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Staff Member Maintenance |
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Staff Member Maintenance |
There are two types of staff member that the Portal treats separately:
A Portal User is a staff member that has access to the Portal. Depending on the access levels granted to the User, they can perform administrative tasks, view and print reports, order stock from creditors or bill debtor clients, for example.
An Employee is a staff member that uses a Terminal to process a transaction. These people are recognised by the Portal when the sale is made, but they do not have access to the Portal itself (indeed they do not even need to know of the Portal's existence in order to make a sale). It is important that staff records are kept up-to-date in the Portal, because every sale is attributed to an Employee when it is uploaded to the Portal.
A staff member can be either a Portal User or an Employee or both.
Portal Users are created in the Portal User Maintenance screen. This screen can be accessed by navigating to the User Menu (by selecting Menus > Users), then selecting the Portal User section and the User Report (Portal) link to open the Portal User Report screen. The User Menu is displayed below, followed by the Portal User Report screen.
To create a new Portal User, select the Create New Portal User link, or you can click on the name of an existing user to edit their details. This opens the Portal User Maintenance screen which has two tabs of information, Name and Security. The Name tab provides contact details for the User and some user preferences, while the Security screen sets the permission levels, default company and login password for the User.
Enter a Login Name at the top of the screen for the Portal User - this is the username that the User will enter to log into the Portal. In the Name tab, enter the Portal User's First Name, Surname, Position, Phone number, Fax number, Mobile number and Email address in the fields provided. Set an Expiry Date for the User's access rights and an Idle Logout time to automatically log the User out when the system is idle. Format the Menu style by selecting the Menu Colour, Menu Font, Menu Size and Menu Style from the drop-downs provided. The User Enabled checkbox provides a way to revoke Portal access from the User without deleting their details.
The Security tab provides the following fields:
User Type: Select the type of User from the following list of options:
Master Administrator: Has full control over the Portal for the SBU as a whole. All other access permission settings are ignored for a Master Administrator.
Company Administrator: Has full control over the Portal for a specific Company. However, other access permission settings do affect a Company Administrator.
Company User: Can perform any task across multiple sites in the Company except for adding additional Portal Users.
Site Administrator: Has full control over a single Site in the Portal and cannot view information from other Sites in the Company.
Supervisor: Can perform any task for a single Site in the Portal and cannot view information from other Sites in the Company.
User: Can only perform limited tasks for a single Site in the Portal and cannot view information from other Sites in the Company.
No Access: Cannot access the Portal at all.
Report Access: This drop-down can be used to limit the Portal User's access to various Report screens. You have the option of allowing the Portal User access to All Report screens, Inventory Reports only, Frequent Shopper Reports only, Balance Reports only, Sales Reports only, User Reports only, or No Access to deny the User access to Reports screens in the Portal.
Permission Level: This drop-down list grants the Portal User access to certain areas of the Portal. Master Administrators ignore this field, but for other User Types this field specifies the level of access the Portal User has to read, write and delete information in the Portal. The permission levels can be edited in the Access Level Maintenance screen.
Default: Select a default Site for the User from the drop-down list. This setting limits those Users with Site Administrator access or below to this specific Site. For Company Users, Company Administrators and Master Administrators, this setting selects the default Site selected in Reports screens where filtering by Site is an option.
Current Password: Enter the password of the User currently logged into the Portal. That is, the User who is setting up the new Portal User enters their password here. If a Portal User is editing their own profile, enter your old password here if you wish to change your password.
User Password: Assign the new Portal User a password to use to log into the Portal in this field. If you are changing your own password, enter your new password in this field.
Press the Save button to save the Portal User's details to the Portal. The New button allows you to create a new Portal User without returning to the report screen, and Delete can be pressed to remove the currently selected Portal User.
POS Users are created from the Employee Maintenance screen. Start by opening the Employee Report, accessed from the Employee section of the User Menu (Menus > Users). The Employee Report lists all of the POS Users registered for a selected Site. To create a new POS User, select the Create New Employee link at the top of the report. You can edit the details of an existing POS User by selecting the link that corresponds to their name. The Employee section of the User Menu is displayed below, followed by the Employee Report.
The Employee Maintenance screen is opened when you create a new Employee or select an existing Employee from the list of POS Users in the Employee Report. There are six tabs in the Employee Maintenance screen:
Name: The Portal will automatically assign a unique number to identify the person in the Portal. Enter a Login Name, POS Name and Portal Name for the Employee. A POS User's Login Name refers to the username they enter to login to a POS Terminal. The POS Name is the name that is displayed on the Terminal's login keys and is also printed on receipts issued from the POS. An Employee's Portal Name indicates what will be displayed on Portal reports when referring to the POS User (in the sales journal for example).
Passwords: This tab allows you to assign a Password to the Employee and set how the password is used and updated. Note that after entering the POS User's password, it is necessary to press the Save button before continuing.
Security: Here you have the option of allowing the Employee access to the Portal by assigning a User Security Level. This screen also allows you to set how the Employee can use the Point of Sale terminal.
Account: Set the Employee's Account expiry settings in this screen to allow for a temporary Employee, or set the Account Expires field to False for a permanent Employee.
Locations: Exclude the Employee from using terminals in specific Locations in this screen by unchecking the box for that Location.
Five buttons appear at the bottom of the form:
Find: Opens the Employee Report screen to allow you to open an existing Employee record.
New: Creates a new Employee record with blank details for you to enter.
Delete: Deletes the currently selected Employee record.
Save: Commits the Employee details to the Portal.
Reset: Reverts the data to the last saved detail, allowing you to remove all of the changes you have made to the record since the last time you saved.
The Portal provides two reports that help monitor your Portal Users' usage of the Portal. The Access Reports can be opened by selecting Menus, Sites and Access from the Navigation Menu. There are two links in the Access section of the Site Menu, User Accesses and Access Counts, and they open each of the available Access Reports.
Select the User Accesses link to open the Access Report. This report displays total number of hits in the Portal by each Portal User in the selected Site during the specified period.
Clicking on a Portal User's Login Name opens the Portal User Maintenance screen, allowing you to edit the details of the user. Selecting a count total for a user opens the User Access Details report. This report provides a detailed analysis of which Portal screens were visited by the user for each of the counted hits. The report displays the Time, Screen Information, Site Name and IP Address for the user for each hit.
Even greater detail can be displayed on a particular hit by clicking on the time of the hit. This opens the User Extra Access Details report. The report displays the user's Login Name, Date and Time of the selected hit, Site Name, IP Address, ISP Host, Browser and Operating System Details, Host, Request, Full Request, Access Level and Miscellaneous Information.
The Access Counts link in the Access section of the Site Menu opens the Access Counts Report. This report provides totals of number of hits in the Portal during the selected period.
Staff maintenance in the Portal involves both Portal User Maintenance and Employee Maintenance. Portal Users are granted access to the Portal and can perform duties according to the security level they are assigned. Their access can be monitored through the use of the Access Reports available in the Site Menu. Employees are the point of sale operators that make transactions which are sent to the Portal. In this topic we have discussed staff maintenance in detail and looked at the Access Reports available to aid in monitoring staff activity.