Staff are added and managed within Move Manager 360. First, go under "owner settings" and then select "staff".
Here, you can see a list of the staff that are currently in the system.
If you have a large staff list, type in the name to locate one staff member.
Or, select to see inactive staff (or active staff).
"View status of pending invitations" to see a list of staff (users) who have not accepted invites to join your team.
For those staff members that have already accepted the invitation, you may elect to "archive invite."
For those that have not accepted you can then either "resend invite" or "revoke invite".
To invite a new staff member click on "invite a new staff member".
Enter their email address and click on "check email". If the email is already in the system you will not be able to add the user.
For those users that are not already in the system, you will then select their role and add their pay rate.
In most cases the default travel rate and default break rate will be the same hourly rate for their standard work. Check your local laws to be certain.
You can also add their number of unpaid travel minutes here. This means if the first X# of minutes of travel is unpaid as it is their normal commute time to your designated place of business, this will be recorded as unpaid time.
Then, decide if you want to "use default availability" or allow them to define their own availability.
If selecting default the site is going to use the availability you have defined for your company.
Next, select what site permissions you would like them to have.
Then click "send invite"
Additional Notes On Each Selection
Note: After selecting the "staff type" depending on the type, you will be prompted as to whether they can define their weekly hours and if time off requires approval. Toggle on or off based on how your business is set up. If you select the "time off requires approval" toggle then you will be prompted to select who from your team will review the time off requests.
After the staff member has defined their time, you can review their availability and make needed adjustments.
Use the time drop downs to adjust the time they are available.
Uncheck the day to make them not available on a certain day.
Use the X to delete availability.
Use the + to add availability.
Note: It should not be the norm but if they are using their own vehicle that you need them to track their mileage on, you can click the "has a vehicle" so that the toggle is on.
Next, set their reimbursable rate for each mileage (use the government required reimbursable rate. This is typically updated annually). Add their daily non-reimbursable miles. This would be their drive time to your designated place of work.
If a client is offered free billable miles, you will add the number per day. Keep in mind this DOES NOT mean that you do not have to reimburse your staff member for mileage using their personal vehicle.
Lastly, add the billable rate per mile.
Note: When setting up permissions be certain you select the appropriate options based on the role of your staff member and what you want them to be able to accomplish. The default is always an access of "none".
Project Estimates: View or Create/Edit/Delete
- This will allow the user to create, edit, and delete estimates.
- It is recommended that only the manager/owner/salesperson have Create/Edit/View access as you do not want project staff attempting to make adjustments
Project Contacts, CRM & CRM Documents: View or Create/Edit/Delete
- This will allow the user to create, edit, and delete contacts on the project and within the CRM.
- You may elect to only allow certain staff to add contacts so that unauthorized individuals are not added to a project. Having an unauthorized individual on a project could allow private information to be disclosed to an individual that they client doesn't wish that information to be shared with
Team Contacts: View or Create/Edit/Delete
- This will allow the user to create, edit, and delete team contacts
- Recommended that this be reserved for your managers
Project Documents: View or Create/Edit/Delete
- This will allow a user to add and remove documents.
- It is recommended that staff members have this access when they will have a need to add new documents or photos only.
My Time and Time Card: View or Create/Edit/Delete
- This will allow a user to update their timecard
- Your company policy will dictate whether you want a staff member to be able to do this on their own
Project Schedule & Team Calendar: View or Create/Edit/Delete
- This will allow a user to update the project schedule and team calendar
- The salesperson, project manager, and limited staff should be given the Create/Edit/Delete access
Project & CRM Notes: View or Create/Edit/Delete
- This will allow a user to create notes
- It is suggested that all users have this access so they can add project information
Project Invoices: View or Create/Edit/Delete
- This will allow a user to create and invoice (which will send it to Quickbooks)
- It is recommended that your salesperson, the manager and owner have this access
Team Time: View or Create/Edit/Delete
- The user will be able to add, edit, and delete team time.
- Unless the staff member has a need to "view" others work hours, for privacy reasons it is suggested that this be marked as "none"
Tax Reporting: View or Create/Edit/Delete
- Tax reporting should have limited use and should be reserved for the owner
Team Time On / Off Requests Approval: View or Create/Edit/Delete
- This will allow the user to approve time off requests
- If using the time off request feature, be sure to have designated users have this access to approve time off
Note: When you send an invite to a user they will receive an email inviting them to the team. The invite tells them the team location (your company name), their role, and what manager invited them to the team. Clicking on Accept allows them to begin the login process.
Note: When inviting a new user you can modify the invite message to make it more personal.
Note: When a user accepts an invite they will then be welcomed to the team and will need to add details. Note that the email they use MUST match the one that the invite was sent to.
Now they can log in.
Once the user accepts, the person that sent the request will receive an email notifying them that they have accepted the invitation.
