The Staff Member Update Core screen allows you to add a new or update an existing Staff Member. The fields on this screen and the subsequent Tabs (Rates, Comments, etc…) allow you to update information pertinent to your Staff Member.
See Also: Topic Doc - Instructor Pay Processing.
See Also: Topic Doc - Personal Trainers
From the bottom of the screen…
Click Save to save your changes. You will return to the Staff Management DataGrid.
Click Cancel to return to the Staff Management DataGrid without saving your changes.
Click Previous or Next to continue to the next tab on this screen (i.e. If you are on the Core screen, click Next to continue to the Rates screen).
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
Core Information
Site Code (SAStaff_SiteCode)
When Enterprise Site Management is enabled on your License profile this field is mandatory.
Select the Site Code for this item. Sites are business segments within an enterprise organization. Associating a Site with items allows for reporting on item availability and transaction history by business segment.
Site records are maintained in Site Management.
DeleteSite Area (SAStaff_SiteArea)
You will not visit this field.
This field displays the Site Area for the Site linked to this item. The Site Area on the item is updated automatically when a Site Code is linked to an item or if the Site Code is changed.
Site Areas are maintained in System Code Management. Type = Site Area. They are linked to Sites in Site Management.DeleteSite Category (SAStaff_SiteCategory)
You will not visit this field.
This field displays the Site Category for the Site linked to this item. The Site Category on the item is updated automatically when a Site Code is linked to an item or if the Site Code is changed.
Site Category Codes are maintained in System Code Management. Type = Site Category. They are linked to Sites in Site Management.
DeleteRecord Code (SASTAFF_RecordCode)
If you are creating a new Staff Member, enter your Staff Member Code in this field. Codes may be alpha and/or numeric. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing Staff Member you will not visit this field.
DeleteMember LinkID (SASTAFF_MemberLinkID)
You will not visit this field.
This field displays the Family Member LinkID for this Staff Member. The Family Member LinkID is the byproduct of linking this Staff Member to an existing family member in your database.
Note: This feature is not yet available.
Permissions (SASTAFF_Permissions)
Click in the Combo Box icon to select the Permissions code(s) you want to apply to this Staff Member Code.
Permissions allow you to control which users can view, add, modify, and/or delete records on browsers and picklists, etc. These are called Access Rights and they are maintained on the Table Permissions tab of the Permissions profile
Note: You can leave this field blank if desired. When this field is blank the system skips the Permissions check for this record. In that event all users will have access to this record provided their Access Rights for the module allow for it.
Address 2 (SASTAFF_Address2)
Enter this Staff Member's additional Address information in this field.
DeleteState (SASTAFF_State)
Expand the Drop-down list to select the State or Province in which this Staff Member lives in this field. This list is populated by the entries in the 'State' Option List field on the Static Parameters profile • Misc Settings group.
DeleteStatus (SASTAFF_RecordStatus)
Expand the Drop-down list to select this Staff Member's current employment status:
- Active - This employee is currently working for you.
- Inactive - This employee may work for you but is away/on a leave of absence.
- Pending - This employee has been interviewed and may be hired.
- Quit - This employee quit and no longer works for you.
- Fired - This employee was fired and no longer works for you.
Gender (SASTAFF_Gender)
Expand the Drop-down list to select this Staff Member's gender.
Gender Codes are maintained in System Code Maintenance. Type = Gender.
DeleteBirthday (SASTAFF_Birthday)
Click the Calendar icon to select this Staff Member's date of birth, if desired.
DeleteSocial Security Number (SASTAFF_SocialSecurityNumber)
Enter this individual's Social Security Number, if applicable.
Social Security Number fields are encrypted within the database. Social Security Numbers will display correctly on screen and in reports, but they are encrypted within the database, itself.
Social Security Numbers are required if using the SSCI Background Check Interface to process and track background checks for Staff Members.
See Also: Topic Doc - SSCI Background Check Interface
DeletePhoto File (SASTAFF_PhotoFile)
Select the photo you wish to associate with this Staff Member when it is displayed in WebTrac or MainTrac. In WebTrac, the photo you link here will be displayed for Instructors linked to activities that patrons are viewing and/or for Personal Trainers. In MainTrac, the photo you link here will display on selected reports.
If you do not have a photo for this individual, you may select your No Photo image (nophoto.jpg) or you may leave the field blank.
Images used for WebTrac must also be stored in the \images folder on your web server* else they will not display.
*Note for VSI-Fully Hosted and VSI-Web Only Hosted Customers: The VSI Cloud team maintains your web server so any images you want displayed in WebTrac must be stored there. Email your WebTrac images to HostedServices@vermontsystems.com. Contact the VSI Cloud team for further information/instruction if needed.
What Size Should Your Images Be?
By default WebTrac displays thumbnail images at 165 (width) x 110 (height) pixels. Images in the \images folder get resized automatically upon display in WebTrac. Click-able images such as those used for Facilities will display at their actual/true/full size when a patron clicks the thumbnail to enlarge the image.
When selecting images for display in WebTrac VSI recommends the following for best results:
- Pre-size your images to dimensions that are directly proportional to 165x110. When sized proportionately your image will not lose aspect ratio and appear skewed when reduced and displayed in the thumbnail.
- Keep the file size of your images at or below 100kb. When patrons use WebTrac the images linked to your items must be downloaded to the patron's browser. Larger images tax your web server far more than smaller ones and result in longer/slower page loading time on the patron's browser.
Instructor? (SASTAFF_Instructor)
Select all applicable options on this panel that fit this Staff Member's profile.
Select this option if this Staff Member is an Instructor. This option must be selected in order to link this Staff Member to an Activity Section as its instructor.
Select all applicable options on this panel that fit this Staff Member's profile.
To link an Instructor to an Activity Section, go to Activity Section Update • Instructors tab.
DeleteDisplay Instructor On Web? (SASTAFF_DisplayInstructorOnWeb)
Select this opiton to have this Staff Member appear in WebTrac as an instructor when linked to an Activity Section. Biography Codes and Photo File information will display in WebTrac as well, if those fields are populated on this screen.
To link an Instructor to an Activity Section, go to Acivity Section Maintenance • Instructors.
DeletePersonal Trainer? (SASTAFF_PersonalTrainer)
Select all applicable options on this panel that fit this Staff Member's profile.
Select this option if this Staff Member is a Personal Trainer. This option must be selected in order for this Staff Member to be displayed on Personal Trainer-specific fields and programs.
Note: When this option is selected a Trainer Links tab appears on this screen. The Trainer Links tab allows you to see all applicable Facility Links associated with this Personal Trainer. Facility Links allow you to establish Time Blocks Purposes Rates Pay Settings and other default options for booking this Trainer.
Display Trainer On Web? (SASTAFF_DisplayTrainerOnWeb)
Select this option to have this Staff Member appear in WebTrac as a personal trainer for hire. Biography Codes and Photo File information will display in WebTrac as well, if those fields are populated on this screen.
DeleteActivity Coordinator? (SASTAFF_ActivityCoordinator)
Select all applicable options on this panel that fit this Staff Member's profile.
Select this option if this Staff Member is a Program Coordinator. This option must be selected in order to link this Staff Members to an Activity as its coordinator.
To link a Program Coordinator to an Activity, go to Activity Update • Program Coordinators tab.
DeleteReferee? (SASTAFF_Referee)
Select all applicable options on this panel that fit this Staff Member's profile.
Select this option if this Staff Member is a Referee. This option must be selected in order to link this Staff Member to a League as its referee.
To link a Referee to a League, goto League Update • Referee Settings panel.
DeleteMainTrac Staff (SAStaff_MainTrac)
For use with the MainTrac module only.
Select this option is this Staff Member is someone you wish to track in the MainTrac module.
DeleteQualification Links (SASTAFF_QualificationLinks)
Click the Picklist icon to select the Qualifications Code(s) you wish to link to this Staff Member.
Qualifications are used primarily for Referees (the system will not schedule a referee if the individual does not meet League qualifications) and Personal Trainers (the system will not allow a reservation for a PT who doesn't meet the qualifications the patron is seeking). However, qualifications also can be used to define skill sets (i.e. First Aid, CPR, Emergency Care, etc...) for instructors, coordinators, personal trainers, and/or referees, if desired.
Qualification Codes are maintained in System Code Maintenance. Code Type = Staff Qualification.
DeleteQualification Notes (SASTAFF_QualificationNotes)
Enter any additional qualification comments that are specific to this Staff Member, if any.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
DeleteTickler Code (SASTAFF_TicklerCode)
Click the Picklist icon to select the Tickler Code you wish to link to this Staff Member if any.
Tickler Codes display during Daily Processing and are used to relay information to the Clerk processing the transaction. Ticklers added here will display when a Personal Trainer slots are booked.
For Example: Please remind patrons that black-soled shoes are NOT be allowed in the weight room and to wear alternate footgear if needed."
Tickler Codes are maintained in Comment Code Management. Code Type = Tickler Comment.
Note: Pop-up messages in RecTrac such as ticklers can be formatted using HTML. Basic knowledge of HTML allows you to customize ticklers and other pop-up messages through use of:
- Carriage returns/paragraphing and breaks (<p> </p> <br />)
- Font effects such as:
- Bold type (<strong>This text will be bold.</strong>)
- Italicized type (<em>This text will be italicized.</em>)
- Colors (<span style="color:HEX code">This text will be in red.</span>)
-
Click-able Hyperlinks
- Email (<a href="mailto:emailaddress@domain.com?subject="Email from RecTrac popup messages" style="color:#0000FF;">Email Me</a>)
- Images (<a href="http://your_server/folder/picture.jpg" target="_blank" style="color:#0000FF;">Click here to see the image</a>)
- External Websites (<a href="http://somewebsite.com" target=_blank" style="color:#0000FF;">Go to this website</a>)
- Embedded images (<img src="http://your_public_facing_server/folder/picture.jpg" width="" height=""/>)
- etc…
Insert the <HTML tags> along with your text.
For example entering something like this: "<p>This is a tickler.><br /><span style="color:#FF0000;">This is the same tickler using red text.</span></p>"
Would create a tickler that displays like this:
"This is a tickler.
This is the same tickler using red text."
HTML formatting works with messages that display in RecTrac only. HTML formatting will not work for comment type fields that print on receipts and reports. The process used to render the .pdf simply prints whatever text it finds in the field so if you use HTML tags in a receipt comment for example you'll get the raw HTML on the receipt instead of your planned formatting.
Tickler Text Interface Type (SASTAFF_TicklerTextInterfaceType)
This option is applicable to whatever you've entered in the Tickler Text field only.
Accept the default entry (All) or select another Interface type. The selection you make dictates where your free form tickler text will appear.
- All - The tickler text will show in both RecTrac and WebTrac.
- RecTrac - The ticket text will be displayed in RecTrac only.
- WebTrac - The ticker text will be displayed in WebTrac only.
Tickler Text (SASTAFF_TicklerText)
Enter any additional tickler type comments that are specific to this Staff Member (generally this will be a Personal Trainer) that you want a Clerk to see upon booking a slot, if any. Text entered in this field will print in addition to the text from a linked Comment Code, if any.
The text in this field will print regardless of whether a Comment Code is linked.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
Note: Pop-up messages in RecTrac such as ticklers can be formatted using HTML. Basic knowledge of HTML allows you to customize ticklers and other pop-up messages through use of:
- Carriage returns/paragraphing and breaks (<p> </p> <br />)
- Font effects such as:
- Bold type (<strong>This text will be bold.</strong>)
- Italicized type (<em>This text will be italicized.</em>)
- Colors (<span style="color:HEX code">This text will be in red.</span>)
-
Click-able Hyperlinks
- Email (<a href="mailto:emailaddress@domain.com?subject="Email from RecTrac popup messages" style="color:#0000FF;">Email Me</a>)
- Images (<a href="http://your_server/folder/picture.jpg" target="_blank" style="color:#0000FF;">Click here to see the image</a>)
- External Websites (<a href="http://somewebsite.com" target=_blank" style="color:#0000FF;">Go to this website</a>)
- Embedded images (<img src="http://your_public_facing_server/folder/picture.jpg" width="" height=""/>)
- etc…
Insert the <HTML tags> along with your text.
For example entering something like this: "<p>This is a tickler.><br /><span style="color:#FF0000;">This is the same tickler using red text.</span></p>"
Would create a tickler that displays like this:
"This is a tickler.
This is the same tickler using red text."
HTML formatting works with messages that display in RecTrac only. HTML formatting will not work for comment type fields that print on receipts and reports. The process used to render the .pdf simply prints whatever text it finds in the field so if you use HTML tags in a receipt comment for example you'll get the raw HTML on the receipt instead of your planned formatting.
Background Check Completed? (SASTAFF_BackgroundCheckCompleted)
Select this option to show that this Staff Member has passed his/her background check, if your organization requires those as a condition of hire/continued employment.
Optionally, you can have this field populate automatically as a byproduct of the SSCI Background Check Interface program.
See Also: Topic Doc - SSCI Background Check Interface
This is a reportable field.
IF you use background checks and this individual did not "pass leave this option disabled.
IF you do NOT used background checks, leave this option disabled.
DeleteBackground Check Status (SAStaff_BackgroundCheckStatus)
Expand the Drop-down list to select the status of the current (i.e. most recent) Background Check for this Family Member, if applicable.
- Background Check not on Record - This individual has not completed the Background Check process for your organization.
- Pass - This individual successfully completed the Background Check process.
- Fail - This individual did not get a successful rating on his/her Background Check.
Optionally, you can have this field populate automatically by using the SSCI Background Check Interface program.
See Also: Topic Doc - SSCI Background Check Interface
DeleteLast Background Check (SASTAFF_LastBackgroundCheck)
Click the Calendar icon to select a date from the calendar that corresponds with the date on which of confirmation notification for this Staff Member's most recent background check completion, regardless of whether the individual passed" or "failed."
Optionally you can have this field populate automatically as a byproduct of the SSCI Background Check Interface program.
See Also: Topic Doc - SSCI Background Check Interface
This is a reportable field.
IF you do NOT used background checks leave this field blank.
DeleteBackground Check Expiration Date (SASTAFF_BackgroundCheckExpires)
Click the Calendar icon to select a date from the calendar that corresponds with the date on which this Staff Member's current background check will expire or, in other words, the date on which the next background check will be due.
Optionally, you can have this field populate automatically as a byproduct of the SSCI Background Check Interface program.
See Also: Topic Doc - SSCI Background Check Interface
This is a reportable field.
IF you do NOT used background checks leave this field blank.
DeletePhone #1 (SASTAFF_PrimaryPhoneNumber)
Enter this Staff Member's primary phone number in this field.
DeletePhone #1 Extension (SASTAFF_PrimaryPhoneExtension)
Enter the extension for this phone number, if applicable.
DeletePhone #1 Type (SASTAFF_PrimaryPhoneType)
Expand the Drop-down list to select the Primary Phone Type, if desired.
Phone Type Codes are maintained in System Code Maintenance. Type = Phone Type.
DeletePhone #1 Provider (SAStaff_SAPhoneProvider1)
This field is applicable for cell/mobile Phone Types only.
Expand the Drop-down list to select this person's Cell Phone Provider. Populating this field will allow you to send emails as text messages from RecTrac to this person if desired upon running any RecConnect Report that includes this person in its results.
Provider Codes are maintained in System Code Management. Type = Cell Phone Provider.
DeletePhone #2 (SAStaff_SAPhoneNumber2)
Enter an alternate phone number for this Staff Member in this field, if desired.
DeletePhone #2 Extension (SAStaff_SAPhoneExtension2)
Enter the extension for this phone number, if applicable.
DeletePhone #2 Type (SAStaff_SAPhoneType2)
Expand the Drop-down list to select the Primary Phone Type, if desired.
Phone Type Codes are maintained in System Code Maintenance. Type = Phone Type.
DeletePhone #2 Provider (SAStaff_SAPhoneProvider2)
This field is applicable for cell/mobile Phone Types only.
Expand the Drop-down list to select this person's Cell Phone Provider. Populating this field will allow you to send emails as text messages from RecTrac to this person if desired upon running any RecConnect Report that includes this person in its results.
Provider Codes are maintained in System Code Management. Type = Cell Phone Provider.
DeletePhone #3 (SAStaff_SAPhoneNumber3)
Enter an alternate phone number for this Staff Member in this field, if desired.
DeletePhone #3 Extension (SAStaff_SAPhoneExtension3)
Enter the extension for this phone number, if applicable.
DeletePhone #3 Type (SAStaff_SAPhoneType3)
Expand the Drop-down list to select the Primary Phone Type, if desired.
Phone Type Codes are maintained in System Code Maintenance. Type = Phone Type.
DeletePhone #3 Provider (SAStaff_SAPhoneProvider3)
This field is applicable for cell/mobile Phone Types only.
Expand the Drop-down list to select this person's Cell Phone Provider. Populating this field will allow you to send emails as text messages from RecTrac to this person if desired upon running any RecConnect Report that includes this person in its results.
Provider Codes are maintained in System Code Management. Type = Cell Phone Provider.
DeletePhone #4 (SAStaff_SAPhoneNumber4)
Enter an alternate phone number for this Staff Member in this field, if desired.
DeletePhone #4 Extension (SAStaff_SAPhoneExtension4)
Enter the extension for this phone number, if applicable.
DeletePhone #4 Type (SAStaff_SAPhoneType4)
Expand the Drop-down list to select the Primary Phone Type, if desired.
Phone Type Codes are maintained in System Code Maintenance. Type = Phone Type.
DeletePhone #4 Provider (SAStaff_SAPhoneProvider4)
This field is applicable for cell/mobile Phone Types only.
Expand the Drop-down list to select this person's Cell Phone Provider. Populating this field will allow you to send emails as text messages from RecTrac to this person if desired upon running any RecConnect Report that includes this person in its results.
Provider Codes are maintained in System Code Management. Type = Cell Phone Provider.
DeleteEmail #1 (SASTAFF_PrimaryEmailAddress)
Enter this Staff Members's primary email address in this field.
The system will alert you if the address you enter seems invalid due to selected criterion, such as lack of an '@' symbol, lack of a valid extension (i.e. .com, .org, .edu, etc…) invalid characters, etc….
DeleteEmail #2 (SAStaff_SAEmailAddress2)
Enter an alternate email address in this field, if desired.
The system will alert you if the address you enter seems invalid due to selected criterion, such as lack of an '@' symbol, lack of a valid extension (i.e. .com, .org, .edu, etc…) invalid characters, etc….
DeleteEmail #3 (SAStaff_SAEmailAddress3)
Enter an alternate email address in this field, if desired.
The system will alert you if the address you enter seems invalid due to selected criterion, such as lack of an '@' symbol, lack of a valid extension (i.e. .com, .org, .edu, etc…) invalid characters, etc….
DeleteType (SASTAFF_TypeCode)
Click the Picklist icon to select the Type Code for this Staff Member, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Subtype (SASTAFF_SubType)
Click the Picklist icon to select the Subtype Code for this Staff Member, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Category (SASTAFF_Category)
Click the Picklist icon to select the Category Code for this Staff Member, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Biography Code (SASTAFF_BiographyCode)
Click the Picklist icon to select the Biography Code, if any, that you wish to link to this Staff Member from the Comment Code Selection picklist. This information appears when patrons view Instructors and Personal Trainers in WebTrac.
Note: Any HTML tags entered here (i.e. <strong>bold tags</strong> <em>italics tags</em> etc…) will be rendered accordingly when viewed in WebTrac.
Biography Codes are maintained in Comment Code Management. Code Type = Personal Trainer Bio.
DeleteKeyword Search (SASTAFF_KeyWordSearch)
Enter any keywords you want to link to this Staff Member. Patrons using WebTrac can search for Personal Trainers using keywords.
Keywords may be space-delimited (i.e. Nutrition Health Fitness) or delimited with a comma and a space (i.e. Nutrition, Health, Fitness).
DeleteLast Raise Date (SAStaff_LastRaiseDate)
Click the Calendar icon to select the date that this Staff Member's last received a pay raise, if desired. This is a reportable field.
DeleteOriginal Hire Date (SASTAFF_OriginalHireDate)
Click the Calendar icon to select this Staff Member's original date of hire by your department, if desired. This is a reportable field.
DeleteLast Hire Date (SASTAFF_LastHireDate)
Click the Calendar icon to select this Staff Member's last date of hire by your department, if desired. Last Hire Date is defined as the most recent date of hire for this staff member. This assumes the staff member left your employment and returned. This is a reportable field.
DeleteTermination Date (SASTAFF_TerminationDate)
Click the Calendar icon to select the date on which this Staff Member's employment was terminated, if applicable.
Note: If filling out this field VSI recommends changing the individual's Status to 'Quit' or 'Fired' as appropriate.
Comment Text (SASTAFF_Comments)
Enter any additional comments that are specific to this Staff Member, if any.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
DeleteFinTrac Employee ID (SASTAFF_FinTracEmployeeID)
Click the Picklist icon to select the appropriate FinTrac Employee ID that corresponds with this Instructor, if applicable. Doing this allows you to schedule the employee in FinTrac based on his/her Instructor links in RecTrac. If you leave this field blank, a match will be attempted by Instructor ID when the Instructor Scheduling program is run within FinTrac.
See Also: Topic Doc - Employee Scheduling
Note: A picklist will appear only if FinTrac is properly connected. Enter the appropriate FinTrac DB Connect string in the Fin Connect field on the Core Info screen of Static Parameters.
Pay Group (SASTAFF_PayGroup)
Enter the group or category into which this individual fits, if desired. This is a user-defined field that will act/can act as selection criteria for reports.
Note: Type Subtype and Category options can be used for the same purpose if desired.
Receipt Documents (SASTAFF_ReceiptDocuments)
Click the Picklist icon to select the Receipt Documents you wish to link to this Staff Member.
Receipt Documents are maintained in Document Management and usually consist of pertinent information that you want to pass along to your patrons whenever a receipt of a certain type is generated. Receipt documents can vary by the transaction type (i.e. you can have separate receipt documents for new purchases/registrations cancellations changes etc.) or you can use the same document for all receipts. Further you can print separate documents for receipts generated via WebTrac and RecTrac if desired.
Printing Receipt Documents
-
RecTrac
- Receipt documents print along with receipt when queued to a printer either at the time of the transaction or later using the Receipt Reprint program. This is the preferred method for printing and reprinting receipt documents.
- Receipt documents are included as an attachment when receipts are emailed from RecTrac either at the time of the transaction or later using the Receipt Reprint program.
- When you link a receipt document in this field a copy of it gets placed in the Document Center. Document Type = "Standard Document." You can print it from there if needed. The copy gets placed in the Document Center at the moment you link it in this field. When a receipt document gets generated as part of a transaction the copy in the Document Center doesn't get updated and no new copy gets sent there.
-
WebTrac
- Receipt documents created from a transaction in WebTrac are attached (along with the receipt) to the confirmation email that gets sent to the patron.
- Additionally the WebTrac Confirmation Screen provides a click-able link to the document so patrons can print it at that time or save it.
Note: Receipt documents do not preview in RecTrac. If you're opting to Preview Receipts then the receipt and any waivers will preview but the receipt document won't. This is because RecTrac has no way of telling your browser what file type you're using for the receipt document (.pdf.jpg.docx.txt etc.). So if you're only previewing receipts then your best recourse for printing the receipt document at a later date is to use the Receipt Reprint program as noted above.
WebTrac - Whether receipt documents preview in WebTrac is dependent upon the file type and the browser being used. For best results Vermont Systems recommends using .pdf or .jpg file types for receipt documents in WebTrac. These file types always preview regardless of the browser being used. Your patrons will experience mixed results if you use other file types.
Report Tag (SASTAFF_ReportTag)
Click the Picklist icon to select the Report Tag you wish to use for this Staff Member, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Tenure Years (SASTAFF_TenureYears)
Enter the number of years this Staff Member has been in your employment.
Note: The field DOES NOT update automatically. Any value entered here will remain until it is removed or updated.
Report Tag 2 (SASTAFF_ReportTag2)
Click the Picklist icon to select the Report Tag 2 you wish to use for this Staff Member, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Report Tag 3 (SASTAFF_ReportTag3)
Click the Picklist icon to select the Report Tag 3 you wish to use for this Staff Member, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Rates
Rates (SASTAFFUPDATE_RatesDataGrid)
This Tab is applicable for "Instructor" and "Personal Trainer" Staff Types only. In the Standard VSI Design Staff Types are maintained on the Staff Update Core Information tab • Staff Types group.
The Staff Update Rates DataGrid allows you to see all applicable Pay Rates linked to this Staff Member. When linking this individual to an activity as an Instructor or to a league as a referee or when booking this individual as Personal Trainer the rate of pay will be determined by a selection from this screen.
By default the Staff Update Rates DataGrid displays the Rate Description Rate Table Rate Type and Staff Code to whom the rate is linked.
Buttons on the screen…
Click Add Rate to continue to the Staff Pay Rate Update screen where you can add a new rate.
Highlight/select an existing Rate and click Change Rate to continue to the Staff Pay Rate Update screen where you edit information on a Staff Member's pay rate.
Highlight/select an existing Rate and click Delete Rate to remove it from the DataGrid.
DeleteComments
Comment Text (SASTAFFUPDATE_CommentsDataGrid)
The Staff Update Comments DataGrid allows you to see all applicable Comments linked to this Staff Member. This screen is used to add update or delete comments that are specific to this Staff Member such as but not limited to such things as performance reviews job responsibilities spot awards reprimands reasons for being fired/let go etc....
For Example: You might have a standard three-month review for all new hires. In this event you could record your notes for a Staff Member's three-month review here where it would be linked to the employee's record.
By default the Staff Update Comments DataGrid displays the Comment Description Comment Date and Time it was saved the User ID of the person who created the entry and the Comment Text.
Buttons on the screen…
Click Add Comment to continue to the Comment Update screen where you can add a new Comment.
Highlight/select an existing Comment and click Change to continue to the Comment Update screen where you edit information on a Staff Member's Comment.
Highlight/select an existing Comment and click Delete to remove it from the DataGrid.
DeleteDocuments
Documents (SASTAFFUPDATE_DocDataGrid)
The Staff Update Documents DataGrid allows you to see all applicable Documents linked to this Staff Member. This screen is used to add update or delete Documents (MS Word docs.pdfs etc...) that are specific to this Staff Member such as but not limited to such things as proof of residency current physicals doctor's notes etc....
By default the Staff Update Documents DataGrid displays the Document Category Description As of Date Expiration Date Filename and Link Date.
Buttons on the screen…
Click Add Document to continue to the Document Update screen where you can add a new Document.
Highlight/select an existing Document and click Change to continue to the Document Update screen where you edit information on a Staff Member's Document.
Highlight/select an existing Document and click Delete tto remove it from the DataGrid.
Highlight/select an existing Document and click View to see/read it onscreen.
DeleteTrainer Links
Trainer Facility/Purpose Links (SASTAFFUpdate_PTFacilityDatagrid)
This Tab is applicable for "Personal Trainer" Staff Types only. In the Standard VSI Design Staff Types are maintained on the Staff Update Core Information tab • Staff Types group.
The Trainer Facility/Purpose Links DataGrid allows you to see all applicable Facility Links associated with this Personal Trainer. Facility Links allow you to establish Time Blocks Purposes Rates Pay Settings and other default options for booking this Trainer.
By default the Trainer Facility/Purpose Links DataGrid displays the Facility Class Location Code Purpose Code Max Count Comment Code Waiver Code and Rate Table for each link created.
Buttons on the screen…
Click Add Trainer Link to continue to the Trainer Facility/Purpose Update screen where you can add a new Facility Link. Facility Links allow you to set up the "rooms" where your Trainer works the Trainer's Pay Rates and the Trainer's Fees and Rules etc….
Highlight/select an existing Facility Link and click Change Rate to continue to the Trainer Facility/Purpose Update screen where you can edit information on a Facility Link. Facility Links allow you to set up the "rooms" where your Trainer works the Trainer's Pay Rates and the Trainer's Fees and Rules etc….
Highlight/select an existing Facility Link and click Delete Trainer Link to remove it from the DataGrid.
DeleteMainTrac Information
Payroll Codes (SAStaffUpdate_WorkCodesDataGrid)
The Pay Rate Settings DataGrid allows you to Add Change Delete and view all applicable Payroll Codes linked to this Staff Member. By default the DataGrid displays the Payroll Code Current Base Salary Base Pay Unit GL Code Differential GL Code New Base Rate New Base Start Date and Work Code for each payroll record linked to this Staff Member. Your set up may vary.
Buttons on the screen…
Click Add Payroll Code to continue to the Payroll Code Update screen where you may Add a new Payroll Code to this Staff Member.
Highlight/select a record in the DataGrid and click Change Payroll Code to continue to the Payroll Code Update screen where you can edit settings for the code.
Highlight/select a record and click Delete Payroll Code to remove it from the DataGrid.
DeleteBenefit Amount (SAStaff_BenefitAmount)
Enter a value in this field. The value you enter in this field approximates the cost of this employee's benefits.
THEN
Expand the Benefit Type Drop-down list to select whether the amount you entered is a percentage or a flat rate.
For Example: If the benefit costs for this employee's department are approximately 15% of total employee compensation, then you would enter 15.00" in this field and select "Percent" in the Benefit Type field.
DeleteBenefit type (SAStaff_BenefitType)
Enter a value in Benefit Amount field. The value you enter in that field approximates the cost of this employee's benefits.
THEN
Expand this Drop-down list to select whether the amount you entered is a percentage or a flat rate.
For Example: If the benefit costs for this employee's department are approximately 15% of total employee compensation, then you would enter 15.00" in Benefit Amount field and select "Percent" in this field.
DeleteAlternative Benefit Amount (SAStaff_AltBenefitAmount)
Enter a value in this field, if desired. If a value is entered in this field, then the system will use it for all alternate Pay Rate Codes (all Pay Rate Codes except your Regular" code) for logged hours.
Leave this field at "0.00" if this employee does not have Pay Rates other than "Regular" or if you do not use the Alternate Benefit feature. If this field is left at "0.00" and you log hours with an alternate Pay Rate Code then the system will use the values in the Benefit Amount and Benefit Type fields.
DeleteOverhead Percentage (SAStaff_OverheadPercent)
Enter a value in this field. The value you enter approximates the cost of this employee's share of overhead.
For Example: If the overhead costs for this employee's department are approximately 5% of total employee compensation, then you would enter 5.00" in this field.
DeleteShift Code (SAStaff_ShiftCode)
Click the Picklist icon to select this employee's default work shift.
Shift Codes are maintained in Shift Management.
DeleteNormal Hours Per Day (SAStaff_HoursPerDay)
Enter the default number of hours this employee works in a day.
For Example: 8.00."
DeleteNormal Hours Per Week (SAStaff_HoursPerWeek)
Enter the default number of hours this employee works in a week.
For Example: 40.00."
DeleteLast Evaluation Date (SASTAFF_LastEvaluationDate)
Click the Calendar icon to select the date of this Staff Member's most recent evaluation, if desired. This is a reportable field.
DeleteLinked Equipment (SASTAFFUpdate_EquipmentDataGrid)
The Linked Equipment DataGrid provides a log of all equipment issued to this Staff Member. This allows you to Sign In Sign Out Delete and view all applicable Equipment Codes linked to this Staff Member. By default the DataGrid displays the Equipment Code Issue Date Return Date Returned status Auto Log status and Notes for each equipment record linked to this Staff Member. Your set up may vary.
In the event this Staff Member uses the same equipment on a regular basis you can link it here have the system log it automatically whenever the Staff Member is assigned to a job. For Example: Johnny Bravo always uses the same truck trailer and mower. You could link that equipment here and have the system log this automatically whenever Johnny is assigned a mowing job.
Buttons on the screen…
Click Sign Out to continue to the Equipment Sign Out screen where you can link a piece of equipment to this Staff Member.
Highlight/select a record in the Linked Equipment DataGrid and click Sign In to show that the equipment has been returned. The record will remain in the DataGrid.
Highlight/select a record and click Delete Equipment to remove it from the DataGrid. You might use this button in the event the Equipment is lost.
Delete