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AvailSuite provides a simple way to manage Employees working in your company. For each employee card, you can attach files and employee's photo, track salary history, benefits and vacations, and store a lot of other information.
The Security is integrated with the Employee Management module, so it is easy to define what access level every person has.
When you add Employees to AvailSuite, they do not automatically receive any access to the system. It must be explicitly done by checking the "Has system access" control on the Employee data screen.
If someone has access to AvailSuite, we refer to her as a user. A user can have one of the 3 security roles: Administrator, Manager, and Technician.
Administrator is the system supervisor, who has full access to every piece of data. Typically, only one person in a company should have AvailSuite Administrator privileges. Please, note that the default Administrator password is empty. It is highly advisable to change it immediately after the system has been set up.
Managers are the people who have access to almost everything in the system. These are the people who run your business: take orders, schedule jobs, track its completion, send invoices out, and so on. Managers have access to all these modules in AvailSuite.
Technician role should be assigned to the people who should not have access to any important information in the system. They are typically the workers who do not have limited responsibility, and thus have no need to access Orders, Invoices, and other data. In fact, the only information the Technician can access in AvailSuite is his/her Tasks and Time Cards.
AvailSuite licensing policy requires that every user having Administrator or Manager role must have a purchased license. The technicians are not required to have licenses, since they can access just limited functionality of the system.
Click on the links below to get more information about Employee and Security Management:
To create an employee, user can use any of the following ways:
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use the New Employee button on the toolbar;
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select New, and then Employee in the File menu;
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fill a new row directly in the
Employee grid;
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double-click on a new row on the employee grid or on a white area below rows;
To complete editing of a new employee and add a new row on the employee grid, use the button with the "+" sign in the row navigator below the grid.
AvailSuite allows tracking various notes about employees: their benefits, salary history and vacations. Use tables on tabs in the right bottom corner of Employee Card.
To allow an Employee to access the system, set the Has Access checkbox, specify Login Name for the Employee and define a password using the Change Password button:
AvailSuite supports three types of user roles: Administrator, Manager, and Technician.
Technicians have access only to information about their tasks and AP Payments. They can submit time cards and expenses.
Managers and Administrators have almost the same access rights in the system.
Administrators have an ability to return completed and canceled documents back to active state for further editing. Administrators also have an ability to manage Company Settings, Document IDs and Charge Types. Administrator can clean up the database to delete the sample data.
The count of active employees with Administrator and Manager Roles cannot exceed the count of purchased AvailSuite's licenses. If at least one license has been purchased, you may create an unlimited number of technician users. If you utilize an evaluation version of the system, you can create up to 256 active employees with Administrator and Manager Roles.
By default, AvailSuite prompt the users to authenticate by filling login name and password. If you have Windows network and all users have their own domain names, you may setup Windows Authentication and associate AvailSuite users with their Windows login names. This has the following advantage: the users won't be asked to enter their username and password when they launch AvailSuite. The system will automatically identify the user based on the current Windows user.
There are two ways to do it. First, if someone modified or created a record in any of the AvailSuite grids, the record will be displayed in a bold font to you, until you "read" it. You can read it by opening a detail screen or just leaving the grid cursor on that record for long enough. This behavior is identical to that of your e-mail program.
Second, AvailSuite keeps dates of creation and last modification of each document and names of the users who did that. To view that information, open a form for the document and click on the arrow button on the right of the document header:
You will see the tracking information in the following format:
AvailSuite stores all data in a MS SQL database, and there is a number of programs that can access and display information from any MS SQL database. One of the programs is MS SQL Query, which allows executing various SQL queries for a database.
This does not mean however, that anyone can run MS SQL Query and get access to your AvailSuite data. AvailSuite connects to the database using special secure login, which cannot be guessed or easily intercepted. Also, during the installation, AvailSuite setups a secret password for the default Database Administrator user, which effectively disables the only other way to access the AvailSuite database.
These measures alone however cannot guarantee absolute safety of the data. You should follow all reasonable and known procedures, including running anti-virus and anti-spyware software in order to be safe from unauthorized access. If you need more information about the methods used by AvailSuite to secure the database access, please contact our technical support at support@availsuite.com.
Whenever someone leaves your company, you do not want this person to be available for task assignments and other things anymore. The simplest way would be to delete that Employee from the system, but it is almost never a practical choice. Since the person is linked to many tasks, expense entries, time cards, and other things, she cannot be deleted from the system without affecting a lot of historical data.
AvailSuite provides a more flexible approach: you may de-activate an Employee in the system. While the Employee remains in the database and all historical data, she is no longer displayed in Employee selection combo-boxes and other controls. The system will not allow assigning a task to a de-activated person, nor entering a time card for her. Should you hire that person again, you can easily set the flag back to active, without entering all the personal information again.
To make an Employee inactive, you may use one of the following ways:
- click the Delete button in the Employees view;
- open Employee details screen, uncheck the Is Active flag, and save the changes
To make an Employee active again, open her details screen, check the Is Active flag, and save the changes.
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