Settings: Employees

Table of Contents

• Overview
• Instruction
• Fields
  • QuickBooks Information
  • User Information
  • Accessibility
    • Employee
    • User
      • Mobile
      • Web
  • Schedule and Skills Information
    • Schedule
    • Skills

Overview

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Important: The following information will only be available to Administrators or Managers in FieldEdge.

Employees in FieldEdge come from your list of Employee's in QuickBooks. The Employee settings control how and what a user can interact with when using FieldEdge in the office or on mobile.

From your list of Employees you can quickly identify which users have access to Office or Mobile Supervisor, their user Profile, Dispatch Group, level of Mobile Access, and when they last logged in.

• Note: FieldEdge's list of Employees is generated by your active list of Employees in QuickBooks. The action of adding or removing an Employee must be performed in QuickBooks and FieldEdge will reflect the adjustment.

Instruction

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The following steps will help guide you to your Employee list, where you will then be able to manage and modify your Employee's FieldEdge permissions. Check the Fields section below if you are looking for details related to a feature or option about Employees.

1. First, in the top right of FieldEdge, click Settings and then in the People section choose Employees.

2. Next, from the Employees list, search for and select the Employee you wish to modify.

3. From Edit Employee screen, navigate through the different fields, configuring your Employee.

4. Finally, once you are ready to save the changes to the Employee, click Update.

Fields

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QuickBooks Information

This section will display an Employee's contact information as it has been configured in QuickBooks.

• Note: If you need an Employee's contact information, you will do so in QuickBooks and FieldEdge will inherit the change.

Name
This information shows the given name that has been set up for this Employee in QuickBooks.

Hire Date
Displays the Hire Date as specified in QuickBooks.

Address
Employee's current Address as listed in QuickBooks.

Starting Location
If selected, FieldEdge will use the Employee's home address as their starting location for travel time rather than your company's address.

Primary Contact Information
Displays the Employee's contact email, as seen in QuickBooks.

Bio
Enter a short description of the Employee for display purposes. This Bio can be sent to customers through communication template notifications. For example, you may send a customer a notification that a technician is on their way and include a picture and the Bio said technician.

Display Name
This is how the Employee's name will appear on list views and on the Dispatch Board.

User Information

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The following section allows you to provide an Employee with login credentials for FieldEdge as well as their Profile, and if they are active or inactive.

Picture
Assign a way to visually identify the Employee. This will be displayed on the Dispatch Board and can be used in select Communication Templates sent to your customers.

Login
Enter an email address and password that the Employee will then use to sign in to FieldEdge.

• Note: We recommend entering a valid email address. A user's email address will not be used for marketing purposes and is strictly for an Employee to sign in to FieldEdge.

Profile
This field represents the user's role in FieldEdge and automatically establishes certain permissions for the Employee. For example, a 'Technician' will not have access to log in to FieldEdge on the web.

User is Active
Place a check in this box to mark this user as active. If you deselect this box a user will not be able to log in to FieldEdge. If an Employee no longer needs access to FieldEdge you would deselect this box.

Accessibility

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This section will control the permissions of this Employee, including their user experience on web and mobile.

Employee

Show on Leaderboard
Check this box to have the Employee show on the dashboard of FieldEdge. The Leaderboard can track Technician, Dispatcher, and CSR performance.

Show on Chat
Check this box to show the Employee in the Chat module of FieldEdge.

Assign to Dispatch Group
Use this drop down to create and assign this Employee to a Dispatch Group. These groups are used on the Dispatch Board and will allow you to filter all of your Employees on the Dispatch Board by these groups.

For example, you might assign your technicians to a 'service' or 'install' Dispatch Group. This would allow you to easily see only that group on the Dispatch Board.

Default Dispatch Board
This field will determine, when an Employee navigates to the Dispatch Board, which Dispatch Group they will see first.

For example, you might assign your 'install' Dispatcher to an 'install' Dispatch Group. As a result, whenever your Dispatcher navigates to the Dispatch Board they would automatically see the 'install' Dispatch Group first.

• Note: An Employee will still be able to access and view other Dispatch Groups. If no Default Dispatch Board has been assigned then this Employee will be set to show 'All Groups.'

Default Pay Item
Select the Pay Item that should automatically be assigned to an Employee for payroll tracking purposes.

For example, you might select an 'hourly' Pay Item for your hourly Employees.

• Note: Pay Items must be created in QuickBooks. Once created they will be available for use in FieldEdge.

Default Class
Choose the default Class that will be used to departmentalize payroll for this Employee.

For example, you might set a 'service' Class for an Employee to associate their payroll to the 'service' department in QuickBooks reports.

• Note: Classes must created and set up in QuickBooks.

Employee Hourly Labor Cost
Enter the hourly labor cost for a specific Employee. FieldEdge will use this Employee Hourly Labor Cost when tracking labor costs and Work Order profitability. Additionally the Employee Hourly Labor Cost will overwrite the labor cost used in Global Settings when referencing the specific Employee.

• Note: This has no impact on QuickBooks and only affects FieldEdge profitability. Employee Hourly Labor Cost only calculates if the Time Entry option, in Global Settings, has been enabled. If a no Employee Hourly Labor Cost has been set for a specific Employee, then FieldEdge will use the default labor cost in Global Settings.

Phone
Enter the Employee's phone number extension of their office phone here. This number will also then be used for outbound calls made through FieldEdge.

• Note: If you are not using FieldEdge Caller ID, this section will have no effect on your phone system. It is recommended to speak with a FieldEdge Employee to assist with setting up FieldEdge Caller ID. You will only need to enter this information when FieldEdge Caller ID integration has been enabled and the Use Legacy Phone System has not been selected.

Volume
When FieldEdge Caller ID forwards a call to this Employee's phone, this determines the Volume level of the ringtone.

• Note: This only takes effect when using FieldEdge Caller ID integration.

User

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Mobile

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Mobile Access
This selection allows you to choose the level of access available for an employee when they use the FieldEdge Mobile Application.

• Full Access: Requires a FieldEdge Mobile license.
  • Mobile Supervisor Access
    • Checking this box enables a user to see and use 'Mobile Supervisor' feature on the FieldEdge Mobile application. Mobile Supervisor allows an Employee to create, assign, and view Work Orders from mobile, similarly to how a Dispatcher might do this from the Dispatch Board on the Web.
  • Enable Price Book Outside of Work Orders
    • Selecting this option will allow your Employee the ability to see your Items list, as well as pricing, outside of a Work Order. This can be useful for allowing an Employee the option of quickly looking up the price of an item or service without having to drill into a Work Order.
  • Enable Changing Item Tax Code
    • This permissions allows an Employee the ability to edit a Tax Code of an Item on their Work Orders.
  • Enable Work Order Creation
    • Choose to allow a mobile Employee Full, View Only, or No Access to creating Work Orders from the mobile application.
      • No Access
        • Employee is only able to view and manage their own Work Orders, up to the number of Work Orders listed in their Number of Work Orders on Mobile permission.
      • View Only
        • Employee may view Customer list, but is not able to create Work Orders.
      • Full Access
        • Employee may create Work Orders for themselves or for someone in the office to assign to an alternative Employee. This is a helpful feature for companies that have on-call, or after-hours Employees.
  • Workflow Process
    • Review Work Order on Completion
      • If selected; when a mobile Employee changes a Work Order status to Complete, it will display in the office as Completed, but will not be Finalized in QuickBooks. Allowing someone in the office to review, make edits, and then Finalized to QuickBooks. If left unchecked; the mobile Work Order will automatically Finalized and post to QuickBooks when Completed from the mobile application.
        • Note: It is recommended to check this box and review all Work Orders before posting them to QuickBooks.
    • Display Customer Contact Information
      • Checking this box will allow an Employee the ability to see a Customer’s contact information from the mobile application.
  • Number of Work Orders on Mobile
    • Set the number of Work Orders that an Employee can view on their Work Order list from the FieldEdge Mobile Application. For example, if this number was set to '3,' then the Employee would only see three Work Orders, starting with the oldest open Work Order, Scheduled to that Employee.
      • Note: This number can be unique for each Employee and can be changed at any time.
  • Price Edit On Mobile
    • Choose if this Employee can override the price of certain non flat rate items or all non flat rate items.
      
      • No Edits Allowed
        • The employee may not override the price of any non flat rate items while on the mobile application.
      • Selected Only
        • The employee may only override prices of non flat rate items that have the Allow Price Edit on Mobile option enabled, while on the mobile application.
      • Edit All
        • The employee may override prices on all non flat rate items while on the mobile application.
• Basic Access: Limited Options. User can log in, clock in or out, view their Work Orders, adjust Status of their Work Orders
  
  • Workflow Process
    • Review Work Order on Completion
      • If selected; when a mobile Employee changes a Work Order status to Complete, it will display in the office as Completed, but will not be Finalized in QuickBooks. Allowing someone in the office to review, make edits, and then Finalized to QuickBooks. If left unchecked; the mobile Work Order will automatically Finalized and post to QuickBooks when Completed from the mobile application.
        • Note: It is recommended to check this box and review all Work Orders before posting them to QuickBooks.
    • Display Customer Contact Information
      • Checking this box will allow an Employee the ability to see a Customer’s contact information from the mobile application.
• No Access: Can not access the FieldEdge Mobile application

Web

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This section allows you to choose the permissions for an Employee when they are logged in to FieldEdge on the web.

• Note: The following permissions are automatically enabled, and cannot be adjusted, for the Administrator Profile.

Enable Finalizing Work Orders
Check this box to allow Employees the ability to finalize and post Work Orders to QuickBooks.

Ability to Mark a customer as “Do Not Service”
If enabled, an Employee will be able to select the Do Not Service option when creating or editing a Customer.

Allow Override of “Do Not Service”
If a Customer has been marked as Do Not Service, if this permission is enabled, the Employee will be able to override the Do Not Service flag.

Allow Deletion of Tags
If this box is selected, the Employee will be able to remove Tags from Work Orders.

Quote Profitability Access
Choose if this web Employee should have Full, Summary, or No Access to view Quote Profitability.

• No Access
  • This employee will not be able to view Quote Profitability.
• View Summary Only
  • An Employee will only be able to see total margin dollars and the percentage amount on a Quote.
• Full Access
  • Enables an Employee to view Cost, Income, and Margin of each line Item on a Quote.

Invoice Profitability Access
Choose if this web Employee should have Full, Summary, or No Access to view Invoice Profitability.

• No Access
  • This Employee will not be able to view Invoice Profitability.
• View Summary Only
  • An Employee will only be able to see total margin dollars and the percentage amount on an Invoice.
• Full Access
  • Enables an Employee to view Cost, Income, and Margin of each line Item on an Invoice.

Schedule and Skills Information

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This section should be configured to show when this Employee is available to work. This schedule determines which Technician and what time slows will be available on the Dispatch Board. Additionally, you will choose what Skills should be associated to this Employee.

Schedule
Enter the Start Time and End Time for this Employee. If this Employee is available, we recommend to only include the typical, standard, hours the Employee normally works.

For example, if an Employee is scheduled with a Start Time of 7:00 AM and End Time of 6:00 PM, you could still schedule the Employee a Work Order after 6:00 PM.

• Note: In order for a Dispatcher to be able to assign a Work Order to an Employee from the Dispatch Board, the Employee must have at least one day with a Start Time and End Time. If an Employee does not have at least one day configured in the Schedule, then the Appointment Block will not be available for this Employee on the Dispatch Board.

Skills
Assign the Skills that you previously setup in FieldEdge, to your Employee. Skills determine if a Technician is available for a particular Task.

For example, a Dispatcher is on the Dispatch Board about to schedule a Work Order with the 'Diagnostic' Task. FieldEdge will visually note Employees by displaying a Star to the left of any Technician with the requested Skill.