Edition: Professional, Business, Enterprise
User-level: Director, Assistant administrator, System administrator
Previous steps: Adding a new staff member
This article is going to walk you through everything you need to know about a Staff file in Synergy so you get the most out of setting up new staff as well as editing existing staff.
You can view all of your Staff member's staff files in the staff register.
To view the staff register go to organisation drop down menu > staff.
Here you can view staff basic information such as name, email address, job title and who this staff member reports to.
Search the staff register:
Select the search icon in the top right hand corner.
Type the staff member's name in the search bar.
Filter the staff register:
Select the search icon in the top right hand corner
Choose a filter from the dropdown menus (you can apply multiple filters).
All Levels: this allows you to filter by user access level
All types: filter by staff cost type
Active: show either active, inactive or all staff
All Offices: show only staff assigned to a specific office
Custom field: show staff that have a specific custom field attached to their profile
Tags: Type specific tags in to show any staff that have this tag attached to their profile
You can also change the View here as well.
You can view staff basic details including name, email, team, office and who they report to in the staff details tab.
Go to organisation drop down menu > Staff.
Click into the staff member you would like to see the details of.
Edit Staff details
To edit the staff details select 'edit' in the top right hand corner.
On the edit details screen you can edit staff titles, name, who they report to, their user access level, email and phone number.
Actions available on the staff details page
View the address in Google Maps
Call the phone number
Email the staff member
Skype call the staff member
View the Twitter account
View the Linked In account
Go to the audit log for the open staff member
The staff projects list shows all of the projects that this staff member has been added to as a Project Manager or Contact.
To access staff projects click into the Employee menu > Projects
Or click on the "xx Projects" in the Stats bar.
Staff Personal Details
The Staff Personal details page shows private details you do not want to be seen by the whole organisation such as staff personal email and home address.
To access Staff Personal details select Employee menu > Personal > Personal details.
Edit personal details
To edit personal details select 'Edit' in the top right hand corner.
Here you can update home address, phone number and private number.
You can also add personal notes to this staff member from the personal details screen.
To do this, select 'Add' to the right hand side of the notes tab.
Use the staff calendar to define which days of the week a staff member works and how many hours per day.
Employee menu > Personal > Calendar
Or click on the "xx Hours per week" on the stats bar.
Update the working days/hours
Set the 'start' date for when these working hours will begin.
Enter the number of hours to be worked against each day of the week
Undo the last change
You can undo last change to remove any mistakes made in the staff calendar.
Select the '...' in the top right hand corner > Undo last change
Notes and todos
Add notes against the staff members profile of any phone calls or meetings you have with that staff member
Employee menu > Personal > Notes and todos
To add a new note select 'Add' in the top right hand corner of the notes and to-do screen.
Use the staff documents tab to create or store any staff documents, such as performance reviews and certificates.
Employee menu > Personal > Documents
Or click on "x Staff Documents" in the stats bar.
Add staff document
Select 'Add files' in the top right hand corner and upload a document from your computer
Create staff document
Select create in top right hand corner > Staff document
Choose the staff document you would like to create
The staff rates tab allows you to define which rates are available for staff members to select on their timesheet.
Employee menu > Financials > Rates
Check the box 'Is primary' against the default staff rate.
The primary rate will be the default rate when staff add time to a timesheet, it will also be the only rate they can use when adding time against an Internal project.
Check the 'selected' box next to any additional rates that this staff member requires to use in their timesheet.
Note: If you're updating someone's Primary rate, do this at the end of the work week when the timesheet is complete for the week; removing the Primary rate, or a Rate in general can cause issues when they can no longer use this rate and go to add time.
Overtime rates allow staff to track hours in their timesheets from public holidays or any extra hours they work
Employee menu > financials > overtime rates
Checking the 'primary' box will determine the default overtime rate for timesheet entry.
Check the 'Selected Rates' box for each overtime rate that the staff member needs to use when entering their timesheets.
Edit the cost per hour for the staff member, or the salary package details. Use the staff cost details for reporting on the actual cost of the staff transactions.
Edit Staff Costs
Employee menu > staff financials > cost
Select 'Add staff cost' on the bottom right hand side of the screen.
This will allow you to edit the effective from date, the salary type, availability, utilisation, target utilisation and overhead adjustment.
Undo last change
To undo any mistakes within the staff cost settings, select the '...' in the top right hand corner > Undo last change
The temporary files tab stores any reports this staff member has downloaded.
Employee menu > temporary files
The staff audit tracks the creation and any edits made to the staff profile including changes made to:
Any documents created in or added to Synergy
Employee menu > Audit
The staff audit shows:
Date: The date and time the edit was made to the staff profile
User: which user made the edit to the staff profile
Test: an outline of the edit made to the staff profile
Now you know all you need to be able to keep track of your staff member's personal information in their staff profile.
Where to next?
What other features does this relate to?