Mobile for Platform - Setting up Users / Employees

Creating New Users

If you need to create new accounts for your technicians to allow them to use Successware Mobile, please follow these steps:

Open the Main Menu from the toolbar in Successware, hover over the Setup option, and select User Management.

1. Click the button.
2. Enter an email address.
3. Enter the Full Name of the user. 
4. Enter any applicable comments in the Comments field.
5. Choose the User Group to which you want to assign the user.
   
6. Click Save.
7. You will receive an email with a link to set the user's password.
   
   
   
8. Click the Set Password link.

Creating Employees from Users

1. Open the Main Menu from the toolbar in Successware, hover over the Setup option, and select Employee Management.
2. Click the + Add Employee button. 
3. The Employee Code is a required field that will display in Dispatch.  For employees that will appear in Dispatch, make sure to enter the name, initials, or number that you wish to use as the Employee Code. Note: Once an employee is saved, the Employee Code can no longer be changed!
4. Enter the employee’s name (first and last) and select the Employee Type.  The system will mark the appropriate check boxes, such as Salesperson, Technician, and Maintain Assignments based on the type selected.  Make sure that Maintain Assignments is marked for all employees that you wish to schedule in Dispatch.  If this is checked, timecard entries will automatically create assignments.
5. Automatic Overtime- If ‘automatic overtime’ is checked, overtime automatically calculated based on overtime setup will be included in the employee’s total overtime for a period.  If ‘automatic overtime’ is not checked, only manual overtime will be included in the employee’s total overtime.  In either case, during automatic calculation, both weekly and daily overtime will be calculated and available for reference.  (This ‘automatic overtime’ setting can be overridden for an individual overtime period in the employee’s timecard.)
6. Enter the employee’s Job Title in the appropriate field.
7. Select Active to indicate that this employee is presently employed and actively working.
8. Click Save.

The Employee Setup Form

The Employee Setup form contains a number of tabs of information pertaining to the specific employee.

The Scheduling Tab will make different fields available to you depending upon whether the selected employee is marked as a Technician or Salesperson or not.

The following fields are only available for Technicians or Salespersons.  When assigning jobs, the system will refer to these fields to indicate which technicians are qualified to perform. 

Field	Description
Work Schedule	Use the mouse to check the days of the week the employee normally works. Then enter the employee’s normal start and stop times. The Work Schedule must be set up for ALL employees if you are using payroll, even for Salaried employees. Successware will post salaried employee’s wages to the G/L based upon their work schedule.
Note	Use this field to enter any comments or notes about the employee or his/her schedule.  This information is displayed as a pop-up hint when placing your cursor over the employee’s title panel in the Call Center.
Default Dept	Enter the department in which the employee normally works.  This department will be used for timecard entries that have no department assigned. For example, NTCs or Non-Job-related entries such as lunch or meeting time.
Vehicle ID	If the employee has been assigned a company vehicle, enter the vehicle’s ID here.
Qualifications and Skills	This button will allow you access to the Qualifications and Skills window, which allows you to identify the Job Classes, Job Types and Skills performed by a technician. These qualifications will be referenced when a call is assigned to the tech. If the tech does not have the appropriate qualifications and skills to perform the call, a warning will be displayed. Additionally, icons will appear with the employee in the Call Center to identify qualifications.

Wage Information Tab

On the Wage Information tab, you will define information related to Payroll for the selected employee.

Field	Description
Pay Type	Select whether the employee is Hourly, Salary or is paid by Piece rate. ONLY set up employees as hourly if you want their earnings based on timecard entries. If pay is based upon billed hours your will use Piece Rate and enter their percentage in the Pay Rate tab.
Pay Period	Select how often the employee is paid.  Only the pay periods you have defined in payroll setup will be available.
# Exemptions	Enter the number of exemptions that the employee is claiming. This field is for your information only and not used by the payroll module.
Hourly Rate	For hourly employees, enter the employee’s hourly pay rate.  Then enter the number of hours the employee normally works in the pay period in the Avg Hrs/Period field.  The system will calculate the Annual Salary and Avg Check.
Annual Salary	For salaried employees, enter the employee’s annual salary.  Then enter the number of hours the employee normally works in the pay period in the Avg Hrs/Period field.  The system will calculate the Hourly Rate and Avg Check.
Avg Hrs/Period	Enter the number of hours the employee normally works in the pay period.
Avg Check	For piece rate employees, enter the gross amount of the employee’s normal check.  For hourly and salaried employees, this field will calculate automatically.
Pay Rates	Click on the Pay Rates button to optionally set up varying rates for different types of work, or for pay items. This is ONLY for hourly employees.
Bill Rate	The amount you bill for this employee.  If Payroll is not active, the system will use this as the bill rate for cost plus invoicing.
Bill Cost	The cost per hour for this employee.  If Payroll is not active, the system will use this as the hourly labor cost when importing timecard entries on an invoice.
Next Review, Last Review and Last Raise	Enter the appropriate dates.
Last Hourly Rate or Last Salary	The employee’s pay rate as of the last change.
Hire Hourly Rate or Last Salary	The employee’s starting pay rate.

Looking for a more interactive course on Setting Up Users? Check out our Learning Management System (LMS)! Our courses are available to all Successware users. If you don't have a sign-in for our LMS, contact us at [e-mail] for a free account.

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