3. Departments and Department Groups

Before we begin, it is important to understand the difference between ‘Departments’ and ‘Departments Groups’ in Ameego. 

Departments are the jobs that we import (sync) from your POS system and they cannot be created (manually) in Ameego. We'll show you how to review and arrange your departments within department groups in this section, and show you more about the department settings in the next section of this guide.

Department Groups are not synced from your POS and can be created in Ameego. Each department group will be scheduled separately and will have its own labour cost summary totals in Ameego’s reporting. Many restaurants like to create separate department groups for Management, Service and Culinary. Others prefer to use just one department group for simple “all in” scheduling and reporting. We will get you started with at least one department group and you can create more if required. 

This guide will take you through the following 3 required setup steps:

  1. Department Setup
  2. Department Group Setup
  3. Department Group Settings

Step 1 - Department Setup

Navigation: ‘People’ tab, then ‘Employee Manager’

Goal: Review and clean up the departments we imported from your POS to suit your scheduling needs.

Sometimes your POS system has more departments than you require for scheduling, or has more than one department with the same or similar name. It is important to review the departments we have synced from your POS and deactivate the unwanted departments before beginning the department group setup. 

Follow the order below to review and clean up your departments in Ameego:

  1. Click on the department name to display the employees that belong to that department on the right side of the page. 
      • If you have no employees in the department then it is OK to deactivate it.
      • If you have some employees in each of 2 departments of the same or similar name, you will need to choose which department you will consider active in Ameego. Then move the employees to the active department and deactivate the unwanted department. This is best done in Ameego AND the POS system so you can avoid using the ‘inactive’ department for another employee in the future.
  2. Follow the steps below to move an employee profile from one department to another. 
      • Click on the employee profile to expand it.
      • Click the ‘Edit Profile’ button on the upper right.
      • Locate the 'Department' field and choose a department from the dropdown list. This will be considered the employees primary department and additional departments can be added later. (More on that in the next section of this setup guide!)
      • Click 'Save Changes'. 
  3. Follow the steps below to deactivate a department in Ameego.
      • Ensure that you do not have employees in the department you want to deactivate (see step 2).
      • Click on the setting wheel located to the right of the department name.
      • Click on the 'Deactivate' button.

Here are a few more tips to help you through this step.

  • Every department synced into Ameego will display a POS ID number which originated from your POS system. This is very useful if you need to compare two departments that are similar or identically named. Click on the setting wheel to the right of the department name to reveal the department POS ID.
  • Never rename a department in Ameego unless you also rename the identical department in the POS. Sometimes we need to refer to the POS department (job) in regards to wages, therefore the name should be the same in Ameego as it is in the POS.
  • Please feel free to contact our Client Success team at cs@myameego.com if you have any questions about these steps.

Step 2 - Department group setup

Navigation: ‘People’ tab, then ‘Employee Manager’

Goal: Customize your restaurant's department groups

Adding & removing departments within department groups

Now that you are on the right page, let's click the ‘Manage’ button located at the top of the 'Departments' section. You will see the default department group(s) that we have added to get you started and the departments that belong to those groups.

EN_Manage_dept_groups_POS_MATCH.png

If you are satisfied with the department group(s) that we have setup for you, then simply review the departments within the department group(s) and adjust if required. You can do the following actions at this point to add or remove departments within the department groups:

Remove a department from a department group: Click on the department name on the right side of the page. This will move the department to a section called ‘No Department Group’. This department will have to be added to another department group in order to be scheduled in Ameego. 

Move a department into a department group: Click the ‘+ department’ button (if present) on the right side of the page and choose a department to add.

Note: If all of your departments already belong to a department group, then no ‘+ department’ button will be present.

Here is a quick demonstration of how to remove a department from one group and add it to another.

EN_Moving_Dept_Grp_POS_MATCH.gif

Adding a new department group: If you need to add a new department group, then follow the steps below. We will assume that you are still on the People, Employee Manager page. 

  1. Click the ‘Manage’ button.
  2. Click the ‘Create New Group’ button.
  3. Add the name of your department group. 
  4. Click the ‘Save Changes’ button (We will cover the other settings in the next section below). 
  5. Using the instructions above, you can now move departments into this new department group.

Sorting departments within a department group

Now that you have added all of your departments to a department group, you can sort them within the department group. The sort order you choose will be reflected throughout the Ameego platform. Follow the steps below to sort the departments within the department groups. 

  1. Exit the 'Manage' section by clicking on the Employee Manager tab. 
  2. Put your cursor to the left of a department name to see the crossed arrows icon.
  3. Click and drag the crossed arrows icon to move the department up or down in the list.

Watch this demonstration on department sorting.EN_Sorting_Departments_POS_MATCH.gif

Step 3 - Department group settings

Below is a description of the available department group settings. These can be applied now or later, depending on  your current stage of your Ameego setup. For example, you may not have your base floor plans setup yet. No problem, you can come back to these settings later. 

EN_Dept_Gr_edit_POS_MATCH.png

Navigation: ‘People’ tab, then ‘Employee Manager’

Goal: Customize your restaurant's department group settings

Click on the 'Manage' button and then click the ‘Edit’ button on the first department group. Review and set the following settings that can be customized for this department group.

Rename: Rename the department group

Sales Metric: Default setting is ‘None’. If set to ‘None’, the department group will use the primary sales metric of Net or Gross sales to calculate the labour cost for this department group. You can choose another metric to make this calculation, but be sure to select a sales metric ($) and not a count metric (customer count). 

Auto Publish Schedule: Default setting is ‘Off’. If set to ‘On’ and you have default floor plans attached to this department group, then One Touch will create AND publish your schedules automatically.

Tip: We recommend that you leave this setting at the default of 'OFF' in the beginning so you have the opportunity to review your schedules before publishing. 

Default Wage Multiplier: Default setting is ‘1.00’. When creating and costing your schedules in Ameego, we will multiply all hourly wages by this amount. 

Tip: You can use this setting to account for some employee overhead costs. ie - setting the multiplier at 1.04 will add 4% to all wages and will be applied to the projected labour.

Default Fixed Labour: Default setting is 0.00. Add a dollar amount here that will represent weekly fixed labour for this department group (like managers salaries). This figure will be used in all of Ameego’s reporting for projected and actual labour. 

Default Labour Percent Goal: Default setting is 0. Enter your labour cost percentage goal for this department group here and Ameego will show you comparisons to this goal throughout the scheduling pages. This is an optional setting.

Default Floorplans: These are important settings that will enable Ameego’s One Touch to complete all 3 steps of scheduling with single button click. A default base floor plan must be applied to each day of the week to enable this feature. If you have not created your base floor plans yet, you can come back to this later. Be sure to come back and do this though, and this is a great time saver in Ameego!

Delete Group: Click this to delete this department group.

Cancel: Cancels any editing done since the edit button was clicked.

Save Change: Saves all changes made.

 

Great Job. You have successfully set up the department groups for your restaurant! 

Now lets move onto to People Setup.

GO TO NEXT STEP

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