Create employee user-accounts and setup access permissions.
There are two forms of employee access. External login (username and password) and PIN (personal identification number). Each has a different level of security and speed in which the user can gain access.
A user with an external login can access the system from anywhere they can connect to the internet at any time. This form of system access should be given to trusted employees only.
Every user should have an access PIN. An access PIN can greatly speed up switching users within the system along with providing fast and secure clock ins and clock outs for the employee time clock. Less trusted employees can be given only an access PIN and no external login. In this situation these users will only be able to access the software after someone with an external login has logged in already. Thus it is extremely important there is always an employee available with an external login should an employee accidentally completely log out of the system.
To protect oneself from having another employee access the system with your username, you can press F12 before walking away from the computer. This will require the next user to enter their PIN, switching the system to their username, before they continue their tasks. There are also settings in General Options which can help protect users from inadvertently or purposely performing tasks under another username by requiring a PIN after a certain time passes or certain events occur such as completing a sale.
To manage your employees, you will need to access the employee listing. From the menu press Admin, then press Employee Setup to see the employee listing.
To access the details of an employee, (see the next section below) press the pencil icon.
The padlock icon or key icon indicates whether the employee is locked out of the system or not. If you would like to lock them out, press the padlock icon and they will show as locked. To unlock the employee press the key icon.
The employee will show as clocked out if the time clock is blue and there is no start time for the employee. To clock the employee in, press the clock icon. If the employee is already clocked in, the clock will be red and there will be a start time listed for the employee. To clock the employee out press the clock icon.
You can set a users access PIN from here. See the section above regarding access PINs.
If this box is checked, the user will be allowed to login externally if they have a username and password. If it is unchecked they will only be allowed PIN access. See the above section.
From the menu press Admin, then press Employee Setup to see the employee listing. Press the pencil icon in the listing to edit additional details for the corresponding employee. By default you will be taken to the details tab for the employee.
The details tab contains contact information for the employee. This is used for your shop to get in touch with your employees. Also the email address provided will receive emails from MerchantOS regarding software updates we have released and any other important MerchantOS service related messages. To opt out of receiving emails from MerchantOS, check the Email check box in the Do Not section to the right.
You may set the employee's username and password on this tab along with their access PIN. Refer to the top section of this page for more information on the difference between these system access methods.
This tab is where you restrict what parts of the system users can access. Below is a list of what each right means.
- External Login
- Allows user to login to MerchantOS from any computer connected to the internet.
- Allows the use of the Register tab.
- The ability to process a refund.
- The ability to open a register (not physically open the drawer).
- The ability to withdraw money from the register.
- The ability to close the register.
- Change Prices
- The ability to change the prices of items.
- Import Catalog Item
- The ability to import items from catalogs into the local inventory.
- Layaways & Special Orders
- The ability to create layaways & special orders.
- Line Only Discount
- The ability to apply a discount to individual lines in the register.
- Whole Sale Discount
- The ability to apply discounts to a whole sale in the register.
- Allows the use of the Inventory tab.
- Allows the use of the Reports tab.
- Allows the use of the Service tab.
- Allows the use of the Customers tab.
- Customers - Credit Limit
- The ability to create a credit limit for a customer.
- Allows the use of the Admin tab.
- Shop Settings
- Allows the use of the Shop Settings button in admin.
- Employee Setup
- Allows the use of the employee setup button in admin.
- Void Sales
- The ability to void transactions.
- Inventory Setup
- Allows the use of Inventory related buttons in admin.
NOTE: You will only see the rights tab if the employee type is set to custom. You can adjust the rights of employee types in Admin → Employee Roles (i.e. admin, associate, manager, and owner).
You can add and view your employee's hours from this tab. To add hours use the gray Add Employee Hours box. Enter the start date and time and the finish date and time then press Add Hours. If you are a multi shop customer, you can also select the shop in which you want to add the employee's hours.
To view employee hours, there is a listing of hours. This listing is filtered by the settings in the green Employee Hours box on top of the listing.
You can view the employee's sales history on this tab. The listing can be filtered like a report.
You can view the employee's initiated work orders on this tab and their current status. The listing can be filtered like a report.