Employee Setup (Expert only)

Employee Setup is essential for allowing employees to be able to maneuver through Point of Rental. Here, employees can be entered into Point of Rental, their information modified, and their security levels set. To learn how to create an Operator in Elite, see the article Elite | Operators.

Topics in this article include

• Getting there

• Employee Setup Menu

• Edit Employee Information

• Security tab

• Security Groups

• Certifications

Getting there

Here's how to get there
Expert: Program Menu > Security > Employee Setup
Elite: Configuration Gear > Security > Employee Setup

Employee Setup Menu

Show inactive employees - This allows you to display inactive employees who are no longer with the company. Employees cannot be deleted, they can only be made inactive.

Add - This allows you to add new employees to the operator ID.



 

Edit Employee Information
 

Information

Number - This number is computer generated.

Inactive - Check the box if the employee is no longer employed at the company.

Operator Id - This is a code the employee must enter to get access to the Point of Rental system. It can be any alpha-numeric code up to 5 characters long.

Time Clock Id - If you are using the Time Clock magnetic cards for your employees to clock in, you probably have two operator IDs for each employee. One Operator Id for the counter id, and one for the time clock id. You can now set a counter id and a time clock id for each employee. If you don’t use the magnetic employee cards then you would normally just set the counter id and the time clock id the same.

Time Clock Only - If the employee only needs to make time clock entries but has no other access to Point of Rental systems, then click the box next to “ Time Clock Only”.

Name - This is the employee’s name. It is suggested to enter the last name followed by the first name.

Employee No - This is the employee’s number. This field is used for importing time clock entries into Paychex.

SS Number - This is the employee’s social security number. This field is optional.

Hire Date - This is the employee’s hire date. This field is optional.

Termination - This is the employee’s termination date. This field is optional.

Expense Rate - This is the employee pay rate.

Pay Type - Hourly, salary, etc.

Language - This allows you to change the language in your software based on your user ID and password.
 

Change Language - If you have an employee that speaks either Spanish, French, or German you can customize that user to have Point of Rental translated in their preferred language. If the option is not there to select that language, then you will need to follow the appropriate path Expert: Program Menu > Configuration > System Configurations > Language Translations or Elite: Configuration Gear > App Configurations > System Configurations > Language Translations. Right-click on the option for either Spanish, German, or French. Then check the box to identify as a default language. Go back to the employee setup and you will see the language as an option.

Options

Groups - You can select a specific group for this employee such as managers, counter personnel, etc. The groups are set by clicking the Group button.

Multi-group - With this box checked, an operator currently clocked in under a group will receive emails sent by the group.

Menu - If this employee needs special access different from the default terminal access, then select the appropriate menu security level in the Menu drop-down box. The menu security levels are entered under Security > Menu Security.

Home Store - For multi-store systems, select the home store of this employee. If the employee moves between the stores, select #000.

Cash Drawer - This allows the employee to use a specific cash drawer independent of which terminal they are working at. If this field is set to “None”, then the default cash drawer for the terminal the employee is working at will be used.

Deposit Drawer - This allows the employee to use a specific deposit drawer independent of which terminal he is working at. If this field is set to “None”, then the default deposit drawer for the terminal the employee is working at will be used.

Department - You can select a specific department for this employee such as Dishroom, Tent, Shop, etc. The departments are set by clicking the department.

Contact

Email - This is the employee’s email address.

Cell Phone - This is the employee’s cell phone number and cell provider.

Default Method - This is the method that the employee would like to be contacted when someone sends a message to them.

Office Phone - This is the employee's office phone.

Security tab
 

Password - This sets the employee password. You can set a unique password for each employee.

Password Level - This sets the password level for passwords assigned to the employee. Password levels range from lowest to highest: Key Counter, Assistant Manager, Store Manager, Regional Manager, Owner.

SmartEquip Role - This is where you set the smart quip group for the employee. See the SmartEquip document for more details.

SmartEquip PO Submit - Checking this box allows the employee to approve Purchase Orders from SmartEquip.

Max Discount % - This is the maximum discount that this employee is allowed to set on a contract. This amount overrides the maximum discount allowed in Parameters.

Max Price Change - This is the maximum line item price that this employee is allowed to change without entering a password. This amount overrides the Maximum Price Change for No Password defined in System Security>Tracking Tab.

Max PO Amount - This is the maximum Purchase Order amount that this employee can write. Any PO over that amount will need to get approval. An amount of 0 or blank would mean the employee can write a PO for any amount.
 

Note:

a. Each operator ID should have its own password set and tied to the proper password level. 

b. Store-level passwords should be changed and not given to your employees; forcing them to use their new personal password. When prompted for a password you can simply type in your password. This assumes that the system already recognizes you as the current user.

c. If you are entering in an Override password for another employee, simply click the Operator Password button in the bottom left corner. Enter your ID and then your password. By identifying yourself with your ID the system then expects your password. If your password is not entered the override will not be allowed.

d. To restrict the ability to create an open PO, set the operator to -999,999.

Security Groups

This allows you to assign operators to multiple security groups.

Here's how to get there
Expert: Program Menu > Security > System Security > Security Details
Elite: Configuration Gear > Security > System Security > Security Details

You can set the security levels, company or employee, for the different areas within your Point of Rental software. You can choose whether those security settings are assigned to an individual or group.

Once selected, you can go to Security Tab in the Employee Info screen, and on the left windowpane, you can check the box for the appropriate group.

The company, employee group, and employee are the levels at which security can be set. The employee is at the top of this hierarchy. If there is no employee setting, it will fall to the employee group, and if there is no employee group, to the company setting. If an employee setting has been invoked and then the user would like to set it back to the group or company setting, the user can right-click on ‘Employee’ in the type column and revert it to either ‘Employee Group’ or ‘Company’.
 

Certifications

This lists all employee certifications and training, along with the certification type, date, issuer, and expiration date.
 

Certification Types

You can view/add certification types by selecting the Certification Types option at the top of the screen. You will get the below screen where you can view and add certifications. You can also make inactive certification types visible.

Add/Edit Certification

When adding a new certification type, you can enter a description or type of certification, provider, how long the certification is valid, cost, weblink, and any comments.
 

Application

The counter person is trying to overbook an item but does not have a high enough password level to do so. Their supervisor comes over to approve. In the past, the supervisor would use the store password and the overbooking log would show the counter person as the person overbooking. Now, because the supervisor identified themselves, the log will show them instead of the employee.