Chapter 3 - Staff Management
Contents
1. Fig 3 8 Target Tab This tab displays a graphical view of the staff member s retail and service sales in comparison to pre set targets The top section reveals all the actual figures in a table view and displays exactly how far over or under the target they have achieved This tab allows the staff member to quickly see if they are performing as expected overall The target tab has a number of different display options it can be viewed for a single day a week a month or you can specify a custom date range You may choose what period you are viewing using the Previous Current and Next buttons The targets can be changed by managers on this screen or changed for all staff members at once in the Set Target and Shop Statistics screen described below The working hours are automatically calculated by the amount of open time available in the diary for that period Client Graph Tab This displays a graphical breakdown of the number of clients seen broken down into client types New clients regular clients and retail only clients Client Stats Tab A table view of sales broken down by client types much like the staff performance report Also allows you to compare this staff member s sales vs the entire business Sales Dollars Tab Displays a line graph showing a 7 week comparison of retail service and total sales compared to targets This tab is great for comparing performance trends over several weeks Using the tick boxes provided y2. Pisoyan2 Category Canegory 2 Prd ciass zj p 19 01 2012 HAIRLINKS User Manual v4 5 Updated 01 05 2012 Staff Management oiT ae STAFF ACCESS LEVELS HairlinkSS can be set up to require users to log in before they can access certain functions For example if only managers can authorise a refund you could set HairlinkS up to ask for a username and password when the refund function is accessed If the user has not been assigned to the Manager access level then they will not be able to do a refund Step 1 Create Access Levels The first step is to create the access levels that you want to assign staff members to For example Junior Staff Senior Staff and Managers 1 Go to the Options menu and then select Setup 2 Log in with your usename and password 3 Click on the Staff button and then the Access tab 4 Enter the names of the level you wish to use in the Access Names section Q gt NOTE The first 3 levels of Default Owner and Desk are entered by default and cannot be changed HAIRLINKS User Manual v4 5 Updated 01 05 2012 HETIG Staff Management Step 2 Assign Access Rights for Each Access Level The second step involves assigning tasks to each Access Level you have created For example the manager might be able to do everything while senior staff can do everything except view the financial reports 1 Go to the Options menu a
3. Weekly Timetable Next remove all checks from the Rostered column and set all the Start and Finish times to 00 00 Remove the tick from Allocate staff XXXX to this diary Click on the tick button to save changes Click on the Exit button to close the staff member s timetable Next click on the 1 Personal tab Change the Status field to Inactive Click on the tick button to save changes Once the background has processed the staff member should be removed from the diary If the staff member still appears on the diary and their name appears at the top of their column in red letters then there are still appointments on the diary for this staff member Either move or delete these appointments or locks and the staff member will be removed from the diary HAIRLINKS User Manual v4 5 7 Updated 01 05 2012 HETIG Staff Management HOW TO VIEW STAFF SALES HISTORY 1 Click on the Staff icon to activate this module 2 Search for the staff member you wish to edit the roster for 3 Once the staff record is open click on the 8 History tab The sales history will now be displayed You can filter the sales history by changing the filter fields the Date Range Client Product Category 1 Category 2 and Prd Class fields 1 Personat 2 More 3 Marketing 4 Financial 5 Info amp History 7 DocMgr g Stat 8 Transactions Date Range fe ianza0it
4. and select OK to the prompt and click on the tick button in the bottom right hand corner of the staff record to save ID found in the Staff ID field on the 1 Personal tab of the staff record NOTE The username that each staff member will use to log in is the HAIRLINKS User Manual v4 5 Updated 01 05 2012 Staff Management l F e ae Step 4 Setting the Idle Seconds Before Log Off Time Finally you may want to set the idle seconds before log out For example once the manager has logged on and finished doing a refund Hairlinks can automatically log the manager off after a predetermined amount of time This ensures that if the manager forgets to log off manually other users do not have access to functions that only the manager can do 1 Go to the Options menu and then select Setup 2 Log in with your usename and password 3 Click on the Misc button and then the At Startup tab 4 In the Idle Secs Before Log Out field enter in seconds how long it should take to log a user off when no one is using the computer Y NOTE This setting needs to be set on each PC This means that in the managers office the idle seconds before log out can be set longer as they are probably the only user that will use that PC Whereas at reception where many people may use the computer you can set a shorter log out period HAIRLINKS User Manual v4 5 Updated 01 05 2012 H
5. ETIG Staff Management STAFF PERFORMANCE AND STATISTICS The Staff Performance and Statistics feature complements the staff performance and productivity reports and provides a quick and easy way for staff to review their own performance for the week It allows them to determine what areas they have been performing well in and what areas require more attention Each tab of the Staff Statistics window is designed to evaluate different areas of their performance To view the staff statistics screen open any staff record browse to the Staff tab and click Staff Statistics diio biaya haste LT Che peta f Staff Performance and Statistics for Megan Fox MF Daly Current Previous Next 55 lenge oorcon p iaurao Target Client Graph Client Stats Sales Sales Category Category Category Tot Sales Target _ Over S Over Short Shon Retea 1417 23 1 045 00 3562X 372 23 Service 858 96 1 045 00 17 20 186 04 Total 2 276 19 2 060 00 851 18679 Cured Targat 190 00 fw ours Rosted 110 Total 2 000 00 Target Catulator Sales and Targot in Dollars 2276 10 E Rebar rty GB etal w Set CESTA WB Tota Rota 4 so 0 1045 00 pee agal Bi 1045 00 lott 100 2020 00 1 ian 21 im o im 1 fee 1400 Tota Tati Tare n Mie J Tatai Tar Esl Worked Hours Now Hourly Target s19000 Cancet Saw e a i Eis i amp Senge enere au hes srera fu target by
6. Staff Management F ae STAFF MANAGEMENT CONTENTS ON ase aa teach eal essa nice tome meneame 2 How to Enter New Staff Members csseccsessseeseessseeseneseeees 3 How to Edit View Staff details ccccccsessseeeeeesseeeseesseeseeeees 4 Mandino Stalf ROSTELS sities cejsdenaceccricessnetccmnzcantnmstcasrencecaseeccsssavenease 5 How to Set Edit Staff RoSters ccssscseceeesesseeeeeseeeseeeeeseeeeneeeeseees 5 Removing Staff from the Diary ccccccceeseeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeees 7 How to View Staff Sales History c ccseeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 8 Sia ACCESS LEVIS siitcacchaaiceemmnsmearenin E i 9 Step 1 Create Access Level S ccceceeeeesseeeeeeeeeeeeeeeeeneeseeessenees 9 Step 2 Assign Access Rights for Each Access Level 10 Step 3 Assign Staff Members an Access Level and Password 10 Step 4 Setting the Idle Seconds Before Log Off Time 11 Staff Performance and Statistics ccccccssssesseeeeeessessneeeeeeeeenees 12 Set Target and Shop StatiStiCs cccccessseesseeeeeeeesseeeeeeeeeeseeeeeeees 14 HAIRLINKS User Manual v4 5 Updated 01 05 2012 0 ET GIE Staff Management OVERVIEW The staff records are used primarily to hold staff details preferences and other attributes It is also a centralised point for transaction lookup and for timetable changes As a staff record is link
7. ed to a client record most of the tabs are identical to the client record with the exception of the History tab and Staff tab these show sales history rather than purchase history and roster management respectively 2 More 3 Marketing 4 Financial 5 inlo 6 History 7 Doc Mgr Tite Gnd Mrs Femaie gt 2 Postal B Delivery First Name Joanne Nm fF LastName Bloggs se RamesAavo j Komas Suoub Papaka j Co Name f City AUCKLAND CS JMA pos omaso ddimm PostCode 0622 2Mh Saws Acme Distance bem 1mh sap fa Caed SSCS Curen 121 65 Total s2165 Open sacne _ 09 123 3456 09 1234567 Total s58232 09 1234567 Due Rominders 0274512149 Reminder Date Status St Acton Name inanne bipggs com pjt Week Reminder 18 02 2012 Due AC HAIRLINKS User Manual v4 5 Updated 01 05 2012 Staff Management Kot TG ae HOW TO ENTER NEW STAFF MEMBERS Staff member s records are linked to client records To add a new staff member the client must be created first The client information is then transferred across to the new staff record To add a new staff record follow the steps below 1 Create the client record for the new staff member 2 Click on the Staff button 3 The staff search form will now be displayed Click on the New button 4 Click on OK to insert a new staff record 5 A client search form will now be displayed Search f
8. ists Enter the Expire On date The timetable will become inactive and expire after this date You do not have to enter a date if the timetable is indefinite Place a check in the days you wish to roster the staff member on for by putting a cross in the Rostered column checkbox Next enter the start and finish times for the staff member in 24 hour format by entering times into the Start1 and Finish1 columns For example if a staff member is rostered on from 8 00am to 5 00pm you would enter 08 00 in the Start1 column and 17 00 in the Finish1 column Q Note You can enter up to five start and finish times This is useful if you have a fixed break during the day during which you don t want appointments made For example you may have a lunch break every day from 12pm to 1pm Click on the red tick button in the bottom right hand corner of the timetable window and this will save the changes made If you run multiple timetables that change from week to week click on the Timetable 2 tab and repeat steps 9 13 for the number of timetables you wish to run For example if Joanne works Mondays one week then Tuesday the next week set her up in timetable one with her Monday hours then set her up in timetable two with her Tuesday hours On both timetables set the Weeks to 1 and use the Start On date in timetable one to specify which week her Monday roster first starts Q Note Mu
9. le is static Timetable 1 Timetable 2 Timetable3 Timetable 4 Timetable 5 Timetable Timetable 7 Timetable 8 Timetable 9 Type Normal Starton 16 01 2012 Weeks i ExpireAfter F11 Change Dates Day ____ Rostereq Starti Finish Start Finish2 Start Finish3 Stan Finish Start FinishS J Sun E 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 1200 13 00 17 00 i i 5 00 00 1200 1300 1700 00 00 00 0 00 00 00 0 00 00 00 00 00 Fig 3 3 7 Select the diary you want to create a roster for using the Prev Diary and Next Diary buttons 8 Place a tick in the Allocate staff XXXX to this diary check box 9 Click on the Timetable 1 tab 10 In the Type field choose the type of diary you wish to create HAIRLINKS User Manual v4 5 Updated 01 05 2012 HETIG Staff Management 11 12 13 14 15 16 17 Normal Where you would enter your normal everyday roster Must be used for revolving rosters Holiday The holiday timetable takes precedent over any other timetable It kicks in on the Start On date and runs until the Expire After date This timetable cannot be used as a revolving roster Enter the Start On date that you want this timetable to become active on Enter the Weeks you want the timetable to run for Once the weeks runs out the timetable will finish and move on to the next timetable if one ex
10. ltiple timetables will run in order from Timetable 1 up to lt Timetable 9 The timetable will first check the Start On and Expire G on dates to make sure the timetable is active If the timetable is active it will run for the number of weeks specified in the Weeks field Once the Weeks limit is reached the diary will move onto the next timetable When the last timetable is finished it will cycle back to Timetable 1 or the next active timetable HAIRLINKS User Manual v4 5 Updated 01 05 2012 Staff Management oiT ae Removing Staff from the Diary Once a staff member has left you may need to have them removed from the diary To remove a staff member from the diary follow the steps below 1 10 11 12 13 Check the diary for any future appointments or locks These must be transferred to another staff members or cancelled before the staff member can be taken off the diary member by clicking on the Print button at the bottom of the diary then selecting the All Future Appts for a Staff Member option H TIP You can print out a report of all future appointments for a staff Search for the staff member you wish to edit the roster for Once the staff record is open click on the 8 Staff tab If the staff member has left the business enter a date in the Finish date field Click on the F11 Roster Click for details button This will open the
11. member is active or inactive Working Whether the staff member is rostered onto a diary Set this to Either if you are unsure 4 The search results are now displayed To navigate through the list use the keyboard cursor keys up and down arrow keys or use the scroll bar at the right hand side of the window 5 To make a selection double click on a line in the results window or using the keyboard move the highlight to the line required then press the F12 Accept key to select 6 Edit the staff details as required and click on the tick button to save HAIRLINKS User Manual v4 5 Updated 01 05 2012 Staff Management l F e ae HANDLING STAFF ROSTERS The staff rosters function is used to add new staff members to a diary remove staff members from a diary and edit a staff member s diary details Other functions include setting the diary that the staff member is to appear in and the working times for that staff member How to Set Edit Staff Rosters 1 Click on the Staff icon to activate this module 2 Search for the staff member you wish to edit the roster for 3 Once the staff record is open click on the 8 Staff tab 4 Enter a Started date if this has not already been done 5 Click on the F11 Roster Click for details button 6 The Weekly Timetable will open 1 288 Weekly TimeTable fos V Allocate staff Joanne Bloggs to this diary Timetab
12. nd then select Setup 2 Log in with your usename and password 3 Click on the Staff button and then the Access tab 4 Inthe User Access Levels section there will be multiple columns with tick boxes Each column represents an Access Level that you entered in step 1 Each tick box represents a task that can be performed by that Access Level For example if you would like Senior Staff to be able to do Bill discounts place a tick in the Senior staff column on the Bill Discounts line Once finished close out of Setup Q NOTE If you do not want users to log in to perform a function make sure the default column is ticked For example it may be time consuming to log in every time a bill is done If this is an issue place a tick in the Default column on the Billing line It is also highly recommended for the owner column to have all boxes ticked Step 3 Assign Staff Members an Access Level and Password The third step is to assign staff members to an access level and set them up with a password 1 Open the staff record and click on the 8 Staff tab 2 The manager or owner will need to log in before any details can be changed 3 In the Access Level field select the level you wish to assign the staff member to eg Senior Staff 4 Click into the Enter New Password field and enter the staff members new password repeat this step in the Re Enter Password field 5 Press enter on the keyboard
13. or the client you wish to enter as a staff member 6 A new staff record will now be created The staff record will be automatically populated with details from the selected client 7 Enter the staff ID This must be unique to this staff member and at least two characters long but no longer than five We usually suggest the staff members initials are used for the staff id but you can use any system you prefer 8 Save the Staff record by clicking on the tick in the bottom right hand corner 9 If you have not set the password a prompt will appear telling you that their password is password Click OK HAIRLINKS User Manual v4 5 Updated 01 05 2012 HETIG Staff Management HOW TO EDIT VIEW STAFF DETAILS The staff search function is used in many areas of the program However regardless of what you are doing when searching for a staff member the same search options and dialogue boxes are used throughout the program 1 Click on the Staff icon to activate this module 2 This will display the staff search window NL Search Staff First Name Last Name Status Working Active v Yes v Staff Num Status Client First Name Last Name Finish Fig 3 2 3 Enter your search criteria and click F12 Search to begin the search ID The staff members ID username First Name The staff member s first name Last Name The staff member s first name Status Whether the staff
14. orked for a staff member should be treated as an estimate only The Clinic Total tab is for displaying statistics in graph form for all staff members at once allowing you to compare staff member s performance in many different ways different ways If you are wishing to compare information for a single staff member you are better off using the Staff Performance and Statistics screen instead To view Staff Targets and Clinic Totals go to Actions Set Target and Shop Statistics Staff Target Configuration and Shop Statistics Period Weekly Date 17 01 2011 From 17 01 2011 To 23 01 2011 Staff Target Clinic Total 2 600 00 40 600 00 40 2 700 00 100 2 700 00 40 3 360 00 ET 2 700 00 40 1 500 00 100 1 425 00 40 5 040 00 40 4 400 00 40 2 820 00 40 2 450 00 HAIRLINKS User Manual v4 5 Updated 01 05 2012
15. ou can select information to plot on the graph for analysis HAIRLINKS User Manual v4 5 Updated 01 05 2012 Staff Management Kott E Sales Numbers Tab Displays various client number statistics in a line graph New Clients Regular Clients Rebooked Requested Retail Only Male and Female Using tick boxes provided you can select information to plot on the graph for analysis Category Dollars A horizontal bar graph showing weekly sales totals by product category sorted from highest to lowest This is great for showing which product ranges the staff member may be neglecting when selling Category Numbers A horizontal bar graph the same as Cat Dollars but displayed in terms of quantity sold rather than dollar value Category Totals Table view displaying total sales for categories in quantities and dollar value sorted alphabetically HAIRLINKS User Manual v4 5 Updated 01 05 2012 HETIG Staff Management Set Target and Shop Statistics The new Staff Target screen is designed to be used by a manager to set hourly sales targets for each staff member this is multiplied by the total hours working for that period to get a total staff target These targets will vary greatly depending on the staff member and what role they perform The retail field specifies what percentage of total sales should be retail items IMPORTANT The total hours working does not take into account paid or unpaid locks Total hours w
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