Employees

Employees

Employee Overview

Every employee is allowed a certain set of permissions, which are either assigned individually to them or inherited by employee groups.
The hierarchy of the users as per the grant of permissions: Corporate Employee>> Manager>>Cashier.
The employees are enabled/disabled to perform actions that are directly tied to their logins.
Reaching the Employee Module

To reach the Employees module:     

  1. Log in to Control Center
  2. Choose Point of Sale
  3. Choose Maintenance
  4. Choose Users/Employees
  5. Choose Employees

Understanding the Employee Module Layout

Please see the image below labeled Figure A for a description of the buttons and fields that appear on the screen.



                                                                                   Figure A
1. Add New Employee: This button helps the user add an employee to the POS system. 
2. Edit New Employee: This button helps the user edit the employee in the POS system. 
3. Delete Employee: This button helps the user delete an employee from the POS system. 

Adding a New Employee

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

                                                                                 Figure B
Tabs: 
1. Details: This tab displays the employee details.
2. Contact: This tab displays the contact details of the employee. None of the information is required. If the retailer wants to have contact information, then it can be filled in.
3. Permissions: The Permissions tab displays the permissions given to the employee in the POS application. (See Figure C)


                                                                           Figure C  

1. Dashboard Setting: The permissions for the dashboard that are allowed to a specific employee will be shown as highlighted in Figure D.

                                                                        Figure D
Select the location of the employee if they are allowed to operate only at a particular location.
Dashboard settings affect how much control an employee has over the cloud dashboard.

POS Settings

2. POS Setting: These POS permissions are given to the newly added employee. (See Figure E).


                                                                              Figure E

3. Handheld Setting: This is the setting for the handheld device that is allowed for a newly added employee.
(See Figure F)

                                                                  Figure F

Details Tab

Buttons:

4. Show Permissions: This button shows you all the permissions given to a particular employee.
5. Save & Close: This button saves the changes and exits the add new employee form.
6. Save & New: This button also saves the changes made but opens the Add New User form.
7. Save: This button saves the current changes and opens the same page.
8. Cancel: This button cancels all changes made to the employee. 

Form Fields:
9. First Name: Give the employee's first name here in this field.
10. Last Name: Enter the last name of the employee in this field.
11. Display Name: Choose a display name for the newly added employee. This is a way to protect the real identity of the employee. If this field is left blank, the first and last names will appear on the customer facing display.
12. Employee Number: Mention the employee's number here.
13. Password: This password would be required to log into the Control Center. It is recommended to have a numerical password for two reasons: firstly, the employee doesn't have to remember multiple passwords, and secondly, while logging in to the POS system, there isn't going to be a keypad, so an alphanumeric password won't work.
14. Password Confirmation: Re-enter the password to confirm it.
15. Active: If the Active toggle is on, the employee is allowed all the permissions in the POS, if it is toggled off, it implies that the employee is no longer employed with the company and all the permissions assigned to them will be revoked.
16. Date of Birth: Fill in the date of birth of the employee.
17. Date Hired: Give the hiring date of the employee here.
18. Payroll ID: This field is handled by the payroll expert.
19. Payroll EIN: This field is also for payroll experts.
20. Payroll Company: Mention the name of the payroll company that is handling the payroll functions.

Contact Tab

Please see the image below labeled Figure G for a description of the buttons and fields that appear on the screen.

                                                                            Figure G
1, 2, 3: These are different tabs that display different employee attributes and permissions.

Buttons:
4. Show Permissions: This button shows you all the permissions given to a particular employee.
5. Save & Close: This button saves the changes and exits the Add New Employee form.
6. Save & New: This button also saves the changes made but opens the Add New Employee form.
7. Save: This button saves the current changes made and opens the same page.
8. Cancel: This button cancels all changes made.

Fields:
9. Address 1: In order to give the address details, give the address of the employee.
10. Address 2: Fill in more information, if required.
11. City: Mention the employee's city name.
12. State: Fill in their state name where their city lies.
13. Zip: Give the zip code of the city where the employee resides in.
14. Cell Phone:  Provide the employee's cell phone number in this field.
15. Home Phone: Fill in their home phone number in this field.
16. Emergency Contact Name: Enter the name of one emergency contact person provided by the employee.
17. Emergency Contact Number: Fill in the contact number of the emergency contact person for the employee.

Permissions Tab

Please see the image below labeled Figure H for a description of the buttons and fields that appear on the screen.

                                                                             Figure H
1, 2, 3: These are different tabs that display different employee attributes and permissions.

Buttons:

4. Show Permissions: This button shows you all the permissions given to a particular employee.
5. Save & Close: This button saves the changes and exits the Add New Employee form.
6. Save & New: This button also saves the changes but opens the Add New Employee form.
7. Save: This button saves the current changes made and opens the same page.
8. Cancel: This button cancels all changes made.
9. Add: This button helps you add the employee group.


                                                     Figure I

10. Dashboard Settings: These settings are the permissions that will be displayed to the employee on the dashboard.
See (Figure J)


                                                                    Figure J

Fields:

  1. Allow Pricebook: It gives permission to utilize the Pricebook module in POS, allowing any change such as prices and costs.
  2. Allow Vendor Parts: It gives permission to utilize the vendor parts module in POS, allowing any change to take place such as adding, altering, or deleting vendor parts.
  3. Allow Skip Cycle Count Counted Prompt: As a store employee, you will do the inventory. You count products on the shelf and compare what you physically count to what the store physically has on the shelf.
  4. Allow Transfers: This option lets you create transfers for items if toggled to YES.
  5. Allow Receiving: This is an inventory-based option that allows receiving of items if this is set to YES.
  6. Allow Order Conversion: If this order is toggled to YES, it converts a purchase order into an invoice. If you set this to NO, you can create a purchase order but not an invoice. 
  7. 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 else who has permission to do that. Since a person with permission is only allowed to send an EDI, the order is always going to be correct.
  8. Allow Daily Recon: If set to YES, this will allow you to do daily reconciliation. Generally, store managers have this permission.
  9. Allow Department Groups: If it is turned ON, the Department Group is directly related to its respective module in the Maintenance module. If it is turned OFF, then you cannot see these options.
  10. Allow POS Flags: If this field is turned ON, then you have the right to add, edit, and remove POS Flags.
  11. Allow Vendors: This field, if enabled, will give you the privilege to add, edit, and delete vendors in its module.
  12. Allow View Cost: This is more of a global setting. If this is set to YES, then you can see the cost of their products. Most of the time, this is set to NO because owners don't want their store-level managers to see the product price in order to avoid assuming how much profit is made. 
  13. Allow Suggested Transfers: It is very similar to transfers; the only difference is that the system suggests this transfer from one location to another rather than manually putting everything.
  14. Allow Adjustments: If this option is toggled ON, then you are allowed to make an adjustment and even edit it; if it is toggled OFF, then you can't adjust the purchase order.
  15. Allow Scheduler: If set to YES, you can access the scheduler; if set to NO, you cannot access it. 
  16. Allow List Reports: The list reports won’t be visible to you if your permissions are toggled OFF.
  17. Allow Inventory Reports You won't be able to see the inventory reports if your permission for inventory reports is set to NO.
  18. Allow Cost Editing This is always turned off for both managers and non-managers. The corporate owner is only allowed to manage the cost of the products.
  19. Allow Edit Non-Working Order If toggled to YES, you are permitted to add, remove, and edit items on an order form. If this is set to NO, you can’t.
  20. Allow Verify Invoices If the option is toggled to YES, then you are allowed to verify invoices, if set to NO, then you are not allowed to. Generally, cashiers don’t have this permission because cost and inventory modules are sensitive to committing mistakes. Hence, only managers are given permission.
  21. Allow Buydowns: Commonly, you don’t have permission to deal with buydowns, and depending on the location, even managers don’t have permission for this.
  22. Allow Cycle Counts: You can have permission to add, edit, and remove cycle counts if this option is set to YES.
  23. Allow Spot Checks: If the spot checks option is enabled, it will let you edit the spot checks on the inventory level.
Transfer Approval Type Transfer Approval is categorized into 3 categories:
  1. No Approval Required
  2. Corporate Approval Required
  3. Store Approval Required
The right option can be chosen accordingly.
  1. Allow Reorder: You can also make changes in the order form based on whether the permissions are set to YES or NO.
  2. Allow Complete Orders: If the purchase order is sent as an EDI or converted to an invoice, then the purchase order is already complete.  If this is not the case and if this option is enabled, then you can complete the order. 
  3. Allow Shift Recon: Almost everybody at the store has permission for shift reconciliation. If you are ending your shift, it will directly go to shift conciliation. If you are running registers, then you are responsible for your cash drawer.
  4. Allow Departments: If toggled to YES, you can edit the department form.
  5. Allow Employees: If this option is set to YES, then you can edit the Employees module.
  6. Allow Taxes: If the taxes are toggled to YES, then you can make changes in the Taxes form.
  7. Allow POS Editor: If the POS Editor is set to YES, then you have the right to edit the POS editor. 
  8. Allow Message Delete: Sometimes, the message that is sent from corporate to the store comes with the authority to delete. If this option is set to NO, the delete button will not be visible. If the message is not sent to one user, then any logged-in user can read the message, and only managers can delete the message.
  9. Allow Lottery: This option will allow you to do the lottery reconciliation if the option is toggled to YES.
  10. Apply Adjustments: This option is different from Allow Adjustment; with it, you are just allowed to view, edit, and remove the adjustment, but with Apply Adjustment, if permissions are given, you can make changes on the inventory level.
  11. Allow Travel: It gives permission to manage the travel module on POS.
  12. Allow Sales Reports: If this option is set to YES, you will be able to schedule, print, or generate a sales report.
  13. Allow Price Editing: This option is always set to NO because no user is given the right to edit the price of the products.
11. POS Settings: These are the settings that allow employees to perform various actions in the POS application. (See Figure K)


                                                                   Figure K
Fields:
  1. Allow POS: This is a global setting that, if turned ON, it allows the user to log into the application. The reason this is turned off 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 Training Mode: This field allows you to perform actions in the POS like test discounts, test buydowns, or practice ringing of items.
  3. Allow Reg Z: If this is set to YES, then you are allowed to close your shift. It will close the shift and increment about 1z number. If it is set to NO, then they can't.
  4. Allow Reg Void: This is a negative action. If this is turned OFF then, the user can't even see these options.
  5. Allow Reg Item Return: This is also a negative option that involves item returns by a customer 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.
  6. Allow Reg Pay In: This enables you to perform pay-in actions. 
  7. Allow Shift Recon: This allows you to do the shift reconciliation; if set to NO, then you can't.
  8. Is Recon Admin: If this button is set to YES, then the user 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.
  9. Allow POS Editor: This allows you to make changes to POS buttons and layouts.
  10. Allow Reg X: This allows you to perform register actions, it won't allow you to close the shift, but it will show you your status for the day for sales, total payments, and tenders that have taken place. 
  11. Allow Reg Cancel: If set to YES, the user is allowed to perform this negative action. If toggled to NO, it won’t even be visible. 
  12. Allow Reg Price Change: This will help you change the price temporarily, though this is always turned OFF regardless of the employee’s status at the store.
  13. Allow Reg Temp Price Change: This field also helps you change the price temporarily. Managers and cashiers are not given permission to do so. 
  14. Allow Reg Pay-Out: When turned ON, the user is allowed to perform the pay-out action. 
  15. Allow Reg Safe Drop: If toggled to YES, it will allow the user to safely drop.
  16. Allow Daily Recon: Generally, it is turned ON only for the managers because cashiers do not have this permission.
  17. Allow Loyalty Full Search: If set to YES, this allows the user to search for loyalties by email address, last name, or phone number. If this is turned off, then the user can only search through the phone number on their loyalty card.

Handheld Settings

12. Handheld Settings: These are the settings for permissions that an employee can do on an Android handheld. (See Figure L)


                                                                     Figure L

Fields:

  1. Allow Receiving: This is an inventory-based option that allows receiving of items if it is set to YES.
  2. Allow Adjustments: If this option is toggled ON, an employee can manage the adjustment, which gives permission to create both positive and negative adjustments.
  3. Allow Print Labels: If turned ON, it gives permission to manage print labels, which gives permission to scan and send labels to the label queue.
  4. 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.
  5. Allow Pricebook: If this option is toggled ON, it gives permission to manage the price book, which gives permission to scan items and view costs, prices, and quantity on a handheld.
  6. Hide Average Costs: If this option is toggled ON, it allows management to hide average costs so that the user can remove costs from the Pricebook module on the handheld. 
  7. 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. 
  8. 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.
  9. Allow Reorder: It gives permission to utilize the reorder module in POS, allowing any change such as creating, altering, or deleting orders.
  10. 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.
  11. Allow Cycle Count: It gives permission to utilize the cycle counts module in POS, allowing any change to take place, such as reviewing, deleting, or applying counts.
  12. Allow Spot Check: When this field is set to YES, It gives permission to utilize the spot checks module in POS, allowing any change to take place such as viewing spot checks.
  13. Hide Costs: Permitted employees can hide costs, allowing the user to remove costs from the Pricebook module on the handheld. 
  14. 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. 
  15. Allow Lottery Recon: If the option is toggled to YES, it allows you to do lottery reconciliation on the handheld.

13. Location Settings: 

Add Location Settings: Select a particular place or apply the settings to all the locations (stores). See (Figure M) below

                                                Figure M
Fields:
  1. Choose groups: In this field, permission groups can be created for the newly added employee.
  2. Is Manager: If the newly created employee is the store manager, toggle this option ON. 

Editing New Employee

Follow the steps mentioned below to add a new employee:
  1. Click the “Edit” button highlighted in Figure A above to add a new employee.
  2. The form highlighted in Figure N will appear on your screen.

                                                                   Figure N

Tabs: 

1, 2, 3: These tabs are explained above in the Add New Employee part.

Buttons:

4. Show Permissions: This button shows you all the permissions given to a particular employee.
5. Delete: This button deletes the information filled in the employee form.
6. Save & Close: This button saves the changes and exits the Add New Employee form.
7. Save & New: This button also saves the changes made but opens the Add New User form.
8. Save: This button saves the current changes and opens the same page.
9. Cancel: This button cancels all changes made to the employee form.
 

Fields:

Fields are described above in the Add New Employee form.

Deleting Employee

Follow the steps mentioned below to delete the employee group:
  1. Click the “Delete” button highlighted in Figure A above to delete employees.
  2. The form highlighted in Figure N will appear on your screen.

                                           Figure O
  1. Click “Yes, Delete” to continue the process of deleting the employee.
  2. Click “Cancel” to close the pop-up and skip the deletion process.

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