Employees

Employees in CommitCRM are unique Account records that use slightly different data which is specific for an Employee Account. You can view Employees as part of the Accounts list or under the Employees window which shows a list of employees only.

Create New Employee

1. Open the Employees window and click on the New icon on the toolbar. The New Employee window will open.
   
   

   File:Commit setup guide new employee window.gif

   
   
   
2. You can enter some of the details in the this window, such as name, phone numbers, and more (see more details below).
3. Click OK.
4. The employee window will open. The Employee tab will be selected, and you can now setup some more parameters:
   
   

   File:Commit setup guide add employee window.gif

   
   
   
5. Set the employee's Hourly Labor Rate. This rate will be used when this employee adds charges to the system.
6. By using the Default Color for New Appointments option, you can set a default color to be used for all Appointments created by or assigned to this employee. After entering this setting, all Appointments created for this employee automatically appear in this color on the Calendar or the Dispatcher window. You can also choose to override this setting when actually creating the Appointment for the employee.
7. Each employee user can define their own Email Signature to be used when sending an email from within the application. Click Edit Email signature to configure the signature. You can read more about editing the signature and using it in Email Templates in the Email Signature section.
8. Note the employee is currently Active; you can change the status to Inactive by clicking the Make Inactive button. Read more about this in the Make Active/Inactive section.
9. To allow the employee to log in to CommitCRM, click the Configure User button and set the employee’s password.
10. Select the desired privileges group. You can read more about the employee privileges in the Employee Privileges Group section.
11. To allow the employee to use the Commit Web Interface, a dedicated Web user name and password should be defined for the Employee. To do so, go to the Employee window, then the Employee tab, and click on Configure Web User.
12. Save the new details (click the Save button on the tool bar)

Employee Hourly Labor Rates

Each employee can be assigned an hourly rate for calculating the price for time based Labor Charges.

Before charging customers for labor performed by employees, the hourly rate of each employee should be set in accordance with their skills and role. This is set in the New Employee window or on the Employee tab when viewing employee details.

Once you have set a rate for each employee, it is automatically used to calculate charges every time a labor charge is entered, or charges are calculated for Labor Items with set prices based on the employee rate.

Make Active/Inactive

You can set an employee as Active or Inactive by clicking the Make Active/Make Inactive button in the Employee tab when the employee's details are displayed.

Inactive employees are usually employees that have stopped working. Therefore, such employees no longer need to be managed in the system (i.e. they cannot be assigned to Tickets, cannot be used for labor charges, cannot be dispatched for on-site visits for open Tickets, etc.).

Setting the employee to Inactive will release one active employee license for use by another employee.
You can tell whether an employee is active by visiting their Employee tab or by viewing it in the relevant column when displaying a list of all employees.

Employee Privileges Group

When creating users in CommitCRM, you can assign predefined privilege groups (SysAdmin, Full, Partial, Limited) or you can assign a privilege group you've created yourself.

To modify the employee privileges group, go to the Employees window and select an employee. Then go to the Employee tab, click on the Configure User button and link the employee to the desired privileges group. Save the changes.

Note that only Sys Admin users can set the Privileges groups and modify each group's definition, and that the Sys Admin Privileges group cannot be modified in the Privileges editor. To view employees who are defined as system administrators, go to the Main menu, then File > Users and Privileges > Show Administrators.

CommitCRM's basic installation includes three pre-defined privilege groups as follows:

1. Full – This group allows a user to do anything in the system, including advanced system customization. This group should be used to define users who will have complete access, but are not system administrators.
2. Partial – This group has some limitations, and may be used to define a "technician" role in the system:
   • Special operations in the system (such as performing batch updates, importing from QuickBooks, etc.)
   • Limited (read-only) access to other users' information, such as Tickets and Appointments.
   • Limited or no access to financial information.
3. Limited – Very limited access (read-only) to some information.

All these groups can be modified and you can add your own privilege groups if needed.

You can read more about how to set privileges in the Privileges Frequently Asked Questions.

See Also

• FAQ
• Web Interface
• Privileges
• CommitCRM Installation