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Home > Execu/Touch Point Of Sale > Execu/Touch POS Administrator > Employee Records

Each POS user should have a unique user ID and password.  We recommend against universal users such as "Server", "Administrator", etc., as unique identifiers are necessary to cash out individually, print accurate reports, and track various operations. 

In addition to POS users, each clock-in/clock-out employee must have a unique user ID and password.  This includes non-POS users such as housekeeping and maintenance staff. 

For an added level of security you may provide employee cards for users to swipe. 

Prior to setting up employees/users, you should set up Employee Work Codes if you are using Time & Attendance.

Employees will log onto POS using their passwords.  However, they will need to know their employee IDs when transferring checks, printing cashier reports, server reports, etc.

Here is the EMPLOYEE SETUP screen:

"Store:" is the two-digit store number, 01 through 99.  You must enter two digits; 1 through 9 are not valid stores but 01 through 09 are.  To grant access to all stores, enter ** in the store number field.

"Employee ID:" is the numeric User ID code, up to three digits.   We recommend using three-digit codes, with the first digit representing a department or group of employees, as this makes lookup easier when searching by code.  For example, all employees beginning with 0 might be one department, those beginning with 1 might be one department, and so on.  However, you may use numbers any way you wish.  NOTE:  Employee ID's 900 through 999 are reserved for training employees and should not be used for regular employee IDs.  POS checks by employee ID 900 through 999 do not print to the kitchen or post to the day's sales reports. 

"1.  Name:" may be up to 30 characters.  If using Execu/Tech's payroll system with time-clock import, enter the name as it appears in the payroll setup such as LASTNAME, FIRSTNAME.  Otherwise, it does not matter how you enter them.

"2.  Address:" is optional.

"3.  City, State, Zip:" is optional.

"4.  Phone Number:" is optional.

"5.  Social Sec/Payroll no:" should be blank unless you are using Execu/Tech's payroll system with time-clock import, in which case you will enter the employee's PAYROLL number.  Do not enter the employee's social security number as this is now prohibited by law.

"6.  Type (S, C, V, A, N):"  determines the level of permission and security for the employee.  Enter  S for server, the lowest level of POS user.  Enter C for cashier, the next level of POS user.  Enter V for supervisor, the next level of POS user.  Enter A for Administrator, the highest POS users.  Enter N for non-POS users for clock-in/clock-out only.  NOTE:  A type employees have full administrator permissions.  To limit or restrict permissions for administrators, see Admin Levels.

"7.  Login Password:" may be up to eight alphanumeric characters.  If you are using employee cards, leave this field blank and swipe the card when you are in this field.  The encoded password will populate the field and the card will be coded with the employee information and permissions.  See also "Use Employee Login Cards ".

"8.  Default Work Code:" is the default work code for this employee.  See Employee Work Codes .

"9.  Department:" is the labor cost department for this employee.  These are user-defined and not set up elsewhere.  Each code may be up to four characters.  Examples:  REST, FD.  Typically, work codes are specific jobs within departments - a bus work code within a restaurant department code, for example.  Department is used in payroll and timekeeping.  If you do not use these modules you may leave this field blank.

"10. Void Permission:" may be set to Y to allow the employee void permission or N not to allow void permission.

"11. Default Quick key?" may be set to Y to bypass the table-selection screen and go directly to the order-entry screen.  This employee will not be able to split-tender and the system will not prompt for "amount to pay".  O will bypass the table-selection screen but will display the "amount to pay" prompt.  N will display the table-selection screen and will prompt for  "amount to pay".  Y is typical for bar employees.  O is typical for cashier-only employees.  This field is for fine dining only.  N is typical for servers, whether they are a cashier or not.

"12. Close own checks?" may be answered Y for employees who may close their own checks, N for employees who may not close their own checks, A for employees who must close their own checks (such as in fast food or cafeteria settings), and P for employees who may preauthorize credit cards but are not permitted to close checks. 

"13. Login method:" may be answered Y, N, or C.  Y keeps the employee logged in rather than forcing a log-in after each transaction.  This setting is common for administrators, bartenders, and users with a dedicated workstation.  N forces log-in after each transaction and is appropriate where more than one user will use a workstation.  C is best for cashier-only employees and returns the user to the "display checks" menu rather than to the log-in or table-selection screen after each transaction.

"14. Cash-out report (C/S):" determines the report that prints when the employee select the "cash out" button.  C will print a Cashier Report for this employee.  S will print a Server report for this employee.

"15. Suppress departments:" will allow the employee to enter department-specific items without asking for modifiers sending them to the report printer.  For example, if L is a Liquor department, entering L in this field will allow a bartender to enter a liquor item without sending the item to the remote printer since the bartender already knows what to do.  A server without this setting would enter the same liquor item and the item would print at the bar's remote printer.  Likewise, the bartender would not be prompted for modifiers but the server would.

"16. Scheduled employee?:" should be N unless you are using Execu/Tech's Employee Scheduling module but wish the employee to clock in.  Enter X for employees who do not need to clock in.  You should use Y only if you have purchased Execu/Tech's Employee Scheduling module and have set this employee's schedule within that module.  If you set this field for Y and the employee is not scheduled, the employee will not be able to clock in or to access Execu/Touch.

"17. Cash drawer assigned:" should be set to 1.  If you do not want this employee to open the cash drawer at all, set this field to 0.  If you have two cash drawers per terminal, you may set this field to 1 or 2.  We do not recommend multiple cash drawers per terminal and do not support this.  If will be up to your IT professional to make it work.

"18. No-sale allowed?:" will allow this employee to select the "No Sale" button to open the cash drawer if set to Y.  N will disallow the employee to open the cash drawer with the "No Sale" button.

"19. Enter no guests?:" if set to Y will display the "number of guests?" keypad after table selection and will require the server to respond to this prompt.  If set to N the prompt will display but the server is not required to enter the number of guests.  If set to X the prompt will not display.  X is recommended for bartenders, etc., in order to speed order entry.

"20. Allow gratuity?:" set to Y will allow this employee to enter gratuity.  N will disallow this employee to enter a gratuity.  note that a gratuity is not a tip.  A gratuity prints separately on the guest check and is reported differently than a tip.  See also Store Record  for gratuity settings.

"21. Employee permissions:" sets additional permissions or restrictions for this employee.  T allows this employee time-clock editing access.  Enter B for a "blind drop" employee who is not allowed to print shift-end reports.  This setting is used when employees simply turn in money and the manager counts funds, prints reports, and balances them.  C allows a cashier to print prior-day checks.  O permits the employee to open only one check per table and must close a table's check before opening a new one.

Fields 22 through 26, "Work code:" and "Pay rate:"

These fields are used for time-clock reports and are used with Execu/Tech's Payroll and Time-Clock import program.
Each work code must be set up in Employee Work Codes.
Employees will have a default work code, entered into Field 8, "Default Work Code" on the Employee Setup screen.
Employees may be assigned a total of five work codes with corresponding pay rates.  This enables an employee to clock out of one work code and clock into another work code when changing tasks during the work day.  The separate work codes and pay rates will import into payroll.

Admin Levels - Administrator Permissions

By default, "A" type employees have full administrator permissions.  You may limit or restrict them.

Click the "AdmLevels" button.  A little window will open, allowing you to set separate administrator permissions.

"Management Permissions:" allows the employee to edit the store record, purge files, and edit history.  Answer Y to allow or N not to allow.

"Accounting Permissions:" allows the employee to edit or set up revenue department codes, payment codes, discount codes, employee records, work codes, and void codes.  Answer Y to allow or N not to allow.

"Technician Permissions:" allows the employee to edit or configure table setup, terminal records, and printer records.  We highly recommend NOT allowing permissions to employees who have not been trained, who have not read Execu/Tech POS Printer Setup Guide , and who do not understand or have access to Windows controls.  Answer Y to allow or N not to allow.

"Maintenance Permissions:" allows the employee to edit or create menu items, categories, modifiers, or keyboard (item button) records.  Answer Y to allow or N not to allow.

When you are finished setting up the employee, select the "Yes" button to save the record and return to the top of the screen to set up the next employee.  If you finished setting up employees, click the "Cancel" button on your screen or hit the "esc" button on your computer keyboard.

Back to Execu/Touch POS Setup

Execu/Tech Systems offers professional training.  We can come to your property or train you remotely. 
support@execu-tech.com for a quote or to schedule your trainer.

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Last Modified
 1/8/2015 2:38 PM