The employee information tab is found in the Settings screen and allows you to enter information for individuals employed at the dealership. Access to this tab is usually restricted to HR or senior management who may enter new employees or update their information.
Open Employee Profile Information
Open Employee Profile Information
- From any module, click the user icon in the upper right of the screen. This will open a menu.
- Choose the Settings option. This will open the settings screen.
- Select the Employee Information tab. On the left side of the screen, a list of employees will show. By default, the list is in alphabetical order and displays with "No" entered as a default filter. This means that only active employees are shown.
- Locate the employee in the list and click over their row in the list. This will update the right side of the page and show the selected employee's profile.
Employee Profile
The Entity Number is automatically generated when adding a new employee. This follows the same numbering as when adding any other type of entity.
The Employee Number will start by matching the entity number. The only time that you should edit this number is when first creating the employee.
| IMPORTANT: Editing an employee number after initial creation may cause errors in reporting, leads, part and service invoices, and other parts of the program. |
The employee's legal Last Name, First Name, and Middle Name should be entered into the relevant fields.
The Prefix dropdown and Suffix field allow you to choose or enter additional name information.
Enter the employee's street Address. Entering the Zip code will automatically fill in the City, and State.
The Hire Date should be entered when adding an employee.
Entering a date into the Termination Date will deactivate the employee and automatically deactivate their security user profile.
| NOTE: Entering a termination date is, in essence, how to delete an employee. (You won't want to actually delete them because you'll lose all audit information.) Since the employee list shows active employees by default, you can view deactivated employees by removing the "No" from the terminated column. |
The Home Phone, Work Phone, and Extension fields should reflect the employee's relevant telephone numbers.
The Cell Phone field should have the employee's mobile phone number entered. This may be used during password resets.
The Cell Provider dropdown
The Email field should have the employee's email address entered. This may be used during password resets.
The Initial Location and Current Location fields allow you to enter information about
The Company Number dropdown
The Default Department dropdown is
The Default Position dropdown is
The Prospect checkbox
The Cash Drawer dropdown will list each of your dealership's cash drawers. Selecting a drawer here will limit the employee to only use that drawer.
Optionally you may enter a position into the Cash Drawer Position field.
By default, the Team Number will show the entity number of the employee. Teams are used in reporting and for mechanic groups on the dispatch calendar.
The Default Scanner Group dropdown may be used by the Motility Support team.
Optionally, you may enter any tracked license number into the Salesperson License Number field.
Optionally, you may enter the employee's identifier in an external payroll. The External Payroll Employee Number is used when exporting payroll information.
Mechanic-Specific Information
Optionally, the Mechanic License Number field allows you to enter licensing information for the mechanic. This is helpful if the dealership needs to keep license information on hand.
Optionally, you may assign a Mechanic Bay Location for the mechanic by selecting a unit location. Click the ellipsis button to show the list of locations to choose from.
The Mechanic Hourly Rates will reflect accurate labor costs on service invoices and are used to calculate hourly pay for the different types of jobs that mechanics may perform.
|
|
Profile Checkboxes
The checkboxes at the bottom of the employee profile are used to designate which employee-type dropdowns where this employee will show as an option.
For example, the options selected above will show this employee in the Salesperson dropdown, allowing you to assign leads and add them to deals, while the Delivery Specialist box allows you to assign them to unit deliveries.