Section 3 - Departments & department groups

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

Goal: Create the departments and department groups to best suit your scheduling needs.

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

Departments: Departments are the jobs that you will create shifts for and then assign to your employees. Some examples of departments are Server, Host, Bartender, Line Cook, Dishwasher, etc. In this section of the guide, we'll show you how to create your departments and then how to arrange them within your department groups. 

Department Groups: 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 only 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 4 required setup steps:

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

Step 1 - Department setup

Follow the steps below to create your departments in Ameego. Once all of your departments have been created, you can move onto 'Department group setup' to arrange them into department groups.

  1. Click the 'Manage' button at the top of the page.
  2. Click the 'Create New Department' button. 
  3. Add a name.
  4. Add a department default wage (This default will be used if you don't set a specific wage for an employee in their profile).
  5. Add the payroll ID for this department if applicable (only applicable if using Ameego’s payroll export function).
  6. Assign a color to the department (This will be useful on the schedule page to help identify the department at a glance). 
  7. Set the # of 'Auto Approved Book offs' for each day. Set to zero if you do not want Ameego to ‘Auto Approve’ any book offs for this department. 
  8. Set the 'Book off requests limit' for each day. This will set a limit of how many employees can 'request' a book off for each day. You will still have the ability to approve or deny these requests.
  9. Click the 'Create Department' button to save your department.
  10. Continue to do the above steps until all your departments have been created.
  11. Continue to ‘Department group setup’ to arrange your departments into department groups.

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 create a preset 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 section in this guide covers employee profiles!).

EN_Prefferred_employees.PNG

Step 3 - Department group setup

Review the current department groups

On the "Employee Manager" page, let's click the ‘Manage’ button located near the top of the page. 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_NO_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. 

Add a department to 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_NO_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_NO_MATCH.gif

Step 4 - 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_NO_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 Schedules: 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 let's move on to People Setup.

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