2. Allow Reorder: When set to YES, it gives permission to utilize the "Reorder" module from a handheld device, allowing any change, such as creating, altering, or deleting orders.
  3. Allow Adjustments: If this option is toggled ON, an employee can manage the adjustment, which gives permission to create both positive and negative adjustments.
  4. Allow Time Clock: If this is set to YES, the allowed employee can manage time in and time out (Time Clock) and utilize time clocks within handheld devices.
  5. Allow Print Labels: If this is set to YES, it gives permission to manage print labels, which gives permission to scan and send labels to the label queue.
  6. Allow Cycle Count: It gives permission to utilize the "Cycle Counts" module in handheld, allowing any change to take place, such as reviewing, deleting, or applying counts.
  7. Cycle Counts Blind: It gives permission to manage the cycle count of stock and permits the removal of the snapshot quantity on hand when doing cycle counts.
  8. Allow Spot Check: When this field is set to YES, it gives permission to utilize the "Spot Checks" module on handheld, allowing any change to take place, such as viewing spot checks.
  9. Allow Transfers: If this is set to YES, it will allow the employee to handle transfers from the handheld device.
  10. Allow Pricebook: If this option is set to YES, it gives permission to manage the price book, which gives permission to scan items and view costs, prices, and quantity on a handheld.
  11. Allow View Cost: If this is set to YES, the employee will be able to view the cost of the item on their handheld device.
  12. Hide Average Costs: If this option is set to YES, it allows management to hide average costs so that the user can remove costs from the "Pricebook" module on the handheld. 
  13. Allow Receiving Verify: Whenever you are scanning the product, you can't see how many products you are supposed to have in the store. It is set to NO to prevent in-store theft. 
  14. Receiving Verify Blind: When you scan the product, you don't see how many you should have. So, this is toggled to YES to avoid in-store theft.  
  15. Allow Lottery Recon: If the option is toggled to YES, it allows you to do lottery reconciliation on the handheld.
  16. Lottery Recon Blind: If this is set to NO, you won't see what number you are supposed to be on while doing lottery reconciliation from a handheld device.
  17.  Allow Messages: If this is set to YES, the employee will be able to view and send dashboard messages from a handheld device.
  18. Allow Remote Sales: If it is set to YES, it will allow the employee to create and view the remote sales using the handheld device at the store location.

Once the settings are configured, click on "Save," "Save & New," or "Save & Close" to save the configured settings.

2. Edit Employee Group

Follow the steps mentioned below to edit the settings assigned to an employee group: 
  1. Click the Edit button highlighted in Figure 0.1 above to edit an employee group.
  2. The form highlighted in Figure 2.0 will appear on your screen.

                                                                                   Figure 2.0
  1. Make the changes as per the company needs.
  2. Finally, click "Save" to save the changes.

2.1 Show Employees

Follow the steps mentioned below to show employees:
  1. Click the “Show Employees” button highlighted in Figure 2.0 above to show employees that are added under that employee group.
  2. The form highlighted in Figure 2.1.0 will appear on your screen.
                                                   Figure 2.1.0
This button shows only the list of employees added in that group. The employee details entail their date of hiring, employee #, and employee name.

3. Delete Employee Group

The Delete function can be accessed from two places — one from the Edit Employee Group page and one from the Employee Group home screen.

Follow the steps mentioned below to delete the employee group: 

  1. Click the Delete Employees button highlighted in Figure 0.1 above to delete the employee group.
  2. The form highlighted in Figure 3.0 will appear on your screen.
      
                                                           Figure 3.0
  1. Click “Yes, Delete” to continue the process of deleting the employee group.
  2. Click “Cancel” to close the pop-up and skip the deletion process.

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