Employees represent your drivers/laborers (anyone who goes out on a job), sales people and supervisors. By setting up people in employees you will be able to track and export their time if you have the Labor Tracking module.
First and Last Name: The first and last name are used during labor exports and a few other reports and should represent their actual name.
Display Name: The display name is what is used when selecting a driver for a ticket as well as what is displayed on the ticket and other reports. Some customers will use a number/name combination - 02 - Jones, Bob - so that they can continue to use existing driver numbers that they are use to seeing and using.
Status: As driver's leave it is important to change the status to Inactive so they are no longer an option to add to tickets. You can make them Active again if necessary. It is never recommended to 'reuse' the driver record by change the name and information as you will loose all the history associated to the first person. All reports, etc. will always display the current name / information.
Job Title: Only the name fields and status are required, but using the job title is helpful to identify specific qualifications (i.e. Flagger, Supervisor) as the job title appears with the driver's name when being selected on a ticket. The job title allows you to add Other and enter in any number of combinations / titles.
Email/Address/Phone: This information is optional, just remember if you do add it in TCR, it is visible to those users who have access to drivers (with the exception of Driver Rate).
Driver Rate: If you use the driver rate (only displayed for Admin and GM roles), this will figure in on the labor costing reports.
Truck ID: Filling in the Truck ID with the truck they normally use will automatically populate the truck id on the tickets when the driver is selected.
Employee#: While optional, the employee number is helpful if you plan to export any labor time to another software program (i.e. payroll).
Branch: If you have more than one branch, and the driver only works out of one branch, you can assign them to the branch and it will narrow the list of drivers when selecting one on a ticket. Any drivers without a branch will always appear on the list.
Notes: You can enter in any internal note regarding the driver.
The Roles and Dates tabs are not available when entering Drivers, only from the Administrative Settings / Employees.
Roles Tab: Employees are assigned to a role. And depending on which role the employee is assigned will determine where they are available for selection on a job or ticket.
IMPORTANT NOTE: If you add Drivers from the Application Settings / Drivers option, the role of Driver is automatically added. And it is the role of Driver that makes the employee appear in the Driver grid. If you add the employee and do not see them in Drivers, and subsequently add them via Drivers, when you return to Employees you will see that person twice, and you will need to delete the record that does not have the Driver role.
Adding the role of Salesperson or Supervisor will allow them to be chosen when creating a new job.
An employee can have more than one role.
Dates Tab: You can use TCR to track employment start / end dates, or special certifications or training. There is a report listing those certifications that are due to expire.
Date Name: You can create your own classifications that you wish to track (i.e. Employment, ATSSA Certification) by selecting Other and typing in the name.
Type: This is either Association, Qualification or Certification.
Start Date: Could be the start of employment, or date of certification.
End Date: This might be the end of employment or the date a certification will expire.