Setup firm administration

Entering staff identification information

Use the Main tab of the Staff screen to enter staff name, ID, and educational information, assign your staff to groupings, and set up default user preferences. You can also insert a staff photo.

Entering staff information

  1. From the
    Setup
     menu, choose
    Staff
    .
  2. In the Staff setup screen, select the
    Add
     button.
  3. In the Main tab, enter a unique alphanumeric
    ID
     and
    Description
     (required).
    note
    The ID will be saved as upper case regardless of how you enter it.
  4. Enter the employee’s full name in the
    First
    ,
    Middle
    , and
    Last
     fields.
  5. Enter the employee’s social security number in the
    EIN/SSN
     field.
  6. In the
    Hired
     field, enter the employee’s hire date, or select the Down arrow button and select the date from the calendar.
  7. Use the
    Left
     field to indicate when an employee has left the firm. If you enter a date in this field, the staff member will no longer be able to log in to the application and will be removed from the licensed TimeKeeper count. No new time entries can be entered for the staff member, though any existing WIP is still available for billing and will appear on relevant reports.
  8. In the
    Status
     field, select
    Active
     to give the staff the ability to enter time.
    note
    If you select
    Inactive
    , the staff member can still log in to the application and use all areas to which they have security privileges except entering their own time. This is useful in granting access to staff who do not typically work on client projects and therefore should not count toward your allotment of licensed TimeKeeper seats.
  9. Under CPA Information, select the appropriate dates from the drop-down calendars. If the staff member has a
    Certification #,
    enter it in the field provided.
  10. Under Groupings, select the staff member’s office, department, supervisor, and level from the drop-down lists. Groups are useful for categorizing staff for reporting and filtering purposes.
    note
    Items in these drop-down lists come from information entered in the
    Groupings
     dialog (Setup > Groupings). If you have security privileges to edit Groupings, you can quickly edit a list by right-clicking in the field and choosing
    Add
    ,
    Edit
    , or
    Delete
     from the context menu.
  11. Select the More button to open the
    User Preferences
     dialog and select the staff member’s user preferences.
    note
    Staff with security privileges can later change their individual user preferences if they want. Staff can also revert to the firm-specified defaults any time by selecting the
    Reset to new Staff defaults for Firm
     link at the bottom of the
    User Preferences
     dialog (available from Setup > User Preferences).

Inserting a staff photo

  1. Select the graphic to the right of the
    ID
     and
    Sort
     fields.
  2. In the
    Insert Image
     dialog, select the
    Insert
     button.
  3. Navigate to the image you want to insert.
  4. Select the image, and then select the
    Open
     button.
    note
    You can only select image files.
  5. Select the
    Save
     button to save your changes.
    note
    If the photo won't save, try uploading a smaller image file.

This article applies to:

  • Product: DT Practice