Guide to Managing Staff Records

Staff records can be added or updated from the Staff Setup Screen. This guide explains how to create new records, update existing ones, and configure various settings within the system.

Accessing Staff Records

To update an existing staff record:

• Enter the Staff No and click Load, or

• Select the Staff Name from the drop-down list next to the Staff No box.

To create a new staff record:

• Click on the New button.

Once a staff record is loaded or created, you can configure several screens of information. Some of these fields are optional and context-specific.

Basic Details

The Basic Details screen includes essential information such as the staff member's name, address, and contact details. Key fields include:

• Name: Used in reports and emails.

• Email Address: Serves as the "reply-to" email address for emails sent by the staff member.

Ensure these fields are accurate to facilitate proper communication and reporting.

Sales Department Options

This section is only relevant for compatibility with older versions of Navigator. For most users, this screen does not require any input.

Leaving Details

When a staff member leaves the organisation, update the Leaving Details screen:

• Enter the Leaving Date.

• Specify the Replacement Staff Member. This ensures reminders and follow-ups assigned to the departing staff member are transferred appropriately.

Privileges

The Privileges tab allows you to configure access rights and system permissions. Key sections include:

• Privilege Profile: Not used in the current version of Navigator.

• Branches: Add branches the staff member can access by selecting a branch and clicking Add.

• Direct Posting: Enable this option to allow direct posting of purchase invoices at goods-in. If not selected, entries are redirected to GANI (even when an invoice number is entered).

• Password: Allocate a login password by clicking Change.

• Staff Record Locked: Select this option to prevent login attempts. This setting may activate automatically after multiple failed login attempts.

• Tabs at the Bottom: Control access to various system modules. Each tab contains settings to enable or restrict user access.

Sales Admin Profile: Configure this to fine-tune access to the Vehicle Administrators Toolkit. Refer to the relevant subsection for detailed instructions.

Personnel

The Personnel screen manages attendance recording and payroll settings:

• Payroll Ref: Enter the payroll reference number.

• Home Branch: Specify the home branch for payroll purposes.

• Payroll Department: Assign the appropriate payroll department.

• Break Hours: Enter daily break hours, automatically deducted from attendance records.

• Payment Type: Set to "Basic Pay" for reporting and export to external payroll systems.

The Staff Managed By and Managers Of fields define:

• Who can authorise this staff member’s timesheets.

• Whose timesheets this staff member can authorise.

These settings are critical for attendance management and some Sales Manager toolkit reports.

Technician Setup

If the staff member is a technician, configure the Technician Setup screen. Refer to the Technician Setup page for detailed instructions.

Email Signature

Add an Email Signature to ensure it is automatically included in all emails sent by the staff member. This saves time and ensures consistency in communications.

Saving Changes

After making any updates or creating a new staff record, click Save to finalise the changes. Failure to save will result in the loss of any modifications.