Add or edit a staff member

Before you begin

Before you set up or change any staff details in WorkflowMax, please read the text below to learn more about how staff base rates, billable rates and security privileges are used.

• Staff base rates and billable rates

  Each staff member has a base rate and a billable rate, which are both used by WorkflowMax for important financial calculations.

  A staff member's Staff Base Rate is critically important as it will be used to calculate the 'actual cost' to you of all time sheet entries written by the staff member. It also affects all actual profit calculations. The Staff Base Rate is the FULL cost to you of employing a staff member.

  To calculate the rate, start with their base hourly rate (say $40.00 per hour). Then add on allowances for annual leave, sick leave, public holidays, bonuses, accident levies, superannuation and anything else that will affect their overall cost to the business. This may, for example increase the value you put into the Staff Base Rate field from $40/hour to (for example) $48.52. The more accurate this number, the more accurate will be your profitability reporting.

  A staff member's Staff Billable Rate answers the question 'If someone came to you and asked to buy one hour of Mary's time (irrespective of what task/work Mary did), what would you charge them?' The value you use for a staff member's Staff Billable Rate also depends on whether you are using staff or task billing:

  • Staff billing. If your Task Invoice Rate The Task Invoice Rate is a key configuration setting (set in Business > Settings > Organisation Settings > Job (Section) ). If it is set to Staff Billable, WorkflowMax will use Staff billing when calculating the cost of time spent working on a task. If it is set to Task Billable, WorkflowMax will use Task billing when calculating the cost of time spent working on a task. is set to Staff Billable, then the Staff Billable Rate is also a critical setting, as it will be used to calculate all Quotable and Billable values involving this staff member.
  • Task billing. If your Task Invoice Rate is set to Task Billable, then the Staff Billable Rate for all staff may be set to 0.00. However we recommend that you do populate this field with a meaningful number, in case you should ever need to switch an individual job's Task Invoice Rate from Task Billable to Staff Billable, which can be done on the Financial tab of any job.

  The following video will give you more information about how base rates and billing rates work.

  Working with base rates and billable rates (5 min 02 sec.)

• Security privileges

  By changing the privilege settings on a person-by-person basis, you can control the access they have to using the features of WorkflowMax.

  Before you set up or change a staff member's security privilege settings, please review these examples.

  • For a basic staff member, deselect all privileges. They can view jobs they are assigned to, and enter time against those jobs. However they cannot access the Clients or Business menus. This means that they cannot create or view clients; or view, edit and create quotes or invoices or view financial information.
  • For the owner and business manager who require full access to all features, select all privileges.
  • For the office administrator, who requires only administrative access, select only financial privileges.

  Several privileges include a Delete option. We recommend that you select the Delete option only for staff with the Administrator privilege.

  Limiting visibility of staff base rates

  To prevent a staff member from being able to view staff base rates for other staff, remove the following privileges from their staff record.

  • Administrator, which allows staff to view or edit all staff base rates.
  • Financial Reports, which gives access to Reports > Standard Reports.
  • Report Builder, which gives access to create and run custom reports.
  • Job Financial Summary, which gives access to the Job financial summary report, which contains information that can be used to work out staff base rates for other staff.

Add a staff member

Adding staff (2 min 29 sec.)

To add a staff member to WorkflowMax, you need to enter the staff member's details in WorkflowMax, and invite the staff member to login (the staff member is automatically sent an email that includes their login credentials).

To add a staff member to WorkflowMax:

1. In the Business menu, select Settings > Staff > Invite Staff.
2. On the Invite Staff screen, provide information as required (see Data field reference, below).
3. Save your changes. The staff member is added to WorkflowMax and an email is sent to their email address, inviting them to login.

Edit a staff member

To edit information for a specific staff member:

1. In the Business menu, select Settings > Staff.
2. On the Staff screen, drill down on the person's name.
3. On the staff detail screen (Staff Information tab), view or change their information and general privilege settings, as required (see Data field reference, below).
4. Save your changes.

Data field reference

• General Information

  Field	Description
  Name	Employee's full name.
  Currently Working?	If an employee temporarily leaves the company (on unpaid leave for example), but plans to return later, deselect this checkbox to indicate they are not currently available. Their name will not appear in the list of available resources when allocating staff to a job. Deselecting this checkbox does not prevent the staff member from accessing their account. A staff member is counted towards your total number of subscribed users regardless of the setting of this checkbox. So, if you are currently on a 10 user subscription plan, deselecting any users who are not currently working will not affect your subscription.
  Email	The employee's email address, which they will use to log in to WorkflowMax. Each staff member must have their own unique email address.
  Notes	Any notes specific to this employee.

• Financial Information

  Field	Description
  Base Rate	The hourly cost of employing this staff member. This is not just their hourly rate, but may include an allowance for other costs you need to meet in relation to employing that person, such as annual leave, sick leave, ACC and superannuation. WorkflowMax will use this rate to determine the profits made on each job, so it is important that this is value is correct. If the base rate is incorrect during time sheet entry, you will need to delete the time entry, correct the base rate and then re-enter the time.
  Billable Rate	The hourly rate that the employee is charged out at. The Billable Rate is required only if the Organisation Settings > Task Invoice Rate is configured as Staff Billable Rate.
  Payroll Code	The payroll code used in your payroll system software for this employee. This is required only if you will be interfacing with a payroll system that integrates with WorkflowMax.

• Contact Information

  Field	Description
  Address	Physical address.
  Phone	Home or other contact telephone number.
  Mobile	Mobile telephone number.

To select (or deselect) all privileges in a specific section, select (or deselect) the Full checkbox in the Privilege header bar.

• General Privileges

  Privilege	Controls a user's ability to...
  Client	View the Client Manager screen and click on clients to view their details. New create new clients. Edit existing clients. Delete existing clients.
  Collaboration Manager	Use the Collaboration manager.
  Completed Jobs	Edit completed jobs.
  Job	Create, edit or delete jobs. Without Edit privilege, you can create a new job, but not edit an existing job. Edit privilege provides the following access. On the job detail screen: Access to the Edit Job button which gives access to editing job details and assigning or removing staff, account manager and job manager on the job. Access to the Edit Schedule button, which allows you to change the overall job schedule and dates for tasks and milestones. Access to job Options, which allow you to apply additional templates, copy the job, move time sheets. Add and edit job tasks and change staff allocation to tasks. On the Job Manager screen: Access the Options button, which allows access to add or remove staff, Account Manager, job Manager on multiple jobs.
  Job Archive	View the job archive.
  Job – Complete Milestones, Tasks and To-do Items	Mark job milestones, tasks and to-do items as complete.
  Job Costs	Create, edit job costs. To prevent a user from adding new costs to a job, deselect the Job Costs > New option and also deselect the Financial Privileges > Financial option. If either of these options is selected, the user will still be able to add new costs to a job.
  Job Documents	View, create, edit job documents. In the job details screen (Jobs > Jobs > job#), the Documents tab is visible only if the View privilege is selected.
  Job Estimated Billings	View job estimated billings.
  Job Management Reports	Print some job management reports. When this option is selected, the following reports are available on the Job Manager screen: Job Deadline Report Job Status Report Staff Allocation Report.
  Job Manager	View the job manager screen (staff can see all jobs, not just those assigned to them).
  Job Financial Summary	View, create, edit, delete job financial summary.
  Job Milestones	Create, edit job milestones.
  Job Notes	View, create, edit job notes. In the job details screen (Jobs > Jobs > job#), the Notes tab is visible only if the View privilege is selected.
  Job Quick Edit	Access the Quick Edit pane to change a job's job state.
  Job Schedule	View job schedule.
  Job To-do items	Edit to-do items.
  Job Time Sheets	View job time sheets and enter time for other staff using a job's Time Sheet tab.
  Recurring Jobs	View, create, edit, delete recurring jobs. If you don't have this privilege, another staff member can create the report and assign you to it. It will then appear under your list of Reports > Report Builder > My Reports but you won't be able to edit it.
  Report Builder	Use the report builder.
  Staff Schedule	View the staff schedule.
  Supplier	View, create, edit, delete suppliers.

• Admin Privileges

  Privilege	Controls a user's ability to...
  Administrator	Work as WorkflowMax administrator with full access to all features.
  Cost Admin	Work as cost administrator with full access to cost information only.
  Job Template	Create, edit and delete job templates.
  Task Admin	Create, edit and delete tasks.

• Financial Privileges

  Privilege	Controls a user's ability to...
  Job Costs – Edit Unit Price	Edit the unit price of job costs.
  Financial	If the Admin Privileges > Administrator privilege is selected, the Financial privilege lets you see and use: the Business > Timesheets menu, the Business > Subscription menu, and the Budget field in a job. If the General Privileges > Job Costs > New option is not already selected, the Financial privilege also switches on/off the ability to add new costs to a job. If the Admin Privileges > Administrator privilege is not selected, the Business > Subscription menu is not available, regardless of the setting of the Financial privilege.
  Financial Reports	Print financial reports.
  Flag time sheet entries as billable or non-billable at time of entry	Flag their time sheets as billable or non billable. This is a very significant feature as it can directly affect income and would normally be used only by the owner or business manager. If this privilege is selected, a "billable" checkbox is shown on the time sheet – removing this privilege will remove that checkbox. Flagging time as unbillable on a time sheet has no audit trail – so for larger organisations (not simply an owner operator, for example), it's recommended to flag tasks as unbillable instead.
  Invoices	View, create, edit, delete invoices. As there is no audit trail when deleting invoices, you may wish to deselect the "delete" option to prevent staff from deleting invoices (rather than raising a credit note, which is recommended). If the Invoices checkbox is selected, the Work in Progress Manager option is available in the Business menu and any available invoices are listed in the Financial tab of each job.
  Approve Invoices	View, create, edit, delete approval for invoices.
  Lead Management	View, create, edit, delete leads.
  Purchase Orders	View, create, edit, delete purchase orders.
  Quotes	View, create, edit, delete quotes.

• API Access Privileges

  Privilege	Controls a user's ability to...
  Authorise 3rd Party Full Access	Connect your WorkflowMax account to third-party add-ons. This privilege is available only if the staff member has Administrator access (see Admin Privileges).

• Interface Information

  Field	Description
  Export Code	You can add an export code to each staff record if you plan to export your time sheets to a payroll system that requires a staff identifier code.

Related video

 Time sheet permissions (2 min 07 sec.)