User Manual

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 ====== Internal Staff Management ======

 ===== Scenario 1: Create New Internal Staff from the Menu =====
    * Go to the **Internal Staff** menu
    * Click **Quick Add** button in the search screen
    * This will open a popup
    * Provide the details as per the steps given below

 ==== Fill Staff Detail ====

**In the General tab**
    * **Account name**: Staff name
    * **Address**: Address that is required for accounting, communication and printing, Provide street address, city, country and pincode as needed
    * **Title, First name, last name**: These are the details of the contact person, they are auto filled by system from **Account Name**
    * **Mobile, Email**: Important for communication with the staff, followups and maintaining relationship
    * Staff Category: Category of the staff, example: Management, Worker, Staff.
    * Worker Category: Select based on their role like Admin, IT, and if it is a worker then provide their skillset like: Assembly, Setter, Polisher, etc.

The address and contact details provided here will be added as a default address, and default contact for that account.

**In the Tax tab**
  * Provide the tax id applicable as per the government rules

**In the Personal Details tab**
  * **Birth date**: This information is used by the system to notify about an upcoming birthday
  * Provide **other personal details**: Marriage date, zodiac, gender etc as necessary to provide a service to the staff


 ===== Scenario 2: Add more contacts or change default =====

If a staff has multiple contact: example contact details of the accounts person, or the secretary, then follow the below steps to add more contact

    * **Go to** the **Internal Staff** menu
    * **Search** for the staff that needs to be modified
    * **Open** the staff record


You can **search using various filters**: Name, address, mobile, email, or staff id

 
 ==== Add more contact ====
After staff record is opened by following above steps

  * Go to the tab labeled Contact / Address
  * Find the button **Add Contact** and click
  * This will open a popup
  * Fill the following **information**: Contact type, Title, First name, Last name, Mobile, Email
  * Click **confirm** button in the popup
  * Click **Save** on top of the screen to save the changes made to the staff record

 ==== Edit existing contact ====
  * Go to the tab labeled Contact / Address
  * Find the contact that you want to edit
  * Click on the **edit** button (looks like a pen)
  * This will open a popup
  * Make the necessary changes
  * **Change default contact**: If you want to change the default contact then click on **Set default** for that contact in the popup
  * Click **confirm** button in the popup
  * Click **Save** on top of the screen to save the changes made to the staff record

Note: Default contact is used for display in the search screen and in the reports and prints


 ===== Scenario 3: Add more addresses or change default =====

If a staff has multiple address: example office address, home address, then follow the below steps to add more address

    * **Go to** the **Internal Staff** menu
    * **Search** for the staff that needs to be modified
    * **Open** the staff record

You can **search using various filters**: Name, address, mobile, email, or staff id
 
 ==== Add more address ====
After staff record is opened by following above steps

  * Go to the tab labeled Contact / Address
  * Find the button **Add Address** and click
  * This will open a popup
  * Fill the following **information**: Address type, Street address, city, country, pincode
  * Click **confirm** button in the popup
  * Click **Save** on top of the screen to save the changes made to the staff record

 ==== Edit existing address ====
  * Go to the tab labeled Contact / Address
  * Find the contact that you want to edit
  * Click on the **edit** button (looks like a pen)
  * This will open a popup
  * Make the necessary changes
  * **Change default address**: If you want to change the default address then click on **Set default** for that address in the popup
  * Click **confirm** button in the popup
  * Click **Save** on top of the screen to save the changes made to the staff record

Note: Default address is used for display in the search screen and in the reports and prints


 ===== Scenario 4: Provide personal details =====
    * **Go to** the **Internal Staff** menu
    * **Search** for the staff that needs to be modified
    * **Open** the staff record
    * Go to the tab labeled Profile
    * Provide the details as necessary
    * **Birth date**: This information is used by the system to notify about an upcoming birthday
    * Provide **other personal details**: Marriage date, zodiac, gender etc as necessary to provide a service to the staff

**Note**: It is important to get the consent of the staff to record the personal details

 ==== Alternate option for quick edit ====
    * **Go to** the **Internal Staff** menu
    * **Search** for the staff that needs to be modified
    * In the account name column: Click on the **Edit button** next to the name
    * This will open a popup to edit: **General details, Tax and Personal details**
    * In the Personal Details tab: You can provide the birth date, and other personal details
    * Make changes as necessary and click **Confirm** to save


 ===== Scenario 5: Identity card details =====
Provide details of ID Cards like Passport, Driving License, Tax ID, Company ID card.

To add ID Card details of staff follow the below steps:
    * **Go to** the **Internal Staff** menu
    * **Search** for the staff that needs to be modified
    * **Open** the staff record
    * Go to the tab labeled ID Card
    * Click on button **Add Identity**
    * A popup will open.
    * Provide Name on the ID, Birth Date, Gender, ID Type, ID Number, Country, Location, Issued On, Expiry On

**Note**: This information can be used by HR for further automation


 ===== Scenario 6: Mark staff as duplicate =====

When a duplicate staff is created, or you find a duplicate entry from the past data

Follow the below steps to mark the staff as duplicate:

  * Identify which staff record you want to be mark as duplicate and which will become the main
  * Search the staff you want to mark as duplicate
  * Click on the **Edit button** next to the name in the search screen to open quick editor popup
  * In the popup you will see the label: **Parent Id.**
  * In Parent Id, select the main staff.
  * Click on **Confirm** button

Note: Duplicate entry will disappear from the main search screen and it will show under "Duplicate" section of the search screen


 ===== Scenario 7: Mark staff as inactive =====

If a staff is inactive for any reason and you do not wish to deal with it further. Instead of deleting the staff the better way is to change the status of the staff. 

Follow the steps below to change the staff status:
    * **Go to** the **Internal Staff** menu
    * **Search** for the staff that needs to be modified
    * **Open** the staff record
    * Go to the tab labeled General
    * Next to the label **Status**, there is an arrow, click on it
    * Choose the status that is appropriate: Inactive, Expired, Resigned, etc
    * and then Click **Save** button on top


 ===== Important Data Points =====

  * Account Name should be correct as per the legal requirement
  * Provide personal **tax id** of the staff.
  * Worker Category has to be correct to show in worker dashboard
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