Action: Add New Staff

Action: Add New Staff

This help file has been designed to show users how to manually create individual Staff members.


  1. If you have more a number of staff to enter, you can use our bulk import template - See Setup Wizard
  2. We strongly recommend that you pull your existing staff data from your accounting software via our secure API connections. This ensures data standardisation.
Note: Do not make any changes to the Staff Members first or last name of Account email address if you wish to push payroll data to your accounting software. These three (3) fields are used to match/identify your employee.

Team members can be manually added to QicWorks using the Add Staff menu item. Here users can add staff details regardless of the individual's employment term ie full time, part time, casual, labour hire or contractor.

Click on  Business  from the main menu, then click on  Staff . To create a New staff member simply click on the  Add Staff  link under the Actions Menu on the Job Management screen.



A   Navigation Breadcrumbs: Click on hyperlinks to jump to that screen
B   Toggle Page Width & Messages: Click to increase or decrease the page width or access your QicWorks chat
C    Data Filters: Select how you wish to filter the data within the main Staff Management Table
D   Action Menu: Select what action you wish to preform
E    Cancel & Page Help buttons
F    Entre new staff details

Contained in this page is:
General Information

  Field Name
   Function
    Salutation
   Select salutation from dropdown field
   First Name
   Mandatory * Free text field to enter user's First name
   Last Name
   Mandatory * Free text field to enter user's Last name
   Date of Birth
   Enter a user's date of birth
   Role
   Free text field to enter Role
   Team
   Select a Team that this user is assigned to. Teams are used to prepoluate user details within QicWorks Roster. 
   Company
   Select the Company that employees this team member. Note: To add a new company simply start typing in the search field.
   Classification
   Mandatory *  Select this user's classification. For more information see Classifications
  Organisation
    Mandatory *  Select which organisation will be paying this team member. This field is used to push payroll data to your correct accounting package. For more information see Organisation
  Reference
   Free text field to enter your own unique company employee reference number
  Gallagher ID
   Employee reference number used within the Gallagher Site access platform. If Safety module is activated, this number is used to cross check gate enter/exits to time data entered in QicWorks
  Pegasus ID
   Employee reference number used within the Pegasus Site access platform. If Safety module is activated, this number is used to cross check gate enter/exits to time data entered in QicWorks
  Damstra ID
  Employee reference number used within the Damstra Site access platform. If Safety module is activated, this number is used to cross check gate enter/exits to time data entered in QicWorks
  Employee USI
   Employee Unique Student Id
  Avatar
   Upload a photo of the employee for use as their Avatar/Digital ID


Access

    Field Name
   Function
   Access Privilege Level
   Mandatory *   Select access level from dropdown. For more information see: Access Privilege

Access

Here you can set a Users access permission level.

Each QicWorks account is setup with standard account access levels.  For full details on what users have access to or how to you can edit these standard settings to suit your account requirements see: Access Privileges

Users are automatically assigned a unique system generated password when their data is synchronised/pulled from your accounting software.  This password field can only be edited for the user, by that user once they have signed in. (To edit their password a User needs to access their User's Profile page, by clicking on their Avatar - top right of screen.)


Pin codes are used to clock in and out of the QicWorks Timeclock (Kiosk Mode.) These 4 digit pin numbers are computer generated and can not be changed. (This is to prevent multiple account users from setting their pin to 1234 or 1111.)

Account administrators are able to resend a Users Welcome email, if a User has misplaced their login credentials.  To resend a Welcome email, navigate to Business>Staff>Click on the Staff Members name> Click on the grey View button located 2/3 down page and then click on the Green Email button.

Don't forget to click Save to save your changes.

  Notifications
  
   Field Name
    Function
   Email
   Tick to select if this User wishes to receive their notifications by email
  SMS
   Tick to select if this User wishes to receive their notifications by SMS

Notifications

Here you can set how a User wishes to receive their notifications (Examples of notifications include in app push notifications, Roster updates, training reminders, creation of new jobs etc.)

Simply tick to select: email only, SMS only or both email and SMS.



  Contact Details  
    Field Name
    Function
   Phone
   Enter users phone details.
   Mobile Phone
   Enter user's mobile phone details
   Account Email
   Mandatory *   Enter user's email address.  Note: This email is used as their login credentials.  It is also used to identify this user if pushing payroll to your accounting software.
  Business Email
   Enter user's email business address.  Note: This email is as the point of contact on any business documents created by this user ie Purchase order, invoices, quotes or expenses.
  Home Address
   Enter user's home address. Use the Quick find feature to help prepopulate these details.
  Country
  Select country from dropdown

Qic-Tip
MYOB users will notice that data in 'Phone 1' is used to populate the QicWorks 'Phone' field, while 'Phone 2' is used match to QicWorks 'Mobile' field. 
Xero users will notice that data in Phone is used to populate the QicWorks Phone field, while Mobile is used match to QicWorks Mobile field.
 
QicWorks uses the data entered in the Mobile phone field to send SMS notifications to that User.


  Emergency Contact   
    Field Name
    Function
   Name
   Enter the name of this users emergency contact
   Relationship
   Free text field to enter their relationship to this contact
   Phone Number
   Enter the emergency contact's phone number
  Email Address    Enter the emergency contact's email address

The Emergency Contact details are used to create QicWorks Emergency Contact Report which lists contact details of all persons assigned to a particular job.

Staff Status  
    Field Name
    Function
  Toggle Switch
   Toggle this user to Not Active or Active.

Not Active - User no longer has access to your QicWorks account. They are also removed from your subscription. Their historical data is save.
Active - User is able to log into your QicWorks account, based on their access privilege level.


Don't forget to click Save to save your works


For information about how to pull staff details from your accounting software: see Connections
For information about how to manually add staff members see: Action: Edit Staff Details
For information about how to enter pay data to streamline your payroll processing see: Action: Payroll Details
For information about viewing leave history for this staff member see: Action: Leave Details
For information about viewing time records for this staff member see: Action: Logged Time
For information about setting mobile app permissions for this staff member see: Action: Mobile App Functions
For information about setting webserver permissions for this staff member see: Action:  Setting Staff Permissions



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