Employees

Purpose

The Employees Window is used to add, edit and delete employees. In addition, an employee list may be generated and printed from this window. Access to the Employee Window is controlled by Job Rights.

Restrictions

If the user does not have the ‘Edit Employees’ or ‘View Employees’ Job Right the employee menu option appears grayed. If the user is restricted to specific Jobs then only employees that have one of those Jobs appear in the list. If the user has the ‘View Employees’ Job Right but does not have the ‘Edit Employees’ Job Right then the user is not allowed to edit employee values or delete employees. The Add button is disabled if the user does not have the ‘Add Employees’ Job Right.

The following fields may only be viewed if the user has the associated Job Right: Access Code, Jobs, Pay Rates, Employment Status and Skills. Note: These fields are accessible and all validations are performed while adding employees. If the user has the ‘View Employees’ Job Right but not the ‘Edit Employees’ Job Right then any values entered into these fields are not saved.

Accessing the Employees Window

While in Focus Setup, select Employees > Employees.

Figure 2.2 Employees Window

Figure 2.3 Employees Window Fields

Field

Description

Employees

A list of existing employees automatically sorted alphabetically by last name. Select an employee name to display all associated data for the selected employee. The list of active employees is shown by default. Terminated and Inactive employees do not appear in the list. If the user is restricted to specific Jobs then only employees that have one of those Jobs appear in the Employee List. The number of employees listed is displayed in parentheses.

First Name

Required - The employee’s First Name, up to 20 alphanumeric characters. The first letter is automatically capitalized.

Last Name

Required - The employee’s Last Name, up to 20 alphanumeric characters. The first letter is automatically capitalized.

Nickname

Required - The employee’s preferred Nickname, up to 15 alphanumeric characters. The Nickname will be printed on the Guest Check, Activity, Attendance and Transaction Reports. If a Nickname is not entered the field defaults to the employee’s First Name followed by the first letter of the Last Name. Example: The Nickname for Sam Brown would be “Sam B.”

Picture

Display an employee picture selected from a graphic file. Click on the employee picture to select a picture. Tab to the employee picture and press the Delete key to remove the picture.

ID1

An up to 20 alphanumeric character employee identifier. This field may be masked to enforce a specific format. The meaning of this field will vary by restaurant. In most cases ID1 is the employees’s social security number. The ID1 mask specified in time-keeping setup restricts the input that may be entered into this field. The length of the input must match the length of the mask otherwise the message “Length of the ID field must match the mask ” is displayed. For example, if the mask “999-99-9999” is specified then the value 123- would be invalid input.

ID2

An up to 20 alphanumeric character employee identifier. This field may be masked to enforce a specific format. ID2 is used by the ADP interface. The meaning of this field will vary by restaurant. In most cases ID2 is the employee number assigned by the restaurant. The ID2 mask specified in time-keeping setup restricts the input that may be entered into this field. The length of the input must match the length of the mask otherwise the message “Length of the ID field must match the mask ” is displayed. For example, if the mask “999-99-9999” is specified then the value 123- would be invalid input. If the payroll data is imported into ADP then valid values for ID2 are between 51 and 999999.

Access Code

Required - A unique 1 to 4-digit numeric code used by the employee to gain access to the system. If the Access Code entered is not unique, an error message that contains the name of the employee that has the access number is displayed. Via the Access Code label, the next available sequential code may be generated automatically. A magnetic or bar code card can be used to input the code in this field.

Address

The employee’s street Address, up to 30 alphanumeric characters.

City

The employee’s City, up to 20 alphanumeric characters.

State

The employee’s State abbreviation, up to 2 characters.

Zip Code

The employee’s Zip Code.

Emergency Contact

The name of the person, up to 20 alphanumeric characters, to be contacted for this employee in case of an emergency.

Emergency Phone #

Emergency telephone numbers use this format: (999) 999-9999.

Phone # 1

The employee’s telephone numbers use this format: (999) 999-9999.

Phone # 2

Alternate telephone numbers use this format: (999) 999-9999.

Language

Select the Language to be used to display various prompts and messages for the employee.

Birth Date

The employee’s date of birth. Use the mm/dd/yyyy format.

Hire Date

The employee’s date of hire. Use the mm/dd/yyyy format.

Last Raise

The date the employee last received a raise. Use the mm/dd/yyyy format.

Termination

The employee’s termination date, if applicable. Use the mm/dd/yyyy format.

Termination Reason

Select the reason the employee was terminated from the list of available reasons.

W4 Status

Single	Selected if the employee is single.
Married	Selected if the employee is married.
Married/Single Rate	Selected if the employee is married, but chooses the single rate for the purpose of withholding.

W4 Amount

The amount of any additional withholding for this employee, up to 999.99.

W4 Allowances

The number of allowances requested by this employee, up to 99.

Employment Status

Active	Select this option if the employee is currently active.
Inactive	Select this option if the employee is inactive and can not clock in.
Terminated	Select this option if the employee is no longer employeed. Terminated status prevents employee access.

Salary/Day

The amount an employee is paid per day. Note: This amount is included in all labor percentage calculations, but not payroll reports.

Options

Require Card	The employee must use a magnetic card, keyboard, scanner or fingerprint to enter the Access Code and to gain access to the system.
Enforce Scheduling	Selected if the employee is only allowed on the clock if there is a valid schedule time, otherwise a manager’s approval is required.
Extend Rights	Selected if the employee will have a superset of Job Rights comprised of the rights associated with all of the employee’s Jobs.
Clock In/Out Only	Selected if the Time Clock Module is the only Module available to this employee.
Fingerprint at Clock In	Requires the employee to use their fingerprint to clock in/out.
Fingerprint Required	Selected if the employee is required to use their fingerprint to log in at all times.

Jobs 1-6

Select from the list of Available Jobs that this employee will be assigned. The first Job is required and must be assigned. All other Job assignments are optional. Jobs 1 through 6 must be assigned sequentially. Note: The current Job should never be changed while the employee is clocked in.

Pay Rate 1-6

The hourly pay rate, up to $999.99, for each Job assignment.

Skill

The Skill level of the employee for each listed Skill. Each Skill Level must be between 0 and 10, with 10 being the highest.

Figure 2.4 Employees Window Commands

Command	Description
Close	Closes the Employee Window.
Save	Saves current changes.
Add	Adds a new employee.
Delete	Deletes the selected employee.
Find	Finds employees based on Job Code or Employment Status.
Tools	Allows access to the additional commands: Print the Current Employee, Print All Employees, and Import Employees.
Cancel	Cancels changes made prior to saving.

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