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• • First, Middle (Optional), and Last Name
  • Email and Phone: Once added (on the Communications tab), data will be visible on this tab, and if more than one option is added, the “default” values may be specified.
  • Salaried Employee designation - If checked, the employee will have no clock in/ out options at the POS.
  • Photo - If desired, a photo of the Employee may be added.  Click Select Photo and browse to the correct file to add.
  
  
• The bottom section of the tab contains System log-in information and will be covered in the System section of this document.

• Groups

• Select the applicable Employee Groups on this tab.  Employee Groups are designed as a shortcut (and best practice) to assign Security, Area, and Departmental rights all at once, rather than on an individual basis.  Please see our Employee Groups Manual for more information on their setup.  Note the Select All and Deselect All buttons on the right to assist with assignment and unassignment.

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Job Codes

Job Codes are used to track hours worked within the timekeeping system.  Select the Employee’s applicable Job Codes on this tab.  Please see the Job Codes manual for more information on their setup.

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      Although it is best practice to add the Rate and Expense Payroll Ledger at the Job Code level, they can be added on an individual basis here. 

    • To add a Rate, click to select the Rate field and type the appropriate dollar amount.  This rate will be on an hourly basis.

    • To add an Expense Payroll Ledger, click the ledger lookup button (three dots) and select the appropriate ledger.  The Expense Payroll Ledger is simply for reporting purposes, it will not produce any type of Journal Entry.

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    Personal 

    This tab contains additional personal information about the Employee.  The two required three required fields on the tab are below: 

    • Employee ID- The information entered here is how the employee will be referenced on Posting Summaries.  DO NOT LEAVE BLANK.  Typically this is first name & last initial (can be preceded with a number)

    • Employee Type – MUST select ONEmust select one (typically full or part time)

    • Employment Status - must select one

• • The system also offers optional fields for Birthday, Gender, Status, Supervisor, Hire Date, Release Date, Last Review Date and Reviewed By.
    

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Communication 

The Communication tabs contain the primary ways to reach the employee.  Information populated on the sub-tabs within this section is viewable in summary on the Communication tab. 

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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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6) Complete set up, by entering relevant information on the additional tabs highlighted below, as outlined in the Employee Profile - Tab Overview section of this document.

Reminder: Required fields are highlighted with a white exclamation mark inside a red/orange circle.

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1) Launch the Employee’s Profile by clicking on Employees, and double-clicking on the Employee.

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2) Navigate to the Personal tab, then:

1. 1. 1. Set Employee Status to Terminated.
      2. Set the Release Date to the date of termination.

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3) Navigate to the System tab, then:

1. 1. 1. Remove Card Swipe ID to prevent the terminated employee from logging into the POS any longer.
      2. Change Password to prevent employee from accessing CMA any longer (This can be updated to any bogus password).

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When finished, click Save and Close to save the settings to the Employee Profile.

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Determining Which Employees Have Been Terminated

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Filter the Employee Status column to only display ‘Terminated’ Employees.

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If the Employee Status column is not already on the Grid:

1. 1. Right-click anywhere on the Grid and choose Customize Columns.

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1. 1. Double-click or drag and drop the Employee Status column to add it to the Grid.

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Rehiring a Former Employee

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1) Double-click on the rehired employee to launch the Employee’s Profile.

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2) Navigate to the Personal tab, then:

1. 1. Change the Employee Status to New Hire or any other status that applies.

   2. Highlight the Release Date and select delete on your keyboard. This will delete out the old Release date.

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3) Navigate to the System tab, then:

1. 1. Provide the re-hire with a Card Swipe ID. This will provide them with access to the POS.

   2. Update their Password to reinstate their access to CMA.

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4) When finished, click Save and Close to save the settings to the Employee Profile.

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Best Practices

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Employee Management - Guide