Manage staff FAQ
If your system is hosted by Chameleon Software the solution is simple.
At the employee's computer open a web browser and log in to the web version of your Case Manager system. Select Help > Installation from the main menu then click Install and follow the instructions.
Further information is at Installing a windows version.
At the Employee List add a new employee to the list and enter their login details. Simple instructions are at Add user.
Select Lists > Security Groups List from the main menu. Depending on your staffing arrangements, either modify the existing Consultants security group for this cohort of staff or create a new security group for them. If you create a new group, click the Permissions tab and copy the settings for consultants.
Then in the security group you will use for this cohort, untick the Allow permissions for View cost amounts and at the bottom of this section, also untick Allow for View cost amounts in case list.
Click Save to save your changes.
Locate each each member of this cohort in the Employee List and edit each to make them a member of this security group and no others.
Case Manager has a sophisticated and multi-level system for access to cases. Here is the simplest way to set up case access for such employees.
To enable an employee to access a case assign the case to the employee in the case's Case Details tab. Alternatively, add them to its Other Staff list. Either option enables them to have case access.
To prevent them accessing cases where neither of the above is true:
- Locate their employee record at the Employee List, click the Offices tab. Click each office membership listed and select No under Access all cases.
- Do the same for any teams and categories listed in their Teams and Categories tabs and save the changes.
- You should also double-check that their security group does not have the Can view all cases permission set in the Case Information section.
Note that membership in offices, teams and cases can be used to enable case access, see Access to cases.
You can use the Employee Charge Statistics report to report on this.
Select the timeframe in the Filters tab and then select the employee in the Cost filters tab. In the Other options tab you can subtotal by Activity if you also want subtotals per type of cost.
You might want your estimates to have a fixed charge for the work done but you also want to pay this cohort for the actual time that they worked. The problem is that you also need to limit how much time they can add so that it does not exceed a pre-arranged amount and a fixed charge allows employees to add unlimited time. There is a solution to this, see Fixed charge costs with fixed time limits.