Add/Edit Users

Summary

User configuration includes assigning the following to each user:

Site(s)
Key code(s)
Job(s)
Pay Rate (per job)

To log in, a user account must be enabled and all four of these elements (site, key code, job, pay rate) must be configured for the user.

Configuration

From the Users drop-down menu, click Users.

Add User

Click Add User to create a new user.

Item	Description
Full Name	Required. Edit - Optional. Click Edit to define the format required for this field. The controlled format ensures reporting is consistent and improves accuracy. Label - The default label is "Full Name." Enter text to change this label to anything else (e.g, First Name Last Name). Format Value - Enter the characters that define the format value. Example: ###AAA could indicate a format using 3 digits or spaces and 3 alphanumeric characters
Nickname	Required. This name will appear on the POS device.
External Code 1	The next available external code number will be automatically assigned.
External Code 2	Primarily used for 3rd parties; maximum 255 characters. Edit - Optional. Click Edit to define the format required for this field. The controlled format ensures reporting is consistent and improves accuracy. Label - The default label is "External Code 2." Enter text to change this label to anything else. Format Value - Enter the characters that define the format value. Example: ###AAA could indicate a format using 3 digits or spaces and 3 alphanumeric characters
Disabled	Select to deactivate a user.

Site(s) Assignment

Select the site(s) the user is allowed to log in to and enter the key code for their use at each site. Site and Key Code for the selected site are required.

Item	Description
Is Assigned	Select to allow user to log in at the site
Site Name	Names of sites in concept
Key Code	This is the user's login number for the POS device. If mag cards are enabled, this is also the number associated with the user's mag card. Key codes are site-specific and can range from 0 - 9999 for the site. Each key code must be unique to the site. (No duplicates within a site). The same key code can be used at different sites. Example: Key code 1234 can be used at site 1 for Bob, at site 2 for Maneet, at site 3 for Rosa. If a user is assigned to more than one site, they may need different key codes at each site if the same number is not available at both. Click the Key Code field to activate it and enter a key code. If a duplicate key code is entered for a site, an error message will appear. Enter key code unique to the site.

Jobs and Rates

Accounts have the option to use effective dates for pay rates. (An account feature toggle is required for effective dates functionality.)

Jobs and Rates without effective dates

Select a job and rate for the user. At least one job and rate are required. (0.00 is a valid rate of pay.)

Item

Description

Available Jobs

Select the jobs that the user will work at all sites in the drop-down menu. (See Add/Edit a Job for more information.)
- Note: The permissions set for each job define what actions the user can perform when working that job. For example, a server job would be permitted to take orders, while a bookkeeper job would not.
- Manager jobs usually have broader permissions. Different manager roles may have different permissions.

Rate

Click the Rate field to activate it and enter a rate of pay.

Click Save to save the entry or Cancel to close the window without saving changes.
On the Users page, click Save Changes to finalize or Cancel Changes to cancel changes made.

Edit User

To find a user name, scroll through the list or use the Search field:

Click the edit (pencil) icon to edit user information.
Click Save on this screen, then Save Changes on the Users screen to save.

Pay Rate Changes

Changes in pay rates take effect immediately. Pay rate changes are not triggered by activation dates and cannot be scheduled in advance. If an employee's pay rate is revised and deployed, please be aware of the following:

The new pay rate takes effect as soon as the user clocks in.
The new pay rate is applied to the entire current payroll period, including any previous days worked.
Time Clock adjustments:
- If you make any time clock adjustments (clock in/out or adjustment to time or date) to a user for a previous day, the new pay rate will apply to the entire pay period in which the adjustment is made.
- To avoid applying a new pay rate to a previous date, best practice is to verify the user's time punches and make any adjustments prior to revising the pay rate.
If a site is missing any time records and the Support team has to resend them, those resent records will reflect the new pay rate.

Deploy Users

After all changes have been made (adds, edits, disables), select the users to be deployed and click Deploy Users to deploy the changes to the POS devices.
- Note: If a user has been disabled, the key code previously assigned to them becomes a null value. The change must be deployed to the devices so that the previous key code cannot be used on the POS devices.

Operation

Enter the user's key code for the site to log in to the application.
- REQUIRED: Site, key code, job and pay rate must be configured for a user to log in to the app.

If the key code is invalid (user has been disabled or entry is incorrect), an error message will display.