Was this article helpful?
Operators (Elite only)
This article will discuss the process of setting up an operator in Elite. Employee Setup is essential for allowing employees to maneuver through Point of Rental.
Topics included in this article
-
Getting there
-
Operator Record overview
-
Creating an Operator
-
Searching for an Operator
-
Employee Email Setup
Getting there
To search for an operator, in the top search bar, select the drop-down option. Select Operator and search for the operator.
Operator record overview
To skip to a specific area of the Operator record, use the below links:
Information tab
Information section
| Shared User | When this box is checked only Name and ID are Required. |
| Operator Name | This is the Employee’s Name. |
| Employee Number | This is the Employee Number. This field is used for importing time-click entries into Paychex. |
| Hire Date | This is the employee’s Hire Date. (This field is Optional) |
| Termination Date | This is the employee’s termination date. (This field is Optional) |
| Default Language | This allows you to change language in your software based on your user ID and password. |
| Change Language | If you have an employee that speaks another language, you can select their preferred language. The language available are English, Spanish, French, or German. If the option is not there to select that language, then they will need to go to ⚙ ️> Core Options > App Configuration > System Configuration > Language Translations. Right-click on the option for either language. Then check the box to identify it as a default language. Go back to employee setup and you will see the language as an option. |
| Default Department | You can select a specific department for this employee such as Dish room, Tent, Shop, etc. The departments are set by clicking the Department button. |
| Employee Group | You can select a specific group for this employee such as Managers, Counter, etc. The groups are set by clicking the Group button. To learn how to create employee groups, see the article Security Groups |
| Multi-group | With this box checked, an operator currently clocked in under a specific group will receive emails sent by the group. |
Contact Information section
| Mobile Phone | This is the employee’s cell phone number. |
| Mobile Provider | This is the provider of the cell phone number. (ex. AT&T, Verizon, Bell, Rogers) |
| Office Phone | This is the office phone of the employee. |
| Default Notification | How the employee wants to be notified. |
Time Clock section
| 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 as the same. |
| Time Clock Store | The store where the employee is going to clock in and out of. |
| Time Clock Only Operator | 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.” |
Other section
| Expense Rate | Employee's pay rate. |
| Rate Type | Hourly, Salary, etc. |
| Inactive | Check this box if the employee is no longer employed |
Security tab
Local Credentials section
These can be used to both access the application and validate user permissions while using the application. They can be short to make entering them a little easier.
| System Number | This is a system-generated number that cannot be modified. |
| Operator ID | This is the code that the employee must enter to get access to the Point of Rental System. It can be an alphanumeric code and up to 5 characters long. |
| Password | Set the employee password. You can set a unique password for each employee. |
Single Sign-On Credentials section
This is where the user’s email is entered. This is also the Login ID for Launchpad for global organizations. This is required to have access to many features integrated with POR One Mobile App.
Please note. when the system has a global organization, the admin updating emails must also have ‘Edit Permissions’ in Global. They must be logged in with Single Sign-On (SSO) credentials.
| This is the employee's email address. |
Permissions section
| Maximum Discount Percent | This is the maximum discount that this employee is allowed to set on a contract. This amount overrides the maximum discount allowed in Parameters. |
| Maximum Discount Amount | 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. This is defined in ⚙️ > Legacy Options > System Security > Tracking Tab. |
| Maximum PO Value | 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 POs for any amount. |
| Smart Equip Role | This is where you set the smart equip group for the employee. See our Smart Equip document for more details. |
| Smart Equip PO Submit | Checking this box allows the employee to approve Purchase Orders from Smart Equip. |
| Password Level | Set password levels for passwords assigned to the employee. Password levels range from lowest to highest (Key Counter, Assistant Manager, Store Manager, Regional Manager, Owner). |
| Menu Security | 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 ⚙️ > Legacy Options > Security > Menu Security. |
| PO Verify Variance | This field is used for instances where the received invoice from the vendor does not match the closed purchase order, and the employee verifying the invoice may not have the ability to modify it over a certain amount. This can be set as a dollar amount or percentage. |
| Subrental PO Verify Variance | This field is used for instances where the received invoice from the Subrental vendor does not match the closed purchase order, and the employee verifying the invoice may not have the ability to modify it over a certain amount. This can be set as a dollar amount or percentage. |
Picture tab
This area allows you to view, change, print, or save the image on file. You can add a picture of the employee, their driver’s license, certificates, and more.
Store tab
In this area, you can view, add, and remove an operator from a store location.
Call Log and Task tab
In this area you can view, open, and create call logs or tasks assigned to the operator.
Security Groups tab
In this tab, you can add or remove assigned security groups for the operator. When an operator is assigned to a security group, that Group will be set in the Security feature for that Operator:
Creating an Operator
- To create an operator, from the search bar, click on the down arrow.
- In the drop-down, click on the + icon next to the Operator option. If this option is not available to you, contact your Point of Rental administrator. This may be a security reason.
- The Operator Record Overview will appear. For each tab, fill in information. Before you can save, all required information must be entered. Required fields are displayed in red. Each tab will indicate the number of required fields there are within the area.
- For more information on each fields within each tab, see our topic Operator record overview.
- When you're ready to save the record, press submit (bottom right corner). If the record is saved successfully, you'll see a message.
Employee Email Setup
Fill in the below information to setup the employee's email. All information MUST be filled out to use Oauth2 integration. For more information on setting up oath2 or general email setup, please see Gmail and Oauth 2 Email Setup or Email employee setup.
Here's how to get there:
⚙ ️> Legacy Options > Security > Employee Security > Choose a user (Bret Crosby) > Email Setup
-
Email Address - The email address/account of the employee.
-
Email Password - The password for the email account.
-
Email Domain - This will be determined by your email provider.
-
SMTP Server - This will be determined by your email provider.
-
SMTP Port - This will be determined by your email provider.
-
Use SSL - This will be determined by your email provider.
-
Reply to Address - Enter in an email where you would want the recipient to reply. If you prefer it to be the same as the email above, leave this blank.
-
Display Name - This will be the name that the recipient will see regarding who the email came from.
-
Blind Carbon Copy - Point of Rental is not an email application and therefore does not have a sent box. We recommend setting up a BCC with the operator’s email address. This allows access to all sent emails from the Point of Rental application. Additionally, we recommend setting up a secondary generic email box where all emails sent from Point of Rental will be sent through this BCC email; this gives management an easy way to see all email activity from Point of Rental.
-
Graphic File Name - You can place a logo on your hard drive and enter the path to the logo here (c:\por\mylogo.jpg). The logo will appear below the signature text.
-
Register for Oauth2 - An option for Gmail and Microsoft365 users using SMTP, is to register their email for Oauth2 authentication. Selecting this button will take the user to their account in a web browser to complete the process.
Email Hierarchy Logic
In this logic list, when the result is true, the program stops processing and uses those email settings to send the email.
- Check for employee store-specific settings.
- Check for employee global settings.
- Check for company store-specific settings.
- Use the company global settings.
- If not set up, the email will fail.