Administrator & User Guide

Configuring Employees

In Tattoo Management Studio Express Edition, artists, contractors and employees, etc... are referred to as Employees. We realize there is some debate as to what these users should be called, but we've settled on Employees. Please realize that we use the word "Employee" in a generic sense and use it interchangeably. Thank you for your understanding.
 
Setting up employees in Tattoo Management Studio Express Edition is one of the first tasks you'll need to perform. Employees are required to begin a service (tattoos & body piercings), schedule appointments and determine payouts. Each employee account is password protected and you will want to create an account for each artist working in your studio. You may also create individual accounts for receptionists, managers, etc... which is recommended, or just create one account for each role, for example Manager, Scheduler, etc... this choice is up to you.
 
Each account is given a calendar in the Appointment Scheduler View (optional), the ability to synchronize their personal Google Calendar with Tattoo Management Studio Express Edition, has the ability to manage personal inventory items, and most importantly you will need to specify which service types this employee performs, and how they're paid for each one. For example, you will want to tell Tattoo Management Studio Express Edition that a user is licensed to tattoo, and is paid 60% commission on these service types, and that he also is a body piercer and is paid $10 for each navel piercing is performs and $15 for each Tragus piercing.
 
 
  1. In the Application Window, click the Security Navigation Group, and then click the Employees Navigation Item. This will bring up the Employee List View (which at this point should be empty.)


     
  2. Click the New button in the Objects Creation Group. This will show you a new Employee Detail View. There are several ways to create a new object. Additionally you can right click in the List View (the large empty white area in the above image) and select "New" from the popup menu or by pressing Ctrl+N on your keyboard.


     
  3. Fill out the fields in the "Basic" tab. Most of which are self explanatory. Some that are not as clear are listed below.

    User Name: The name which appears on the Log On Screen. This value also appears in some reports.
    Require Password Change: By default, new users have a blank password. Checking this box will require a user to change their password after logging in for the first time.
    Scheduler Header: The name which appears on the Appointment Scheduler View.
    Scheduler Color: The color which appears for this user on the Appointment Scheduler View.

    License Number/Expiration Date: This is for the users body modification license, not driver's license.

    Group: The Security Group which the user is assigned to. Please see the Security Groups section of this manual for more information. The default is the "Users" group.
    Hourly Rate: This is a generic hourly rate field for general purposes only. It is not intended to be used for artists. Hourly rates for Tattoos are set elsewhere.
    Merch. Commission Type: Select how the employee is paid for commissioned sale items. If you select Percent or Dollar, a new box will appear where you will put in the amount.
    Use Calendar: Check this box if you would like users in the Schedulers group to be able to schedule this employee. Administrators will see everyone's calendar regardless of this option. Users will also see their own calendar regardless of this option.
    Calendar Order: The order in which the employee shows up on the Appointment Scheduler View. The lower the number, will cause them to appear first in the list. If these are not specified, the Appointment Scheduler View will sort by the user name.
     
  4. After setting these fields, you can click the "Save" button in the Save Group. Additionally you can click the "Save & Close" button, which will save this record and close it, returning you to the Employee List View, or "Save & New" to save this record, and create a new blank record. In this case, just click the "Save" button as we're going to continue working with this employee.
     
  5. You may have noticed an additional set of tabs in the Employee Detail View right beneath The Ribbon. Click the Service Type Tab to load the Employee Service Types List. Here you will specify which service types this employee is able to perform and how they're paid for those service types.


    The Employee Service Type List View (nested.)
     
  6. Click the New button in the Nested List View (The button in the top left corner in the image above.) This will bring up a new Employee Service Type Detail View. A Nested List View is a list that appears within another view, such as this. To interact with the object in that view, use the toolbar directly above the nested list view, NOT the actions on the Ribbon.


     
  7. The employee will be pre-filled from the previous screen. So you will need to select a service type. Click the drop down arrow on the Service Type property editor and select a Service Type from the drop down list. We will select Tattoo.


    Services & Inventory Items appear categorized in these lookup editors. The list on the left hand side are categories (think folders containing service types), and the items on the right are the actual service type records. The arrows next to the categories indicate their are sub categories that can be expanded. For example, "Lip" is a sub category of "Piercing" and "Bites" are a sub category of "Lip."
     
  8. Fill out the remaining property editors

    Amount: The fixed amount of the service as performed by this employee. It is not particularly common to have a value in this field since tattoo work is generally custom, and piercing prices are generally per studio and not per employee.
    Hourly Rate: The amount charged per hour for this service type. If this employee does not tattoo by the hour, leave this as 0.
    Rounding Direction: Choose between None, Up or Down. This controls which direction the time will round if charging hourly.
    Rounding Interval: Choose between Quarter, Half or Full Hour. This is the nearest interval the time will round to if charging hourly. For example, if you have selected Up as the direction and Quarter Hour as the Interval, if the Tattoo is completed at 3:08 PM, it will be charged as if it finished at 3:15 PM. This is only visible if Rounding Direction is set.
    Commission Type: Choose between None (no payout), Dollar (a fixed dollar amount), Percent (a percentage of the service amount), Remainder (the remaining amount after the Locations Service Type's commission has been paid out if specified)
    Commission Dollar ($): The fixed commission dollar amount if Commission Type is set to Dollar.
    Commission Percent (%): The commission percentage amount if Commission Type is set to Percent.

    We will set the Commission Type to Percent, and the Commission Percent to 60%.


    The filled out property editors for a 60% commission.
     
  9. Click "Save & Close" on the Employee Service Type Detail View, and you will now see "Tattoo" appear in the nested list view (or click "Save & New" to add a new service type to this employee.)
     
  10. Click "Save & Close" on the Employee Detail View to return to the Employee List View (or click "Save & New" to add a new employee.)
 
 
HINT: This process can be done in bulk using the Add Employees To Service Types tool in the Tools tab when you're in the Employee List View. With it, you can select multiple employees (see Working with List Views) and add those selected Employees to multiple service types all in just a few clicks.
 
The Add Employees To Service Types Tool, this is adding all piercing services types (notice tattoo is deselected) to all selected employees from the Employee List View and setting the rates for each one of the service types selected.
 
 
 
 
 
 
 
 
 
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