Who is a staff member?

A Staff Member is a user role on zistemo which has limited access to your account.
A “Staff Member” user will have access to the following data:

Dashboard
– available graphs: Invoices sent, Estimates sent, Hours billed (own data), Active projects (the projects where the Team-Member is assigned to and the own unbilled hours), Open Requests (own data), Total hours (own data), Requests (own data), Missing documentation (own data)

Contacts
– Clients – can only see clients list & can’t see financial data on client overview

Purchases
– Purchase Orders (Order Request, Purchase Order) – can create, read, update and delete only own order requests; can read and delete only own purchase orders
– Expenses (Expenses, Recurring Expenses) – can see, create, update and delete only own Expenses
– Mileage Tracking – can see, create, update and delete only own Mileages

Time & Projects
– Projects – can see assigned Projects (where he is a member)
– Time Tracking – can see, create, update and delete only own Timesheets
– Attendance – can see only own data
– Abesence Calendar – can create, read, update and delete only own data

Reporting
– Time Tracking Reports: Timesheet Details, Absenteeism Report, Project Hours, User Presence
– Attendance Report: Absence Report, Attendance Report (own data)

Profile Settings
– can see and update only own profile settings

Import
– can import Expenses

Integrations
– Shoeboxed, Expensify, Asana

How do I invite a staff member?

To invite the staff members to your account go to Contacts ➝ Staff ➝ Add Staff ➝ enter data and choose role ‘Team Member’.

After clicking ‘Save Staff’ the staff member will receive an email invitation to their profile.

General Info for all the Roles

Here are the links to the detailed explanations of the zistemo’s Roles and Permissions:

Team Member role, Capture Data role, HR Admin, Administrator role, Account Owner role, Team Leader role.

How do I invite a staff member to the account and then assign him a needed role?

To invite a staff member to the account
go to Contacts ➝ Staff ➝ Add Staff ➝ fill the fields ->Choose the needed role from the dropdown (it can be a Team Member, a Capture Data, An HR Admin, an Administrator, and a Team Leader) and click ‘Save Staff’.

Staff page – data explanation

When you create or edit staff member roles – on the staff member page you’ll see the following data:

• Rate – this is the billing rate for the team member. This rate will be used to bill the clients if their projects are based on hourly staff rates.
  
• Staff cost – this is a salary rate for the staff member. This data will be used to calculate the internal cost of the project. More info here
  
• Role – this is the role of the member. It can be a Capture data (for temporary staff members), an Administrator, a Team Leader, a Team Member or an HR Admin.
• Position – The ’Position’ field is meant to simplify any staff, projects and time overview you’re interested in. Find more infos here

• Avatar – you can upload a photo of the staff member. This will be displayed on messages, invoices, estimates, and the projects overview.
  
• Checkboxes:
  Allow to edit time records – please read more here
  Allow to create and add tasks – please read more here
  Allow to edit clock in / clock out time records for the last x days – please read more here
  Allow to connect attendance time with project time – please read more here 

Working Hours Section – please read more here

• Attendance Time Template – choose the needed one from the drop-down. You can have up to 20 templates, for each user if that’s needed, or just one -Default Configuration. Please make sure the choice is made in the drop-down – more here

• Contact details – here you can enter the address of the staff member.
  
• Assigned projects – here you can assign the projects to your Staff Member – more here

• Staff default settings:
  – Mileage rate: will be used by default for the mileage records created by this user
  – Language: this is the language the member will see in the system in. As to the language changes, the system notifications we will show in the User’s language, but if its a notification that in the same time can receive a few users (as an example, the request to approve vacation, this notification can receive the admin and the department leader) then the text of this notification will be in the company’s language.
  – Internal notes: more here
• Advanced Settings- this is where you can change the cost of your Staff. More here

• Two Factor Authentication – you can set it on this page. More about it here

Note The Advanced Settings and Two Factor Authentication you will see only after you add and save your staff member.

We also have an External Users’ Roles, such as a Client and a Tax Consultant.

You can invite them from the next tab:

• Contacts -> Clients -> Add a Client
• Contacts -> Tax Consultant -> Invite a Tax Consultant

Assign member on the Staff page

Please note that this feature is only available up to 50 projects. If you’ve more than 50 projects you can’t assign staff to projects on the staff page.

On the ‘Edit staff’ page you can use the ‘Assigned projects’ tab to assign projects (or un-assign) to this specific team member.

Just choose one and click on the ‘Move’ button:

Or even add all:

If the staff member has already logged hours on some project, you will not be able to move that project to the ‘Unassigned’ column (such projects are gray on the list), as you can see in the screenshot below:

When you save the changes you made, this staff member will appear on the Project page as a project member and he will be able to log hours onto this project.

Assign member on the Project page

You can also assign/un-assign members on the ‘Edit Project’ page (Time&Projects -> Projects -> choose a project and click ‘Edit project’):

In the ‘Staff’ block, pick members from the ‘Select a team member’ dropdown.
Note: you can un-assign someone by clicking the cross icon at the end of the line, but if the member has already logged hours to this project – you will not be able to un-assign him/her.

Notify staff member if assigned to project

You can set up that a user will receive a notification when he/she was assigned to a project. First, you can go to the preferences/defaults and activate “user assigned to project”. You can select if your staff should receive the notification via Email, Slack or Bell Notification. These are the default setting (fallback) wich can me overwritten for each staff member individually.

Second, you can go to the staff members page and manage these notifications individually on the staff details “Assigned projects” tab. You can switch it on/off or select other/multiple channels.

Please note that the setting on the staff member page will overwrite the preferences.