Introduction

The Employees feature can be found in the left menu.

The employee feature allows you to create employees for your store, communicate with those employees and assign permissions and roles for the software.

 

 In this article you will find how to:

• Create an Employee
• Clone an Employee
• Edit an Employee
• Delete an Employee
• Reinstate Deleted Employees
• Permission Templates
  • Create a Permission Template
  • Edit a Permission Template
  • Delete a Permission Template
• Email Employees
• Create an Employee Mailing Label
• Excel Exports

 

Create an Employee

Navigate to the Employees main feature page.

Click + New Employee in the top right corner.

There are several sections of information that can be filled in for a new employee. The required information is in red.

 

Employee Basic Information

First and Last Name
When creating a new employee you must at least enter a value for their first name. A last name is optional, but highly recommended to avoid confusion with common first names.  

E-Mail
An email is required for employees. Entering an email gives you a way to easily contact the employee. This is also the email address that will be used for employees that need to recover passwords.

Phone Number
A phone number is not required but is recommended for employees.

Select Image
You can associate an image for an employee.

Address Information
Standard address information for employees can be entered here.

Comments
Add any additional information you may want to keep for the employee such as notes about availability or anything else. Only those with designated permissions will be able to view employee comments.

Allowed to Login and End Time
This allows you to set the earliest time an employee is allowed to login to the program to start work and the latest time they are able to sign out of the program at the end of the day. This helps prevent employees being able to login outside of work or during hours that they are not being supervised for work.

Click in the fields and select the times you want employees able to work in the system using the arrows. To change from AM to PM, simply click the box and the value will toggle back and forth.

 

 

Override Price Adjustments
By default employees cannot change the price of items at sale. If you would like employees to be able to override prices during sale, enable this feature.

Max Discount
If an employee has been enabled to override price adjustments, then this is the maximum discount percentage they were allowed to give.

Commission Default Rate
Here you can set the percent an employee should make in commission on sales they ring up. Employee commissions can be viewed by running the Commissions report, more information can be found here.

If you do not have commission rates for your employees, you can leave this value at 0.

Commission Percent Calculation Method
This is the value used to determine a commission rate.

Selling Price refers to the total price an item is sold to a customer at. For example, a t-shirt a customer buys for 10 dollars with a 10% commission rate will earn an employee 1 dollar.

Profit refers to the amount of money your company makes upon sale of an item. For example, if a customer buys a t-shirt for 10 dollars that cost the company 5 dollars to purchase, then an employee with a 10% commission rate will earn 50 cents on the 5 dollar profit from the shirt sale.

 

Hourly Pay Rate
Enter the employees hourly wage here. This option will only display if you have enabled the time clock feature in PHP POS. For more information on the time clock, see the documentation here.

Hire Date
Click the field to select the date an employee was hired. You can switch between months with the top arrows and select a date.

 

To select the time of hire, hit the clock in the bottom of the dropdown.

 

 

Birthday
Click the field to select the employee’s birthdate. You can switch between months with the top arrows and select a date.

 

 

 

Employee Number
Here you can record any Employee Number your company may assign.

Language
Select the employees language here. The software interface will switch to the language chosen.

Default Register
By default employees have to select a register when they login. If you would like an employee to be assigned to a specific register, click the dropdown and select from the available registers. Use caution when choosing this, an employee will automatically be signed in with that register when they log into the system.

 

Files

Here you can add up to five files that are relevant to your employee, these can be their job description or any other relevant paperwork.

 

Employee Login Info

Username
This is a required field and is important that an employee remember to login with.

Password fields
This is where you can enter an employee's password, you are asked to enter it twice to ensure there are no typos and that the employee will be able to successfully login.

Force Password Change Upon Login
By default this option isn’t checked, this means that an employee can continue to use the password you set to them whenever they login. If you check this box then an employee will be prompted to create a new unique password after they login with the preset one.

Always Require Password When Switching User
You may have several employees at your store that may use the same device as shifts change. By default this option is not selected, that means that the device may save the login information for the different users and they will be able to switch from one account to another without being prompted to login.

It is recommended that you select this option to avoid employees accidently selecting the wrong user to sign in as because they will have to enter a password to login again.

Dark Mode
Dark mode is a setting that will adjust the system displays to be more muted, darker colors.

Inactive
If an employee will not be at work for an extended period of time and you do not want them to be able to login, check this option to lock their account. Even if the employee has the correct password, they will not be able to login to their account if they are marked Inactive.

 

Employee Permissions and Access

Permissions determine what an employee can view and what actions they can perform within the software.

The easiest way to handle permissions is to create a Permission Template based on an employees role and apply that template to new employees. You can select a permission template from the field dropdown in an employee record. More information can be found about Permission Templates here.

Permissions are grouped by program features such as Customer, Items, etc. By default, no permissions are selected when creating a new employee. Checking a box will allow the employee to perform the action described.  If you check the box at the top of a section, it will select all of the different permissions in that set.

If an employee is having difficulty with a task in the program, always check to make sure that it’s not a permissions problem.

Once you have finished entering the employee information, click Save in the bottom right.

 

Clone an Employee

You may not want to create a new employee from scratch. If there are employees who you want to have the same permissions and access, the same login and out times and the same discount and commission rates, you can instead clone an existing employee record.

To clone employee information to start a new employee record, navigate to the Employees main feature page.

 

Once the page opens, locate the employee you want to copy the information for and in the Actions column, click the ellipses (...) and select Clone Employee.

 

A popup will ask if you are sure that you want to clone the employee record, select OK.

You’ll be brought to the Employee Basic Information page, but several fields will already be filled in based on the record you chose to clone. The following information will be copied from the employee record you cloned;

• City, state, zip and country from the original record
• Login and End Times
• Price Adjustments, Discount and Commission Information, and Hire Date
• Checkbox options for Employee Login Info, but not the username or password
• Employee Permissions and Access section

Any of these fields can be edited, and all of the other sections still need to be filled out for your new employee. Once you have finished, click Save in the bottom right of the page to create the new employee.

 

Edit an Employee

To edit employee information navigate to the Employees main feature page.

 

Once the page opens, locate the employee you need to edit the information for and in the Actions column, select Edit.

This will open the Employee Basic Information page. Here you can edit and adjust any necessary information for the employee. Select Save in the bottom right in order to keep the changes made.

 

 

Delete an Employee

To delete an employee navigate to the Employees main feature page.

 

Once the page opens, locate the employee you want to delete and click the checkbox to select their row. Above the employees list, there will be an option to Delete the employee. You can also select multiple employees if you want to delete more than one.

 

A popup will confirm you want to delete the employee information. Click OK to delete the employee.

Once you have deleted an employee, their record information is still stored in the software. In order to permanently erase their information and free up an employee number for reuse, you will have to complete an additional step. If you deleted an employee by accident, see Manage Deleted Employees below to recover the record.

To permanently erase the information, navigate to the employees main feature page.

In the top right click the ellipses (...) to see more options and select Cleanup old employees. This will permanently erase the employee data for any previously deleted employees. This means these employees can no longer be made active again, or have their information changed.

A popup will ask if you are sure you want to remove all deleted employees from the program.

 

Select ok to permanently erase the data.

 

Reinstate Deleted Employees

If you accidently deleted the wrong employee you can undo the mistake so long as you have not selected to clean up old employees. To do this, navigate to the Employees main feature page.

In the top right click the ellipses (...) to see more options and select Manage Deleted Employees.

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To reactivate an employee and remove them from the deleted section, click the checkbox to highlight the employee row. You can select more than one if there are several you wish to undelete. A menu will populate above the deleted employee list, select Undelete.

 

Click Done to return to the normal employee feature page.

 

Create and Manage Custom Fields

Your store may have extra information about an employee that you want in your records; custom fields allow you to do this. Once you create a custom field, it will appear on every Employee Basic Information page, but will not be a required field unless specifically selected to be. Custom fields will populate at the bottom of the first section of employee information, just above where files can be attached.

To create and manage custom fields, navigate to the Employees main feature page.

 

In the top right click the ellipses (...) to see more options and select Custom Field Configuration.

 

You can create up to 10 custom fields for your employee records.

Name
This is how your new field will be labeled on the employee record.

Type
This determines what kind of field is added to the record. Click the field to see the dropdown of options.

Text - This creates a field where you can enter any additional notes or general written information about the employee

Dropdown - This allows you to create a dropdown selection to choose from on an employee record. Once you select dropdown, a new field will populate below where you can enter the dropdown values. Type the value you want displayed in the dropdown, and click Add New Value to create it.

 

You can add multiple values and add them in the same field.

Checkbox - This will add a checkbox to your employee record, this is best if the label name you’ve chosen is a yes/no question that checking or unchecking a box will answer

E-Mail - This allows you to enter an additional email for an employee

Website - This is a place for you to enter any website associated with an employee

Phone Number - This allows you to enter an additional phone number

Date - This allows you to enter a date to associate with the record

Image - This allows you to include another image file in a record

File - This will allow you to include another file attachment to a record, this can be an image, a pdf or any other file type.

 

Show on Receipt
If you want the custom field and any data entered into the field to show on receipts, enable this feature.

Hide Field Label
If you only want the data entered for a custom field to show on receipts, enable this feature to hide the custom field label.

Required
By default this option is not selected, meaning that the custom field is not required in order to create or edit an employee record. By checking this box, every employee record new and old will now require this field before being able to save or edit it.

 

When finished be sure to select Save in the bottom right of the page.

You can edit and save any changes for custom fields at any time by updating the field information and selecting Save again.

 

Permission Templates

Permission templates allow you to create a set of permissions that can be applied to an employee. This is helpful if you have different roles in your stores, such as Managers and Cashiers, who will always need access to the same software features.

For example, cashiers may need to add and update customers and search for customers, but are not allowed to do things like delete customers or edit a customer's store account balance. Rather than having to select those options for each employee who is a cashier, you can create a Cashier permission template and apply it to all applicable employees. If individual employees need adjustments, that can be done in their employee record on an exception basis.

Permission templates make it easier for you to create employees and to make sure that everyone has access to the things they need in the software.

 

Create a Permission Template

Navigate to the Employees main feature page.

In the top right click the ellipses (...) to see more options and select Permission Templates.

 

In the top right select + New Permission Template.

Give your permission template an easily recognizable name. For example, if you’re making a set of permissions that should be standard for a specific role, like a manager, consider naming the template Manager Permissions.

Select all of the applicable permissions you want applied to the template. Remember if you check the box at the top of a section, it will select all of the different permissions in that set.

 

When you’re done, click Save to create your template.

 

Edit a Permission Template

Navigate to the Employees main feature page.

In the top right click the ellipses (...) to see more options and select Permission Templates.

 

Find the template you wish to change permissions for and select Edit.

 

 

There will be an option to Update All Employees With Template Assigned. If you check this box, then any changes that you make in the template will automatically be applied to any employees who had the permission template assigned to them. This means that you will not have to go through and update each of their permission settings individually.

Keep in mind that this will make employee permissions match exactly with the new template you have created. If you had added additional permissions to an employee, they will be removed if a template they were assigned is updated so that permissions match exactly the new template.

 

If you leave this unchecked, then the changes you make to the template will only apply when the template is first applied going forward.

 

 

Delete a Permission Template

Navigate to the Employees main feature page.

In the top right click the ellipses (...) to see more options and select Permission Templates.

 

Find the template you wish to delete and click the checkbox to select the template. You can select multiple rows if you want to delete more than one customer at a time. Above the template list there will be an option to Delete the template.

 

A popup will confirm you want to delete customer information. Click OK to delete the customer.

If you have deleted a customer by accident, this can be undone. In the top right click the ellipses (...) to see more options and select Manage Deleted Permission Templates.

 

To reactivate a permission template and remove it from the deleted section, click the checkbox to highlight the row. You can select multiple rows if you want to do more than one at a time. A menu will populate above the deleted permission template list, select Undelete.

 

Click Done to return to the permission template page.

 

Email Employees

To email an employee navigate to the Employees main feature page.

 

Once the page opens, locate the employee you want to contact and click the checkbox to select their row. Above the employees list, there will be an option to E-Mail the employee. You can also select multiple employees if you want to contact more than one.

 

A popup will ask which email service you want to use to open the email options. Click the email service you normally use from the list and you will be able to compose and send an email with the employee’s email auto populate.

 

Create an Employee Mailing Label

If an employee’s address information has been filled out, you can print a quick mailing label from the main employee feature page.

To print a mailing label for an employee, navigate to the Employees main feature page.

 

Once the page opens, locate the employee you want to contact and click the checkbox to select their row. Above the employees list, there will be an option to Mailing Labels.

The mailing label will open in a new tab where you can either print it or download it for later use. If you do not see all the information, you may need to edit the employee record and update the address information.

 

Excel Exports

If you want to export a list of your employees with some of their basic information, you can do so. Navigate to the Employees main feature page.

In the top right click the ellipses (...) to see more options and select Excel Export.

 

An excel file will download containing the following information for each employee:

• Username
• First name
• Last name
• E-Mail
• Phone Number
• Address information
• Comments