Overview
The “Office” tab is where you can create offices and control various settings in relation to that office. Each office typically has its own location, as throughout the software all payroll, personnel, customers, invoices etc. are tied to a specific office. Settings made at this level (such as accrual plans, collection letters, ACA surcharges) apply to all relevant entries within the office. If the same field exists on the profile level, will take precedence over what’s set at the office level.
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The office list tab lists all offices. At a glance you can see various pieces of information entered on the general tab, as well as the text phone number should you have texting enabled.
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To add a new office:
-Click insert
-Complete the General Tab fields
-Click Save
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To copy an office set up:
-Select the existing office you want to copy
-Click copy
-Update the General Tab fields
-Click Save
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If you’re wanting to view/update any settings related to a specific office
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-Navigate to the tab with the information you want to update
-Update the information
-Click Save
The “General” tab is where certain fields are filled out that auto load onto portions of the software. Text fields such as check name load on checks, billing name loads on invoices, display name is for the name of the office etc. Each office also has additional settings that come pre-configured based on how they’re commonly checked but can be freely toggled.
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The middle column is where you can select the accrual plans that the office will apply to personnel (referencing the available entries on the accrual plans tab), the ACA plan rates and type, an early pay discount rate that would display on invoices as an incentive, misc. ids, an AR manager which will reference linked users, and how many texts the office can send.
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The “Email Templates” tab is where you can set the template for various emails sent from the software and must be filled out for certain processes to be completed, such as processing payroll when personnel are set to receive an emailed stub. Though only the fromand reply to addresses are required, we typically suggest people set certain emails such as invoice and payroll to receive a BCC of their own address so they can have a record of those emails sent, and to enter in a subject. Multiple addresses can be used separated by a comma and space i.e. “Support@CarvinSoftware.com, From@CarvinSoftware.com”. If you would like to save a copy of the email as PDF on the server, click the three dots, navigate to where you would like to save it, and click save.
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Each template has its own set of variables, as seen in the variables box at the bottom of the screen, that can be used which will auto fill in relevant data. This is an easy way for the email to reference specific information while still being a template-based email and can be referenced by typing in exactly how the variable exists as shown above. The variables can be used both in the subject and body of the email.
The “Logo/Text Settings” tab is where items can be entered that are referenced elsewhere in the software. The left column is where the logos are pulled in any invoice/payroll formats that have a pre-loaded spot, and various phrasing for specific texts sent out can be specified. The right column is where phrasing is entered that’s referenced in orders, checks, and invoices.
The default logo picture size is 160 X 120.
The “Announcement” tab is where you can enter text that displays when a user first logs into Staffing Complete. This can be used as an easy way to show reminders and policies. As this tab is office specific, the user’s home office will be referenced when displaying that specific offices announcement.
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-Right Click in the grid
-Select add document
-Navigate to where the document is
-Select thedocument
-Type any relevant notes at the bottom specific to that document
-Select the document type
-Click Save