Setting Up and Managing Employees

What It Does

The Employee Management feature in SignTracker allows administrators to add, manage, and control user access. It ensures secure and efficient use of the platform’s tools and resources by assigning roles and permissions tailored to team members' responsibilities.

Video: Employee Setup

Why It’s Important

• Team Collaboration: Provides access to the tools necessary for each team member to perform their roles efficiently.
• Data Security: Protects sensitive features like billing, reporting, and integrations by restricting access to authorized personnel.
• Accountability: Tracks user actions, improving operational oversight and ensuring clarity in task ownership.

How It Helps

• Streamlines Onboarding: Simplifies adding new team members and setting up their access.
• Enhances Workflow: Role-based access ensures employees can focus on relevant tools and resources.
• Improves Security: Limits access to sensitive data and features, reducing the risk of unauthorized actions.

Step-by-Step Instructions

Login and Navigate to Admin Settings

1. Open the SignTracker application and log in with your credentials.
2. Navigate to the Setup tab.
3. Click on Admin and select Employees from the menu.

Adding a New Employee

1. Click Add Employee.
2. Enter the required fields:
   • First Name and Last Name
   • Job Title (e.g., Project Manager)
3. Optionally, include additional contact information:
   • Cell Phone Number
   • Personal Email Address
   • Address
4. Click Submit to save the employee information.

Setting Up User Accounts

1. Assign the employee a Username (e.g., first name, last name, or email address).
2. Enter their Email Address.
3. Create a Password and share it with the employee.
   • Employees will be prompted to change their password upon first login.
4. The employee will receive a confirmation email.
   • Tip: Ask them to check their spam folder if the email doesn’t appear.

Assigning Roles and Permissions

1. Select the role:
   • Shop Admin: Full permissions, including access to quotes, contracts, reports, and QuickBooks integration.
   • Staff Person: Limited permissions tailored to their responsibilities.
2. For Staff Person, toggle permissions for specific features like:
   • Reports
   • Quotes
   • Admin Settings
3. Save the settings to apply the permissions.

Editing and Managing Employees

1. From the Employees section, you can:
   • Resend confirmation instructions.
   • Confirm users who have not yet verified their accounts.
   • Update user details (e.g., name, role, or contact information).
   • Deactivate or reactivate user accounts as needed.
   • Remove employees who are no longer with the company.
2. Note: Removed employees will not appear in dropdown menus but will remain in the records for reference.

Understanding Permissions

• Shop Admin: Full access to all features, including quotes, contracts, reports, QuickBooks integration, and account billing.
• Staff Person: Restricted access based on assigned permissions, ensuring they only see tools relevant to their role.

Pro Tips:

• Use the employee’s email address as their username for simplicity.
• Assign admin roles sparingly to prevent accidental system changes.
• Regularly review roles and permissions to ensure they align with current job responsibilities.
• Deactivate accounts promptly for employees who leave the organization to maintain security.