APPLICATION: Registering your employees is essential for working with Involves Stage. This register is one of first settings to be defined during your onboarding. The employees you register will be linked to the regionals and those who belong to your Field Team will receive their Itineraries and Tasks.
You register your employees on Involves Stage using two different forms: you can import your information or you can enter manually registering one by one on your system. It’s up to you to choose between one or another.
We recommend adding manually new users when registering small numbers of employees, or when editing the ones, you already added.
The manual Employees registry happens on the Web platform:
Menu > Employees > Employees
This page is divided into four tabs, where besides registering the important data of your employee’s work, it’s also possible to register some detailed information for other areas such as Human Resource. To add a new user, click on the New button, on the screen’s bottom right corner and search through the tabs:
- On this tab, check Active on the Employee Status;
- In Access Data, please fill out the required information that affects the use of the system;
- In Employee Data, please fill out the employee’s identification data;
- In Employee’s Address, please fill out the employee’s address and also its geolocation.
- In Misc. Information, please fill out the employee’s personal information;
- In Delivered Materials, you can inform about the devices provided to your employee;
- In Compensation Information, you can inform about the data used by the company’s HR;
- In Program of Social Integration Number, you can inform this document’s number if the Punch Clock integration is being used.
On this tab, you can attach all the additional documents for your employee’s register, such as ID Card, a residence proving receipt
At least, on this tab you can choose if your employee will attend some certain banners or all of them. If you want all of them, check the option All Banners. When it is not selected, a list will be displayed containing the banners included in the system to relate to your new employee.
Whenever you add a new employee you may fill out some required fields signaled with a (*). Although, filling out the additional information will power up your operation. The more you inform about an employee, more options you will have when extracting a report. Check out some requirements:
In order to an employee receive their itineraries and tasks, they must be active on the system. An employee will only be checked as inactive when they no longer take part in your activities. Instead of deleting them, Involves Stage allows you to select their status. Therefore, your company won’t lose any important data.
Your employee’s name must be unique on the system. For instance, if there are on your employees’ board two people named Sarah O’Neill, consider inserting their full name within a 100 characters limit.
Your employee will use their username as their login on our Web and App platforms. It also should be a unique register containing at least five (5) characters. When entering it, register an easy to type login avoiding blank spaces and special characters such as asterisks and cedilla.
A password could be defined by two ways: entering it manually on the password field with at least six (6) characters, or selecting the option Generate a Password Automatically. The system will send it directly to your employee e-mail. Involves Stage also accepts lower and uppercase characters, therefore it’s important to define a standard to simplify when typing a password.
E-mail is a required and indispensable field if the Generate a Password Automatically option is selected. The registered e-mail will also be used to receive operation reports and to retrieve a password.
Your new employee will receive their system access on their e-mail, with their login and password random generated by the system.
The language selection will affect the Involves Stage’s viewing for the user. Involves Stage is currently available in Portuguese, English and Spanish.
A correct time zone will affect all of your field teams’ reports, and therefore will show the current time at the location where your employee is.
On this field you select the access profile of your employee, previously defined on the system.
On this filed you should relate your employee with the regional they shall act. Don’t forget that only the previous registered regionals will be available to relate and it’s possible to relate more than one regional to an employee.
On this field you will select your employee’s workdays, which should be previously added on the system.
On this field, you’ll define if an employee will take part on the field team or not. If yes, you must concede them access to the system selecting the Mobile Access option. Besides selecting this option, you’ll be activating one of your Involves Stage’s licenses.
On this field you’ll define if the employee will be able to interact with the system via App. If you selected yes on the prior field, you should also select yes on this one.
It’s possible to relate a direct superior employee to each one of your employees. The available options will be displayed according to each access profile previously registered on the system.
By default, your team will only be able to access the system through a single device. That’s why the Mobile Device field will register the mobile phone or tablet serial number used by the employee. It’ll be only active whenever selecting the field team option and after the user’s first login.
This field won’t be exhibited when adding an employee, only when editing their information. Next to it you’ll find the Unlink option, when selecting it you’ll unlink automatically your employee from the App releasing the access to a new device. You shall perform this procedure every time your employee accesses the App from a new device.
Involves Stage allows access profiles from higher ranks to receive, by e-mail, partial reports from the field team’s activities. When selecting the Receive Partial Operation E-mail option, the Filter By field will be active to filter by Regionals - to receive information of all of the regionals related; or to filter by Superior Employee - to receive information from their subordinates.
INDIVIDUAL TAXPAYER REGISTRATION
Filling out your Employee’s Individual Taxpayer Registration is facultative and it’s possible to insert any kind of character. This field accepts blank space, graphic signs and slash.
It’s also possible to include your users’ photo. You can upload the file via App or when adding your employee.
Your employee’s address is a non-required information, though is essential if you want to use the geolocation resource. This option will allow you to define smart itineraries relating them to the closeness between points of sale considering your employee's address.
When saving your new employee, the Employee Hiring pop-up will show. On this window it’s possible to select your new user’s Date of Hiring creating up to three alerts whether this hiring is a temporary or for a probationary period one. If it’s not possible to access the correct date of hiring, you can use the date of its register.