Navigation: ‘People’ tab, then ‘Employee Manager’
Goal: Know how to properly edit your departments, badges and employees in Ameego
The ‘People’ section in Ameego serves as your online filing cabinet and houses all employee related information such as contact information, departments, wages, capabilities, availability, and other important settings. If you take the time to properly set up your People section now, Ameego's One Touch scheduling will produce the best schedule possible and save you tons of time in future!
We will cover the following topics in this section of the setup guide:
Step 1 - Department Settings
Let’s start by making your department settings. Put your cursor to the right of the department name and click the setting wheel. Next, click the ‘Edit Department’ button. Observe the following settings below and make the changes that suit your restaurant's scheduling needs.
Department Name: We strongly recommend that you do not change a department name. This is the same name of the department (job) in your POS system and should be left as it was imported for comparative reasons.
Default wage: If an employee does not have a wage for this department in their profile, the wage you enter here will be used to cost shifts scheduled for the employee in this department.
- Payroll ID: If you are using Ameego's payroll export function, this field will be present. Add a payroll ID here if it is required by your payroll provider.
Colour: Choose a color for the department. Once you get to the scheduling section, the shift tiles will display in this colour. You should have a different colour for each department within a department group for clarity when reviewing your schedules in Ameego.
Auto approve book offs: If you would like Ameego to automatically approve any number of employee book off requests for a day of the week, you can set this here. If you would like your managers to approve all book offs leave the numbers in this section at zero.
Book off request limits: Here you can enter the maximum number of book off requests that you would like to receive each day of the week in this department. Remember, your managers will still need to approve these requests before they are confirmed and the schedule is updated.
Next, take a few minutes to review and edit all of your departments as described above.
Step 2 - Badge setup
Badges will help Ameego's One Touch scheduling understand your employee’s abilities. Some examples of badges are Opener, Closer, Grill Cook, Fryer Cook, Expo, etc. You can set as many or as few badges as you would like. We may have added a few of the most common badges for you already. You can use these badges, rename them or delete them if desired.
To access the badge settings for a department, put your cursor to the right of the department name and click the setting wheel. The badge section is below the department settings. Here are the functions you can do within the badge section.
Add badge: Click the ‘Add Badge’ button and add the badge name. Then click the 'Create Badge' button.
Delete a badge: Click the ‘Edit’ button beside the badge and then click the 'Delete' button.
Preferred employees: This is how you can pre set a shift for an employee using the badge function (Example: Aimee always works 'Server Close' on Sunday). After you have created the badge, click the 'Edit' button to the right of the badge. Using the drop down menu on any day, choose the employee you would like set. Ameego will ensure this employee is given the shift that has this badge, on this day, over any others.
Note: Be sure the employee is assigned this badge in their profile as well (our next step covers employee profiles!).
Next, create the badges you would like for each department as described above.
Step 3 - Employee Setup
Now it's time to edit your employee profiles. Click on your first department to see all the employees who belong to this department. Click on an employee name in the list on the right to expand the profile. You can verify, edit, and add things here like departments, badges, availability, etc. See a full list and description of these settings below.
Primary Employee settings
The following settings can be set on the main page of the employee profile without clicking on the 'Edit Profile' button. We will cover the 'Edit Profile' settings next!
- Deactivate an Employee: Click the ‘Deactivate’ button to move the employee to the deactivated employee section and they will no longer exist on your schedules. You will always have the ability to reactivate this employee if the need arises.
Special Note: Please ensure that you only have one profile per person in Ameego. We understand there are some reasons why you may have multiple profiles for an employee in your POS system, but the additional profiles should be deactivated in Ameego immediately. The best practice is to keep the profile that has the correct wage information for all the departments that you will schedule them for.
- Reset password: Click this button if you need to reset a password for an employee. This will reset a password back to the default, ‘ameego’ (all lowercase). Be sure to observe the password reset confirmation as this will require another click to complete the reset.
- Change History: Click this button to view the changes made to this employee profile and identify the user that made the changes. After clicking this button, you will also see a 'Changes Made' button. Click this to view the changes this user made to other profiles (providing the user has access to Ameego Manager).
- Wages: The wage information for each department (job) comes from your POS system. Be sure to add all the departments and wages required to the employees profile in your POS system. Wage changes in the POS will update in Ameego with the POS Match function that runs every 24 hours. Wages are specific to each department and will only be used for the department specified. If no wage is present in the employees profile then Ameego will use the department default wage as described above in the department settings.
- Add Departments: Use the '+' button in the departments section to add any and all of the departments that you will schedule the employee for.
- Add Badges: Use the '+' button in the badges section to add any of the badges you created earlier. When Ameego's One Touch scheduling tool sees a shift with a badge, only the employees with that badge will be assigned that shift. The badges available to assign to your employee are determined by the departments you have added to their profile. For example - if you have only assigned an employee the 'Server' department, you will only see the badges that you created for the server department.
- New Availability: Availability is a must for the One Touch scheduling tool to work effectively. You can add one availability time frame for the whole day or break it into 2 parts per day. This is a great option for students who are available before and after classes! We recommend that the manager enters the employees current availability now and your employees can send you a new availability request through Ameego Anyware if a change is required. Click the ‘New Availability’ button to add your employee availability.
Note: Availabilities are controlled with a start date. If a new availability is added, you can set the start date for when that availability profile begins. Ameego will automatically activate the new availability if it has been created or approved by a manager.
- Recent HR Notes: This section will show you the last 3 HR notes that were created for this employee. You can create and view all of the HR notes by going to the HR Manager tab via the People tab.
Edit Profile - Advanced Employee Settings
Click the 'Edit Profile' button within an employee's profile to access the following settings. If the setting begins with an asterisk, then the employee will be forced to enter this information the first time they login to Ameego.
Note: You may not fully understand all of the settings available at this time. The default settings should suffice until you understand your needs in Ameego a little better in the future!
- Username: The employee will login with their username. Ameego will automatically create a username for each employee using their first name plus their last name initial. Example - Bob Smith's username would be BobS. If the same username was generated for 2 employees, you can change one of them here. Example - you have a Bob Smith and Bob Stewart. In this case we would suggest that you add the second letter of the last name in the username field. Each employee's username must be unique to eliminate login conflicts.
- Name: Ensure that each employee has a first and last name in these fields.
- Department: This will be considered the employee's primary department. Though an employee can work in more than one department, the employee's profile will be listed under the primary department that is set here.
- *Language: Set the employees preferred language here and the Ameego content will display in that language. English and French languages are available.
- *Email Address: Enter the employees email address here. With a valid email address in the profile, the employee will be able to reset their password if they should forget it.
- Birthday: Enter the employee's birthday here. This is an optional field, but if populated, the Ameego Calendar will display the employee's birthday.
- Start Date: Ameego will populate this field with the date that they were activated in Ameego. Change if required.
- *Home Phone: Enter the employee's home phone number here.
- *Mobile Phone: Enter the employee's mobile phone number here.
- *Emergency Contact: Enter the employee's emergency contact name here.
- *Contact Number: Enter the employees emergency contact phone number here.
- Permission Level: The default permission level for a new employee is 'Regular Employee'. Regular employees will only have access to Ameego Anyware. Users with 'Manager' and 'Supervisor' permission levels can access Ameego Manager and Ameego Anyware. The main difference between the two is that supervisors cannot see or edit wages. If the permission level is set to manager or supervisor, an icon will appear on their profile so you have a quick visual of the higher permission level.
- Payroll ID: If you are using Ameego's payroll export function, enter the employees Payroll ID here.
- Included with Payroll: The default setting is 'Yes' (box checked). If you are using Ameego's payroll export function, you can uncheck this box if you do not want this employee's hours exported.
- Overtime exempt: The default setting is 'No' (box unchecked). Uncheck this box if the employee is exempt from overtime. This can be useful for managers whose shifts exceed the daily & weekly overtime limits and it can also be used to remove all overtime from an employee's payroll export if applicable.
- Enable Break Rules: The default setting is 'Yes' (box checked). Check this if the employee is exempt from the break rules in Ameego's settings page.
- Paid Breaks apply to Overtime: The default setting is 'No' (box unchecked). Check this box if an employee's paid break contributes to their daily overtime.
- Min / Max Hours: These two fields are not required but can be a useful tool to ensure that Ameego's One Touch scheduling assigns the desired hours for some of your key employees!
Next, take a few minutes and review and edit all of your employees info as described above.
Step 4 - POS Match
POS Match is where you will see new employees and departments that have been recently added to your POS system. If we have synced a new employee or department from your POS, you will see a red numbered flag in the ‘POS Match’ banner.
Note 1: The POS Match will run automatically every 24 hours from the last time it ran. You may also use the 'Trigger POS Match' button if you have just added the employee to the POS and you need them active in Ameego right away.
Note 2: The initial import of a new employee will bring us almost all of the information you had in the POS like email address, phone number, departments and wages. After they are activated in Ameego, we will only sync in department (job) and wages changes and additions.
Click on the POS Match banner to see the newly imported employees and departments. Click on a name of an employee to expand the record and observe the following:
New Employees in POS Match:
- Username: Ameego has created this username by using the employees first name plus their last name initial.
- Department: This is the main department for the new employee. If you activate the employee, their profile will appear in the department listed here.
Note: If the record displays 'unknown department', they will be listed in the 'Unknown Department' list. More to come on that further down in this section.
- Email Address: If your employee had an email address in the POS record, it will show here. If not, you can add their email address before clicking 'Activate' and Ameego will email the new employee instructions on how to login to Ameego.
- 'Ignore' button: Click this button if you want to move this employee into the deactivated employees section. Remember, you can always reactivate these records if required.
- 'Activate' button: Click this button if you want to activate this employee into Ameego.
New departments in POS Match:
Newly imported departments will simply have an 'Activate' or 'Ignore' option. If you have activated a new department in POS Match, be sure to add it to one of your department groups as described earlier in the "Departments & Department Groups" section of this setup guide. If you click 'Ignore' the department will be moved to the 'Deactivated Departments' section and can be reactivated later if required.
Step 5 - Unknown / Deactivated
At the bottom of your list of departments you will see the 'unknown/deactivated' label. Click on this label and you will see the following sections if applicable.
- Unknown Department: This list shows employees who were activated from the POS Match, but their department was unknown. Simply assign a department to these employees and then click the 'Update Departments' button. Your employees will be moved to the department that you assigned.
- Deactivated Departments: This is a list of departments that have been deactivated. If you need them back, simply click the 'Reactivate' button.
- Deactivated Employees: This is a list of employees that have been deactivated in your Ameego platform. If you need to, click the 'Reactivate' button. Ameego will tell you which department they have been reactivated into.
Okay, you're doing great! Time to take a break. Coffee anyone!?
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