Overview
This tutorial explains how to setup and manage EmployeeBoost Users. An EmployeeBoost user is anyone who needs to login StudioCloud program such as an employee.
Table of Contents
- Creating/Editing an EmployeeBoost User
- Setting an Employee's Schedule
- Setting the Commission Rate
- Getting a Calendar Link for a User
- Automatically Adding an Employee to an Invoice
- Removing Studiocloud Access for an Employee
- Virtual Employees
- Security Roles
- Scheduling Roles
- Timecard Tracking
How to Create or Edit an EmployeeBoost User
- Click on Cloud Services
- Click on the EmployeeBoost tab
- Click on the Manage Employee Accounts button
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- Click on the New User button or edit the desired employee
- Fill in the user information.
- First and last name are required
- The employee email address is recommended so that the employee can receive CloudAlerts emails as well as password reset emails.
- The employee cell phone is recommended so that the employee can receive CloudAlert text messages
- Click the Save button
How to Set an Employees' Schedule
The Employee Hours are used in the following locations:
- It is used to show the hours on the scheduler with the orange background color
- It is used in the CloudBooking when booking an employee
- It is used in the scheduling wizard when scheduling an employee
- It is used in the create/edit event and session window under the "availability employees" list to see if the employee is available to scheduler.
- This option can be overridden so that it always shows the employee if the 'show all employees' option is selected
Here are the steps to customize it:
- Click on Cloud Services
- Click on the EmployeeBoost tab
- Click on the Manage Employee Accounts button
- Click on the Setup Availability button for the desired employee
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How to Set the Commission Rate for an Employee
To set the commission rate for an employee do the following:
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- Create a new EmployeeBoost user or edit an existing EmployeeBoost user
- Enter the commission rate under the commission rate header
How to Get a Calendar Link for an EmployeeBoost User
This option provides a link to the entire StudioCloud calendar that can be enabled or disabled for a specific employee:
- Edit an Existing EmployeeBoost User
- Click the "Enable ICS Feed" checkbox
- Click the "Get ICS URL" button
How to Have an Employee Automatically Added to an Invoice
If you want an employee to automatically be added to an invoice for commission tracking when they create an invoice do the following:
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- Create a new EmployeeBoost user or edit an existing EmployeeBoost user
- Click on the Settings tab
- Select the Add Employee to New Invoices checkbox
How to Remove Access to StudioCloud for an Employee
Option 1: Change the employees username, password, and email address
This option will keep the employee for historical purposes but will prevent the employee from logging in or access their login credentials.
- Click on the CloudServices component
- Click on the EmployeeBoost tab
- Click on the User Accounts Button
- Edit the desired employee
- Change the Username
- Change the Password
- Change the Email Address of the employee
- By changing the email address the employee can not have their login credentials emailed to themselves
Option 2 : Change the employees security role to be a virtual employees
By converting the employee to a virtual employee you maintain the virtual employee on file but the employee does not count as a paid for employee. This allows you to archive the employee for historical purposes.
- Please note that a virtual employee can still clock in and clock out of the time card program and can still be assigned to resources. You can archive a virtual employee which will remove them from the option of being assigned to resources.
Option 3: Delete The Employee
This option will remove the employee and any historical data will also be removed for that employee
- Click on the CloudServices component
- Click on the EmployeeBoost tab
- Click on the User Accounts Button
- Delete the desired employee
What is a Virtual Employee and How Do I Set Them Up?
What are Security Roles and How Do I Set Them Up?
What are Scheduling Roles and How Do I Set Them Up?
Scheduling roles are used to determine how an employee fits into an event. You can setup as many scheduling roles as you need for your business.
How to Create/Edit Scheduling Roles
- Click on the Cloud Services component
- Click on the EmployeeBoost tab
- Click the Manage Scheduling Roles button
- Create or edit a scheduling role
- Click the Save button
Add Scheduling Roles to an Employee
- Click on the Cloud Services component
- Click on the EmployeeBoost tab
- Click the User Accounts button
- Create a new user of edit an existing user
- Click on the Scheduling Roles tab
- Click on the Scheduling Roles menu
- Click on the Add a Scheduling Role menu item
- Click the Select Scheduling Role button for the desired scheduling role
- Click the Save button
How to Track Employee Hours using Timecard Tracking