MoversSuite Administration – web > User Setup > Personnel
Use the Personnel setup to define employees that will be working within the MoversSuite application and those that will be referenced within the application. Not only will the Personnel setup define an employee record, but is used to set up personnel to do a variety of functions. The following describes the functions provided through the Personnel setup:
• Define employee work status
• Assign a Labor Type to an employee
• Assign Employee # and employment data such as hire date and contact information
• Set the employee to be commissionable and to receive advances
• Control which branch locations the user belongs to or has access to
• Associate key dispatch data to a driver, such as Driver Type and Line Haul %, within the Dispatch tab
• Grant access to the Customer Web Portal using the Web User Setup
• Define User Access within the User Setup tab by granting MoversSuite and MoversSuite Administration access through Username, Password and Security Profile settings and allowing access to a particular Report Profile
• Set up MoversSuite Administration – web users access to functionality within the Roles tab
• Define and monitor key safety features of the employee through the Safety tab
Important: The MoversSuite application should not be considered a human resource application. It is software for move management and does not include the security necessary to protect all personal information.
If an employee will be performing multiple functions within the organization, then separate Personnel records will need to be established. If a salesperson will be performing the function of a coordinator, for example, then two separate Personnel records will need to be created: one in which the Labor Type is that of salesperson and another for a coordinator. Each record can be created with the same settings, such as Employee #, but MoversSuite suggests using a First or Last Name and Username that not only identifies the name of the employee but also identifies their role when signed in; It is not uncommon to find Personnel records containing “Smith (LOC), Joe” and “Smith (LD), Joe” for the other to identify a driver as being local or long distance, respectively.
Use the table below to define personnel who will be using MoversSuite or will be referenced by it.
Fields appearing in red are required when adding new records for the particular setup area.
|
Personnel Field |
Description |
|
General Information |
|
|
First Name |
Enter the first name (up to 16 characters) and middle initial (1 character) of the employee. |
|
MI | |
|
Last Name |
Enter the employee’s last name (up to 26 characters). If creating multiple Personnel records for an individual employee, MoversSuite recommends entering some value, in addition to the name, that identifies the employee’s role in the organization (as determined by the Labor Type). |
|
Employee # |
Enter the number (up to 8 characters) assigned by the organization to identify this employee. |
|
Hire Date |
Enter or select the date of hire for the employee (in MM/DD/CCYY format). |
|
Effective Date |
Enter or select the date that the employee began effectively working for the organization (in MM/DD/CCYY format). |
|
Status |
Select a Status value for this employee. The following default values are available: ACTIVE INACTIVE REVIEW |
|
Labor Type |
Assign a Labor Type to this employee from the list of those defined within the Labor Type Setup. |
|
Note |
Enter notes (up to 60 characters) to be displayed when viewing this employee record. |
|
Accounting |
|
|
Commission Plan |
Assign this employee to a Commission Plan as defined within the Mover’s Suite Administration > AFS > Commissions > CPMaster setup. |
|
Vendor |
Select a vendor to link the employee to an account for financial reporting. |
|
Advance Setup |
Advance Processing module must be enabled to take advantage of these options. This topic is covered in detail within the Driver Advances Driver Setup. |
|
Account Number |
Enter account number (up to 16 characters) and identification (up to 16 characters) provided by a banking services provider if uploading advance transactions to the banking service provider. |
|
Account ID | |
|
Advance Cap Trip |
Enter the maximum amount (up to 10 digits) that an employee can assigned per trip and/or order. |
|
Advance Cap Order | |
|
Assigned Branches |
|
|
Available |
This is a list of branches defined within the Branch Setup topic. |
|
Assigned |
Select (>>) or remove (<<) branches from the list of those assigned for this employee. An employee can be assigned to or work on orders listed in their assigned branch(s). |
|
Default Branch |
Select a default branch from the list of assigned branches. The Default Branch will be referenced by third party interfaces. |
|
Contact |
|
|
Address |
Enter the mailing address of the employee. |
|
Phone Numbers |
Enter Home, Work, Cell, Pager, Alternate, and Fax numbers for the employee. |
|
Other Information |
Enter an Email address and Voice Mailbox # for the employee. The Email address is used in several places within MoversSuite especially in dispatch to send notices to coordinators and crew members. See the Email and Calendar Options in MoversSuite topic for details. |
|
Dispatch |
|
|
Driver Type |
Select a type from the list created in the Driver Type Setup. |
|
Driver Level |
Enter the driver classification level (up to 20 characters) for the employee. |
|
Driver # |
Enter the driver’s license number (up to 15 characters). |
|
Fuel ID |
Enter the identification number (up to 10 characters) provided by the fuel supplier for this employee. |
|
Fuel PIN |
Enter the personal identification number (up to 10 characters) for the employee provided by the fuel supplier. |
|
Line Haul % |
Enter the line haul percentage (up to 2 characters) this employee will receive from the organization for transportation revenue. |
|
Van # |
The number identifying the van in use by this driver will display in this read-only field. |
|
Available Hours |
Enter expected number of hours for the expected days that the employee will be available for crew assignment within Local Dispatch. |
|
Web User Setup |
Customer Web Portal functionality must be enabled to take advance of these options. Refer to the Customer Web Portal Setup for more information. |
|
Username |
Enter the name (up to 12 characters) the user will use to log into the Customer Web Portal. |
|
Password |
Enter the password (up to 12 characters) the user will use to log into the Customer Web Portal. |
|
Profile |
Select a profile from the available list. The Profile options is comprised of the Task Definitions created within MoversSuite Administration – web > Common > Task Setup and is used to lookup records in MoversSuite based on the Task Definition setting (Name, Address, Phone tab). |
|
Login Count |
This is a read-only field displaying the number of times that the Username has been used to log into the Customer Web Portal. Changing the Username will reset this counter. |
|
User Type |
Select a type of either Electronics, Household Goods, or Special Commodities to determine what search criteria is used and how the retrieved data will be displayed. It is important that the User Type is compatible with the selected Profile. |
|
Company |
Enter a title (up to 12 characters) to display within the Customer Web Portal when users are logged in. |
|
User Setup |
|
|
Number of Users |
This is read-only information on the number of User Access records that have been defined and total number allowed (Licensed Users). |
|
Username |
Enter a unique identifier (up to 12 characters) and password (up 12 characters) to for the employee if they will be a user of MoversSuite or MoversSuite Administration – web. The Username and Password will be used to log into both applications. The Username will appear in the window title within MoversSuite. Entering a Username and Password will create a User Access record, each of which counts towards the number of existing users. Avoid creating User Access records for personnel that will only be referenced within MoversSuite, such as drivers. |
|
Password | |
|
Security Profile |
Select a profile from the list of those defined within the Security Profile Setup to grant this employee the appropriate access to MoversSuite functionality. |
|
Report Profile |
Select a profile from the list of those available to grant this employee access to particular reports as defined within the Mover’s Suite > Common > Reports > Report Profile setup. See the Allowing Access to Reports Documents topic for more information. |
|
Roles |
|
|
Available Roles |
This is the list of roles that are available to be mapped to users that will access MoversSuite Administration – web. The roles tie to specific areas within the MoversSuite Administration –web that can be accessed by the user when they are mapped. Add (>>) or remove (<<) roles from the user. More information is available within the User Roles and Access section. |
|
Mapped Roles | |
|
Safety |
The Safety Systems topic covers this tab’s usage in detail. |
|
License Expires Date |
Enter or select the date this employee’s license expires (in MM/DD/CCYYY format). |
|
Last Physical Date |
Enter or select the date this employee had a physical examination (in MM/DD/CCYYY format). |
|
Administrative Hold |
Placing an Administrative Hold on a driver will prohibit them from being assigned to a crew in Local Dispatch or to a trip or order in Long Distance Dispatch. Clicking on the Administrative Hold box will open a dialog to enter a reason for the hold. A hold will also create a Safety Events record. |
|
Next Physical Date |
Enter or select the date this employee is schedule to receive a physical examination (in MM/DD/CCYYY format). |
|
Safety Events |
This section is a listing of logged events that create a driver’s safety record. |