How do I add a new Employee in Apex?

How do I add a new Employee in Apex?

In order to add a new Employee in Apex please see the following steps below:
  1. To add a new employee click on Administration -> Security Codes -> Employee Types. Employee Types are usually predefined upon installation with all the rights per Employee Type.
  1. Should the Employee Type already exist please see 2. Employee Codes below.

1. Employee Types
  1. To create "Employee Type Codes" click on the "Add" button and enter the 4 character code of your choice, then enter the description of the Employee Type group. For example Night Auditors, Reservationists or Receptionists.
  1. The next step in creating the new Employee Type code is ticking the access fields. This will enable employees programmed under this Employee Type code to access the  relevant menus and functionality within Apex.
  1. Click with your mouse in the box to tick or activate the functionality, a green tick will be displayed.
  1. To untick click with your mouse on the green tick and it will disappear, disabling the functionality.

2. Employee Codes

The next step in adding a new employee is Employee Codes. To create "Employee Codes" click on Administration-> Security Codes-> Employee Codes.

Click on the "Add" button and enter the following:

  1. Code: The Code can be between 1 to 4 characters, this is also the user code when logging in and usually the initials of the employee. Please do not use any spaces or special characters. All transactions made by the employee will display this ID.
  1. Description: The name and surname of the employee.
  1. Password: An alpha numerical password of 10 characters can be used.
  1. Active Directory:  Only to be used if Active Directory has been configured.
  1. Valid for: Expiry date when ID should become inactive.
  1. Never Expires: When ticked then the ID will be active regardless of the expiry date entered.
  1. Employee Type: Select the department/employee type code (created section 1).
  1. Default Property: In a multi property Apex database specify the property where the employee is working.
  1. Allow employee to select other properties:  When selected this will allow the employee to access information from other properties built in the multi property Apex database.
  1. Birthday: DD-Day and MM- month of birthday.
  1. Cell: Employee contact number.
  1. E-mail: Employee email address.
  1. Guide:  Guides can be added to Employee codes.
  1. Open Windows in Full screen: When selected all the menus will open to full view of the screen.
  1. Access to remote Web Reports: The username and password will be linked to Web Reports access when ticked.
  1. Remote access to Web Banqueting Availability: The username and password will be linked to the Web Banqueting Availability when ticked. 
  1. Remote access to Guest Details: Not in use anymore.
  1. User may not access Blogs: Not in use anymore.
  1. Supervisor Rights: If the employee requires additional Supervisor rights, these rights can be assigned here. As there are different types of rights please see below which rights give employees additional access to the system functionality.

Supervisor Rights

  1. General:  Enables the user to do: Banking out of balance, Debtor payment authorisations, Delete guest history masters, Add, Edit or Delete correspondence letters, Delete Time Share Owners Week and Delete Attachments.
  1. Reservations: Enables the user to: Remove No Move, Rate Overrides, Remove Overrides, Remove no reservation modifications, Remove Blacklist, Change Reservation Status, Delete a Memo, Delete Share Block week.
  1. Front Office Cashiering:  Enables the user to: Authorise charges, Authorise payments, Transfer Adjusted transactions, Post to Non Active Folios, Check-out/Close non zero folios, Revenue Adjustments. 
  1. Front Office Reception: Enables the user to: Reinstate Checked Out/Closed folios, Checked out with balance.
  1. Debtors: Enables the user to: Authorise Debtors, Remove Blacklisted reservations and profiles.
  1. Front Office Archive: Enables the user to: Bring House Accounts balances forward.
  1. Banqueting: Enables the user to: Remove booking folio from Banqueting bookings.

Once all the information has been entered click the "Save" button to save the new employee information.