Employees
What It is necessary to add employees and roles so that the system can be used. This allows employees to log on to the driver terminal or the cash register, for example, while the shift supervisor has higher-level authorizations. Where Admin: Staff > Employee > Add employee. |
The creation of employees is essential for using the system.
Employees log in to the driver terminal later, for example, to assign themselves to tours.
In the main overview via the red "Import" button at the top right, information on the employees can be imported into the system from a valid format and thus entered directly. The data entered can also be exported from the system using the second red "Export" button at the top right.
This makes it much easier to set up employees when the system goes live. You are welcome to design your own template for the import. When importing the file, we have included a query that can be used to compare and assign the input fields in the system with those in the file.
When setting up the system for the first time, you will still receive an import template from us. If you need this again, you are welcome to contact us at support@get-sides.de.
The search bar and the green buttons/drop-down menus "Search", "Empty", "Only active employees" and the store filter drop-down menu at the top right can be used to search for individual employees and the search can also be limited to a store.
The green "Print" button at the top right can be used to print out an overview file of all employees currently displayed - a new browser tab with a preview opens first.
Setting up and editing employees
A basic distinction is made between different rights groups, which have different access options. As a rule, there are three types of access in the store: the own access enables full access to all data, the shift supervisor or cashier can log in at the cash register, and the employee logs in for their shift either with their personnel number at the driver terminal or at the cash register.
The employee can be set up under Admin: Staff > Employee > Add employee.
After clicking on "Add employee" in the top bar, the input screen for setting up the employee opens.
The personnel number is later used by the employees to log in to the driver terminal. Time recording is also carried out via the login. The personnel number can be freely assigned. If nothing is entered in the personnel number, a number is automatically assigned by the system.
The personnel number should have at least 3 digits, as this will subsequently be relevant for the employee barcodes. The more digits the number has, the better the barcode can be scanned.
The barcodes can be printed out individually after setting up the employees in the overview using the "Print" button.
In addition, the first name and surname are entered (these appear later in payroll accounting) and the store in which the employee is to work is activated. A function must also be assigned to the employee. If an employee has several functions, then several functions/jobs can also be selected from the list here.
Create shift supervisor and/or cash register access
A separate access should always be created for logging on to the cash register (POS) so that you do not use your own full access. To do this, create an employee as described above. Then click on "Save". The employee then appears in the overview. Then click on the button with the "Edit" pencil to return to the employee's edit mode. There is now an additional button "Password and authorization".
Click on the button "Password and authorization". This opens a window. A password is assigned there. Please note that the password must meet the following requirements:
- At least 8 characters
- 1x upper case letter
- 1x lower case letter
- 1x special character (!, $, %, &)
- 1x number
The user group is then selected on the right. The user group determines what the employee sees later. Click on "Save" to confirm. The employee can now log in to the cash register (POS). To do this, they use the password that has just been assigned and the username that has been assigned by the system.
Overview of the data
If you click on "Edit" for an employee using the green pencil icon button, a kind of personnel file opens. There are various areas within this overview of an employee:
Basic data
Personal data
Within the basic data, for example, the first name and surname of the employee is defined, which should be displayed everywhere in the system. A personnel number can also be specified. If this field is left blank, the number is assigned automatically. Please note that the number should be at least 3 digits long to avoid errors when using a scanner.
Staff password
This password is relevant if some areas in the system have been locked via an employee right (see below) and a specific employee is to be allowed to unlock this area again.
User account
In contrast to an employee password, a user account allows the employee to log into the system independently. The employee can be assigned a user group with corresponding user rights. Shift supervisors, for example, generally have their own user account. The user account is created with the green "Password and authorization" button described above.
Stores in which the employee can work
The stores for which an employee is relevant are defined here, i.e. the locations at which the employee works or may/should work.
Employee data sheet
The employee data sheet contains all relevant data on the employee. These are either already filled in during the import using the import template, or can be added manually here. This makes it possible to manage all employee information centrally. The personnel form can also be printed out directly by clicking the green button under "Print employee data sheet".
Information regarding the person
Further personal information about the employee is entered here, as well as contact details.
Information about employment
Tax-relevant information is recorded here, such as how long and since when an employee has been employed, as well as bank and health insurance data.
Information is also stored for employees who are employed as "marginally employed". To do this, the button "Marginal employment" is confirmed and the maximum flat rate in this case is then defined. If a value is stored here, a message is displayed in the driver terminal when the employee logs in and in the end-of-day report as soon as the employee has reached 80% of their monthly earnings.
Earnings
If no earnings are stored for the employee roles, if an employee is to receive different earnings or if different earnings are to be defined for different roles, this can be created here.
Please note that the wages entered here only apply to the individual employee. If a standard wage is to be stored for a role, this can be defined in the employee roles.
Documents + qualifications
If employee documents or qualifications have been created in advance, you can specify here whether and when the employee has submitted or successfully completed them.
Inventory
It is possible to make these assignable for employees within the store inventory. Here you can then see which inventory the employee has and which must be handed in again if their employment is terminated.
Employee rights
To grant or deny employees certain access rights, the employee rights are first created for the store. A password can then be assigned to the respective employee. To do this, click on an employee to edit them. A password can be assigned for the employee in the basic data.
Then click on the "Staff permissions" tab. There, you can now specify which areas the employee has access to. To do this, activate the relevant switch in the "Authentication" column.
Working hours
Here you can define for each day of the week when an employee should always work according to the contract. There is also the option "The employee should be displayed as always available".
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