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Overview
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Overview
The Employee module allows a Club to manage an Employee’s contact information, job codes, security, areas, and other fields pertinent to the Employee. Within the module, new employees can be added by replicating an existing role at the club, or by adding a new position at the Club. Additionally, employee access and status can be controlled within this module. Use Case A new Manager of Food and Beverage started at the Club today. Management will add the new employee to the database, and will model the employee after the former F&B Manager. Care will be taken to ensure the former F&B Manager (who resigned), can no longer access the database. |
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While not recommended, individual permissions may be applied if necessary by selecting the required areas. The Select All, and Deselect All buttons are available to assist with quick assignment and unassignment.
Departments
Employees must have rights to at least one department. The Departments Tab is used for security purposes. More specifically, the Departments tab can be used to hide certain aspects of the system from employees.
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While not recommended, individual permissions may be applied if necessary by selecting the required Departments. Note that the Select All, and Deselect All buttons are also available to use for quick assignment and unassignment.
Note: For timekeeping purposes, an employee must have rights to the departments linked within the areas they will be working. For instance, if a server will be working in the Dining Room area, and the Dining Room area is linked to the Food & Beverage department, the server will need to have rights to the Food & Beverage department for timekeeping to report properly. If the employee does not have the correct departmental rights, they will not show on the Employee Hours report.
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As noted above, the Employee can double-click any record, to receive a prompt telling them what rights they will need to see that specific record.
Terminating an Employee
When an Employee is no longer employed by the Club, ensure the Employee’s status is updated, and ensure the Employee can no longer access the system.
Important: Please note that it is not advisable to delete an employee as this will cause issues with chit history.
1) Launch the Employee’s Profile by clicking on on Employees,and and double-clicking on the the Employee.
2) Navigate to the Personal the Personal tab, then:
a)
Set
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Employee Status to Terminated.
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Set the Release Date to the date of termination.
3) When finished, click Save and Close to save the settings to the Employee Profile.
4) Next, navigate to Employees, Manage Employees grid. Right-click on the employee, and then click Delete. This is a best practice to keep the Employee Grid clean and up to date with current employment. (Note: Deleted records can still be viewed by clicking the Active button above the grid).
5) Confirm deletion by clicking Yes.
6) Click OK to acknowledge deletion success, and then click Close to return to grid.
Reporting Implications
Many of the canned Item Sales Reports will have a flag to Include Deleted Employees within the report (this flag is checked by default). Verify this parameter is checked to prevent skewed reporting.
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Navigate to the System tab, then:
Remove Card Swipe ID to prevent the terminated employee from logging into the POS any longer.
Change Password to prevent employee from accessing CMA any longer (This can be updated to any bogus password).
When finished, click Save and Close to save the settings to the Employee Profile.
Determining Which Employees Have Been Terminated
Remember, it is advisable to NOT delete an employee from the system as this could cause problems with chit history. However, to quickly determine which employees have been terminated:
Filter the Employee Status column to only display ‘Terminated’ Employees.
If the Employee Status column is not already on the Grid:
Right-click anywhere on the Grid and choose Customize Columns.
Double-click or drag and drop the Employee Status column to add it to the Grid.
Rehiring a Former Employee
In cases where a terminated employee returns to the club, the employee’s deleted profile can be reactivated, or undeleted.To reactivate an employeeto reactivate their account:
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2) Select the Active button to pull up All Records.
3) Deleted records will be highlighted in red. Right-click on the deleted record, and then choose Undelete.
4) Confirm undeletion by clicking Yes.
5) Click OK to acknowledge undeletion success, and then click Close to return to grid.
6) Double-click on the newly Activated employee to launch the Employee’s Profile.
7) Next, navigate to the Personal tab, and:
a) Set Employee Status to New Hire, Re-hire, or other appropriate status.
b) Highlight the Release Date and select delete on your keyboard to ensure Release Date is blank.
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1) Double-click on the rehired employee to launch the Employee’s Profile.
2) Navigate to the Personal tab, then:
Change the Employee Status to New Hire or any other status that applies.
Highlight the Release Date and select delete on your keyboard. This will delete out the old Release date.
3) Navigate to the System tab, then:
Provide the re-hire with a Card Swipe ID. This will provide them with access to the POS.
Update their Password to reinstate their access to CMA.
4) When finished, click Save and Close to save the settings to the Employee Profile.
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Best Practices
Assign security by Employee Groups rather than at the individual Employee level.
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