Key: A
Save any setting updates by pressing ‘Save’ in the button right corner.
Settings the users of the system to customise it to meet their unique needs.
10.1.1 Accounts Details (for Invoices)
Payment Terms: X amount of days can be set for invoices which will appear as “Payment Terms: X days from date of invoice.”
Payment Grace Period: “X” Number of days after sent date before the interest is charged.
Percentage Interest: Interest rate can be set here (per annum).
Management Tax: Select to apply management tax by default
There are 2 options for adding a Management Tax (or any extra charge) to Tax Invoices as either a percentage % or a flat amount. Even if you do not select a Management tax amount in Global Settings. When you open a Tax Invoice (Ops Home > [any Invoice number]) at the bottom right of the Invoice, just click the Apply Management Tax Checkbox (it will be whatever name you enter in Global Settings Page) and enter the amount % or flat rate to add to the Invoice.
For Example: If you wish to add a Credit Card Surcharge to your Tax Invoices, you could change the Management Tax Name to Credit Card Surcharge in Global Settings. Even if the Checkbox in Global Settings for management tax is not selected, when you open the Tax Invoice you can tick the Checkbox at the bottom right, enter the amount of the surcharge and Send Invoice.
Management Tax Name: Name of Management Tax can be assigned here, i.e: Credit Card Surcharge
Management Tax Amount: Enter the amount you wish to charge extra on all Tax Invoices. If you add a % after the amount, the amount charged will be a percentage. If you do not include the % then the amount charged will be a flat rate. Include a negative sign “-” before the amount and it will deduct this amount from the invoice.
Merchant Fee: Select to apply merchant fee by default
Merchant Fee Name: Name of fee to be used throughout software
Merchant Fee Amount: Amount of fee to be applied (include % sign to use a percentage of invoice total)
Extra GST: Default (10%)
Accounts Email Address: Email address for Accounts department
Bank Name: (Bank details)
Business Account Name: (Bank details)
Business Account Number: (Bank details)
BSB: (Bank details)
Bank Country Code: Needed for international transfers.
Add Bank Details to Invoice: Tick box to show bank details on invoice
Transaction Description Code: To export ABA files
Bank Abbreviation:
APCA Number:
Invoice Code: a significant code can be given to appear in every single invoice.
From Address: “From Email Address” for quotes and invoices.
Reply Address: “Reply Email Address” for quotes and invoices.
10.1.2 Administrator User Login Details
Admin username and password can be edited here
10.1.3 Company Details
Company details entered will replace PM on the software. Fill out all fields ‘*’ is required. To update logo, background image & profile icon please see guide 2.1.
Header Colour Code: Enter known colour code, it will change header colour
Footer Colour Code: Enter known colour code, it will change footer colour
Site Name: Name of the company
Website tagline: A brief catchy slogan for your company.
Email Tagline: The slogan that goes out on every email.
Important Note: In Setting Page “Site Name” punctuation is NOT to be use, as this will case error for crews to receive emails.
FAQs: Why I am not receiving emails after Locked-off shift? Even when I setup different emails for Crew Online Lock Off email alerts.
Please check the flowing:
- Send the Businesses a “Crew online lock off” email is selected the correct option.
- “Crew that CANNOT accept online” the Crew Name is not in section “Crew that CANNOT accept Shifts in their “Crew Area””
- “Site Name” punctuation is not used.
Make sure to Save Configuration before exit.
10.1.4 Duty Manager Group
Admin has the ability to assign crew/staff as Duty Managers access to different parts of the system. There are 3 different groups you are able to create with different access level.
Tip: The crew/manager login will only access to the selected function from the Duty Manager Access list.
Note: Group 1 has the ability to access global settings.
Once the crew is selected to have Duty Manager access their login details is the same as their Crew login. When Crew need to login as Duty manager, select “Duty Manager” user type on the Login page. When Crew need to access as a Crew member, crew need to logout and login again as ‘Crew’ user type. When Admin made changes to the duty manager access, it displays in Shift History:
Note: there are some functions only accessible by Admin
10.1.6 Ops Home Configuration
Enable Quotes: Quotes can be viewed or taken out.
Enable Invoices: Invoices can be viewed or taken out.
Show Crew names per shift on Invoice: Shows crew names on invoices sent to clients.
Show Inhouse Client Reference Numbers: Shows client numbers assigned by PM.
Use Inhouse Client Reference Numbers: Tick to display ‘Inhouse Client Reference Numbers’ instead of ‘Default Reference Numbers’ on Job Sheet, Invoice and Quote. Short names for clients (entered in Client Profile page) followed by automatically assigned job sheet/invoice number for each job sheet created.
Home Page: Custom home view please see guide 2.2
Group Shifts on Job Sheet, Shift Edit, and Crew View: Groups shifts on job sheet page view by date, activity, shift edit or none.
Show “Onsite Contact” in header area: Heading that appears on job sheets or crew pages
Show “Onsite Contact” number in header area: Heading that appears on job sheets or crew pages
Group Shifts on Job Sheet, Shift Edit, and Staff View: In “Ops Home” page job sheets can be sorted by job sheet, shift edit, staff view.
10.1.7 Payroll Configuration
Order Payroll by: All crew in payroll page can be organised by their first name first or last name first.
Display and Export Payroll according to: Either exports according to Shift Date or Payroll Approved Dates.
10.1.8 Shifts Page Configuration
Activities Hidden from Shifts Page: Group activities you would like to hide from shifts page. You can still book these activities on jobs page. Use the ‘>>’ arrows to move the activity from each group.
10.1.9 Terms and Conditions
Client Terms, Crew Terms, Manager Terms, Admin Terms and Duty Manager can be edited here. These are the terms that corresponding user must tick the box to accept them each time before logging into PM. Reset Terms Accepted: When tick box client/crew must reaccept the terms and conditions before entering.
10.1.10 Privacy Policy
Staff, Manager, Admin, Duty Manager Privacy policy can be edited here.
10.1.11 User Action Reporting
The following can be switched on and off by a tick box.
Hide Reason on Shift Delete:
Hide Reason on Rank Change:
Show Staff Notes in Client Access:
Hide Export Admin Summary from Managers:
Send email to admin when crew rank is updated:
Admin email address for crew rank, disabled/enabled crew and deleted shifts:
Select email to be alerted when changes are made.
10.1.12 Two -Step Authentication
If you wish to have a two-step authentication please email support@personnelmanager.com.au
