 |
 |
|
|
Staff members are used to recognise the person who is using the system (throughout IRIS PTP) and to record time an expenses against individuals within Time & Fees. The staff member who posts to the Time & Fees system is also recorded against all postings they make. To create a new staff member:
Log into System Maintenance.
Click Staff.
Select Staff maintenance.
Highlight a staff member.
Click New.
or alternatively,
Log into the Time or Fees Ledger.
Select File and Staff.
Click New.
Note: You will have to log into the system as a user with all the Common Privileges enabled to access all options, click here for more information.
This screen contains the basic information for the new member of staff.
Staff ID - the Staff Identifier is the code the staff member/user will be recognised by when using the making postings and using the system. The identifier must be unique and should have some relation to the staff member for easy recognition. The most common use for an identifier is the staff member's initials.
The staff identifier can be changed at a later date, all information posted by and to the system under the original identifier will be transferred to the new identifier automatically.
Note: It is recommended that the staff member's initials are used as the Staff ID.
Staff Details - the 1st Name (s), Surname and Initials are used throughout Time & Fees reporting, it is therefore important this information is completed.
Properties
Is allowed to log into the system - if you want this staff member to be able to use any of the IRISPTP software, this option must be ticked. If the staff member is only on the system to have time recorded, there is no need to tick the option. If this option is ticked you will have to assign a Staff Group as described below.
Has 'super user' permissions - the super user permissions haves been superseded by the MASTER user which provides the highest level of privileges. A Super User has certain privileges allocated by default which can be customised by selecting / deselecting the options on the Privileges tab. For more privileges information see Staff Allowances.
Note: Right-click on the section heading to Set/unset All options in that section.
Is partner in the firm - if this user is a partner, tick this option. This staff member will then be available for being made responsible for other staff (see Partner below) and clients.
Staff Group - the Staff Group is used throughout IRISPTP to control the level of access (if any) the user has to the various IRISPTP programs. For more information on the access rights available and instructions on setting up and changing groups see Staff Groups in the IRISPTP System Maintenance help documentation. If this user is allowed to log into the system, ensure a Staff Group is selected that will allow the user to access Time & Fees. The Staff Allowances Help Topic contains information about setting and changing permissions within Time & Fees.
Partner - for reporting purposes, all staff members can be assigned a Partner who is responsible for them. If you wish to use a staff member as a responsible partner, ensure Is partner in the firm (see above) is ticked for that staff member.
Manager - any staff member can be responsible for other staff members as a Manager, this is used for reporting purposes. Managers are created the same as normal staff members by following the instructions in this help topic.
Department - departments are used to group staff members within the practice (e.g. tax or accounts department). Departments are used within Time & Fees for reporting.
Category - staff categories can be used for reporting and for globally setting cost rates and charge rates for staff members on the same level (e.g. junior or partner).
Main branches - Data Centre is separate part of the IRISPTP software suite. It provides the ability to record a main branch on the database and associate staff with a main branch.
Branches - this provides the ability to link separate branches on the database and associate staff with different branches. Each of these branches will have a separate agent address. This makes the reporting within time and fees far more specific and efficient. If either of Main Branch or Branches is populated, logged in Staff member should be able to see the clients linked that Branch. If Main Branch and Branches fields are blank, logged in Staff member should not be able to see any clients.
Note: Partner, Manager, Department and Category are all optional, you can assign and change the selection at a later date if you are unsure at the time of creating the staff member, for more information see Staff Links.
Click OK to save these options. You will then be presented with the staff maintenance options, the tabs Basic and Links will be completed with the information you have already entered, select the Allowances tab to set up the permissions for this staff member.
Click here for the help topic on setting Staff Allowances.