Description: The article centers on showing the topic about employee connection. The content will indicate us the methods of setting up employees in kennel connection, going through the basics of entering employees and managing their times and schedules to enter employees.
Welcome to the kennel connection training on setting up employees in kennel connection, this training will go through the basics of entering employees and managing their times and schedules to enter employees.
Go to the employees section, go to the file tab at the top of ketel connection and then in the setup section, select employees, when we open the employee section, the general tab immediately opens up, this is where we will get a list of our employees currently in the system where you can add new employees to add a new employee, simply click new, the minimum requirement for saving an employee in the system is a first and last name and an ID and password.
Once you’ve entered these four minimum requirements, you can click Save to save that employee and add additional information later below, the employee is named, you have the option to enter the employees title their address and contact information, none of this is required in kennel connection and is merely there for your own records.
The one exception would be the email ID, if you want to email schedules directly to employees, you can then choose the type of employee, using a card swipe in conjunction with the time clock, you can enter a bar code for the employee here beneath the contact information, you’ll see a line with services below.
These are the services you can select to designate that the employee performs these services in your facility checking these boxes ensures that the employee will be selectable on that schedule when assigning services.
There’s also a default option, so if you have one employee that performs one service all the time select the default will result in that employee being automatically selected, whenever that service is scheduled, the selected employee can then be modified.
But this will have that pop up first as a time-saving device for employees that perform the majority of a specific service also in this area, you’ll see the options for inactive and administrative, if you wish to remove an employee from your lists, but don’t want to lose their contact information, you can simply select inactive.
Then if we save that, the employees information will still remain in the employee section, their name will be highlighted in red, but they will no longer appear on any schedules in the program.
This is especially important, if you’re using the grooming module and want to remove an employee, but still want to keep their connection to pass perform services, we also have the option to mark an employee as administrative, this will allow the employee to access administrative areas.
If you’re using login IDs and passwords IDs and passwords are important for using the administrative login ID options, I will point you to where those are turned on and how those work shortly on the name list, you can also notice that if an employee is marked as administrative, their name is highlighted in green.
When you first install the kennel connection program, it comes with a default admin ID, this is a default admin ID in the system that remains there and it has access to all areas of the program.
You’ll notice that the inactive and administrative options are grayed out, you cannot delete this item, you cannot market inactive and you cannot undo it as administrative, you can change the login ID and password or the last name and first name if you like.
They will always highlight here as blue showing you that is the main administrative ID when using login IDs and passwords to restrict areas to kennel connection, you will want to set up your access rights for your individual employees, the access right tab takes us to our access rates, these are settings that will either allow or not allow employees to access certain areas of the program.
The functions are broken up into separate categories, we have a general section for things like the list section vendor, set up category, set up in the inventory section credit card information being able to access that and give cards and certificates specifically for modules.
We have the option to turn on or off the ability to add modify or delete reservations in specific modules and we can also control whether or not an employee is allowed to adjust package days on the client card or the pet card in the inventory section.
We can specifically control the ability to enter the inventory section to add inventory modify it or delete it, the reports section can be restricted by specific areas, so you can restrict access to the boarding reports, grooming reports, daycare reports, training reports, the general reports, revenue reports, lists reports, pet-sitting reports and special services reports.
You do not have the ability to restrict access to specific reports, but only entire report categories for invoices, you can restrict the ability to add invoices in the system to modify them, delete them to view the previous one order process returns for receipts.
You can restrict the ability to add modify or delete them, create prepayments or deposits issue refunds view previous receipts batch out your credit card payments at the end of the day, open the cash drawer or run the closeout report at the bottom, we can control whether or not an employee’s is able to add modify or delete pet cards, client cards, time cards or employee information.
Then at the far right, we can also control the employees ability to use the QuickBooks direct sync or to activate BCS live BCS live is used, when you’re using the kennel connection smart phone app or the online reservation real time in setting up the access rights, you can choose access rates individually as a time-saving device.
We also have the option to select all or deselect all, so you can select all items here and then turn off the ones, you don’t want them to be able to do, you can also create specific security levels for different positions in your facility to do.
So you’ll go to the upper left-hand corner where it says set up security levels here, you can create named security levels with preset access rights, so in this case, I have one for cashiers 14 groomers and one for trainers.
When these are set up, you can select the access rights for that specific level by going to set level and selecting the level, you wish to set, once you set that level, you can also find that to add.
Additional items will remove them for that employee and I’m going to make this employee administrative, as I go in to demonstrate how to use the login ID and password to turn on login IDs and passwords and kennel connection, you’ll want to go to the file tab.
Then in the setup section, select system options under the global tab and system options, you’ll want to turn on, you start up password and security features and use administration login.
If you look at the top of the screen, you’ll notice that once I apply those two options, the option login as appears in the setup section of the file tab clicking, this will allow us to login as an employee or as the administrator using the ID and password.
Once an employee’s logged in, their name will appear at the bottom of ketel connection between the time and the word, so you can always look at the screen to see who is logged in at any given time, whatever an employee is going to log out of the system, they should click log in and leave the login ID up for the next employee, the type in their name with the administrative access rights set.
Certain areas will require an administrative login ID in order to access it, so if we try to go back into the employee section, for example, it will ask for an administrative login, this is not changing the person who’s currently logged in the kennel connection, but is merely giving permission for them to access this section.
In addition to the access rights and being able to control what your employees can or cannot do in the program, another added benefit of using the login IDs and passwords is the ability to track transactions in the system.
If we go to the utilities tab at the top of kennel connection and select audit trail which is administratively protected which will track any transactions that take place in the system.
When logging in, the ids are turned off, the audit trail only records deleted transactions, but when the login IDs are turned on any transaction, it takes place in kennel connection.
In addition, a modification and a deletion will be recorded here including the date, the module, it occurred in what the action was and the user that’s signed in on the right hand side, you also find additional information as well including customer names, invoice numbers next to the employee set up are the time cards.
If you’re using the time clock and kettle connection for employees to punch in and out, the time card section is where you can track modify add or delete puncheon’s and punch outs to use the time clock featuring kennel connection, you’ll go to the either the accounting tab where there’s a icon for the time clock or to the quick access bar at the top of kennel connection where there’s also a time clock icon clicking either these will open up the time clock here.
The employee will select their name, choose whether they are clocking in or clocking out and then click punch, you can also require a login ID and password for using the time clock by going to the system options section and selecting enable log in on time clock for time calculations.
When an employee selects their name and clicks punch, they’ll be asked to enter their ID and password employees can also use the hours worked option to track their previous and current punches.
So if employee doesn’t remember whether they punched in or out today, they can select current or previous and click calculate and it will list the punches in and out for either this week or the previous week.
Back in the employee section, we can see the times entered here on the punch clock from the time card tab, you have the ability to add additional punches, if an employee forgot to punch in and you want to enter them in or punch out entering the date and time of either the in and or the out the reason for it and the additional notes you want and you can enter the name of the person creating this additional punch.
We can also select a punch and click modify, if we need to change any of the information in here, then I forgot the change, you’ll notice at the bottom of the right hand corner, we have the time, kennel connection will calculate the amount of hours worked based on the punch in and punch out for this week.
A payroll kennel connection does not calculate payroll, but it does allow you the track time worked, so you can enter that information into whatever payroll service you are currently using.
We also have the adjust option that allows you to enter an unpaid lunch period or something similar to that in the middle of a punch in and punch out, for example, if I choose this time period and click adjust the adjustment time, I can have it 30 minutes and set at noon.
We can put a reason for this as well, so if an employee forgot to punch out for lunch, for example, I adjust the time for 30 minutes at twelve noon, I click OK kennel connection adds a 30 minute time break between 12pm and 1230 and moves down for the second half of that day, you’ll now notice that the time worked at the bottom is also decreased by 30 minutes while in the time card section, we have the ability to check previous time cards by going to that week ending date or we can go back and forth using previous.
Next, the week ending date can be set in the system options section on the general tab, next we have payroll information, here’s where we enter information for payroll for the employee, the pay method Commission flat rate hourly or salary frequency bi-weekly monthly or weekly and hours per pay period
Kennel connection does not calculate payroll, so this information is not used in the system, but is here for your reference, you can also enter a hired and termination date for an employee.
If you are restricting groom services based on individual employees, you’ll enter the maximum number of groom services here, the payroll information tab is also where you’ll set up commissions for the employees for further information on setting up commissions for employees and for services or items in kennel connection. Please refer to our training video specifically on setting up and tracking commissions.
The next tab is the schedule tab, here is where you can create schedules for your employees to create a schedule for an employee, click the Add button, select the period ending date and then enter the in and out times.
The schedule section has a first shift and second shift, if you are scheduling lunch breaks or alternate multiple ships in the same day, if you are not entering multiple shifts in the same day or including a punch out and punch in for a lunch break or something else, use the first shift section.
As you’re entering the hours for your employee, you can click the calculate time button here, this will tell you how much time you have scheduled for that employee, while you’re creating the schedule, once we finish creating the schedule, we can click OK.
The schedule is now saved in the system as a time-saving device, you don’t have to create each weekly schedule new, you can copy a previous weekly schedule to a different day.
So for example, I’m going to create next week’s schedule and it’s going to be very similar to this week’s, so I’m going to select this week’s schedule and click copy, I’m then going to select the week ending date that I’m copying to and it’s now created that week schedule using the exact same information.
I can then go in there and modify that, if there are any differences between the two, once we’ve created the schedules, we can print the schedules from here or we can email them directly to the employee.
Finally, in the employee section, there’s a note stabbed, this is a generic section to enter notes for the employees that you may want to enter and have on file, this has been the training video for setting up employees in kennel connection, we’ve gone over entering new employees setting up their access rights using the timecard function, entering payroll information and entering and managing schedule for further information.
Regarding setting up commissions for employees and kennel connection, please check out our specific training video on setting up and tracking commissions for employees, if you have any further questions regarding the employees setup section, please feel free to contact the training department at blue crystal software, you can contact me directly in the training department by calling 888 486 4343 and dialing extension 307 or you can email the training department at training at blue crystal software com.