Adding Employees & Organizations Before Adding Other Info
It’s helpful if you enter all of your employees and the other people and organizations you do business with (subcontractors, insurance adjustors, vendors, and so on) before you start entering customers and jobs. Setting up your employees and other business relationships first lets you more easily enter jobs. For example, to indicate which employees are working on a particular job, you need to have the employees entered first. And associating a job with the appropriate insurance adjustor is faster and easier if the adjustor (both the person and the agency they represent) is already in the system.
Employee Labor Rates, SSNs, & Other Info
After you enter your employees, do this:
- At the top of the screen, click the People tab.
- If you’ve added people other than employees, limit the list to only employees to make the people you need easier to find.
On the list-limiting options on the left, under Employees, click Active (or, under All By, click Category, and, on the next screen, choose Employee).
- Double-click the person to add or change information for.
This takes you to the Person file screen.
You can also select the person, click Go, and click Open Person File.
- Select the tab you wish to edit.
To initially setup an employee specifically edit these tabs: General, Groups/Key Dates/ Marketing, HR, and Skills
General tab: The employee's name and category is already added and perhaps some of their contact information. Here you can add as many other addresses, phones numbers, and emails as you need. Employees are automatically associated to your company.
Groups/Key Dates/Marketing tab: Add any Key Dates such as birthday, anniversary, or dates employees are due to get a recertification. Add the employee to any Groups you have set up to make it easier to schedule them on jobs.
HR tab: Here you can hire date, pay rate, bonus eligibility, SSN, driver license number, gender, marital status, etc. (If you don’t see the HR tab, then your security level is lower than the level set for the PERSONALINFOVIEW security context.) This tab only appears for employees. Employee status (active or inactive) let you set a former employee to inactive so that they cannot log in and you do not see them listed as an active employee anywhere. This setting allows you to keep track of who is and who was an employee. Only people with an appropriate security level can see the pay rate or make changes.
You must enter a labor rate for your hourly employees for them to appear on the labor entry screen.
You want to associate your employees with departments. Doing this gives you several benefits. It lets you look at schedules for the department (people must be associated with departments to do this so Chronicle knows which employee’s schedules to include), it lets you generate a list of people in the department (useful when printing labor and bonus reports), and it lets you easily communicate with all of the associated people at once.
Skills tab: Add any specific skills your employees may have, click Add/Change Skills to add.