Employee Entry

Employee Entry is used to assign Matrix users employee IDs. Once a user is assigned an ID, you can then customize their schedule, add them to notification lists, and more. Certain menu options available in Matrix are only accessible by employees assigned particular roles (salesperson, technician, etc.). See the Matrix User Maintenance documentation for more information on how to create user profiles.

Users can interact with the Employee Management table via the available toolbar options. These options are defined below.

Add #

Selecting Add will display the Add Employee dialog box.

The Employee Information section determines general information regarding the employee.

Perform the following steps to define the employee’s personal details.

1. Input a brief identification code into the Employee ID field.
   • This an can contain a maximum of six alphanumeric characters.
2. If applicable, select the Branch ID magnifying glass to assign a sales branch to the employee.
   • Selecting ALL will allow the employee access to all sales branches.
3. Select the DICE Login magnifying glass to select the desired Matrix user that should be assigned to the employee ID.
4. Select the Active option to ensure the employee will have access as configured.
   • If this option is not selected, the employee will not have access to employee-only options and they will not appear in employee-only lists.
5. Input the employee’s first and last name into the Employee Name field.
6. Select the employee’s gender from the Sex drop-down.
7. Input the employee’s house/building number into the Street No field.
8. Input the employee’s street direction and street name into the Street Name fields.
9. Input the employee’s city name into the City field.
10. Input the employee’s state abbreviation into the State field.
11. Input the employee’s five-digit postal code into the Zipcode field.
12. Input the employee’s country abbreviation into the Country field.
13. Input the employee’s main contact phone number into the Phone 1 field.
    • Select Cell if the number is a cellphone number.
14. If applicable, input an alternate contact phone number into the Phone 2 field.
    • Select Cell if the number is a cellphone number.
15. If applicable, input the employee’s office phone number into the Office Phone field.
    • If an extension is attached to this number, input the employee’s extension number into the available Extension field.
16. If applicable, input the employee’s facsimile number into the Fax field.
17. If applicable, input the employee’s assigned license number into the Contractor License field.
18. If applicable, input the employee’s assigned license number into the Alarm License field.
19. If applicable, input the appropriate code into the Insurance Co field.
    • This field is custom to your company setup. It can be used to search for NAIC numbers, insurance companies, etc.
20. If applicable, input the employee’s quality code into the Quality Rate field.
    • This field is custom to your company setup. Typically, it is used to assign a number to denote the quality of work employees do.
21. If applicable, input the employee’s capability code into the Capability Fact field.
    • This field is custom to your company setup. Typically, it is used to assign a number to denote employees’ ability to complete more difficult tasks/services.
22. If applicable, input the employee’s code used to disarm/arm the office/building security panel into the Passcode field.
23. If applicable, input the employee’s code used to signal an emergency into the Duress Code field.

The Employee Role section allows users to determine the employee’s position(s) within the company.

Select all positions the employee fulfills within the company from those available.

• Note: Selecting Salesperson from the available roles will create an extra field under Employee Information titled MAS ID. This field is used for third-party software. The title of the field will not necessarily be MAS ID depending on your system but, it acts as a custom identifier to integrate with any third-party software.

Select Save to complete the Employee creation process.

Completing employee configuration #

Once saved, users will have access to additional configuration options located under the available employee roles. These options are defined below.

Pay Rates #

The Pay Rates option allows users to define an employee’s wages based on the type of work completed (i.e. Labor Types). Selecting Pay Rates will display the Pay Rates dialog box.

Users can interact with the Pay Rates table via the available toolbar options. These options are defined below.

Add Pay Rates #

Selecting Add will display the Add Pay Rate dialog box.

Perform the following steps to define an employee’s pay rates.

1. Select the magnifying glass icon to display the Labor Types Lookup.
2. Double-click the desired labor type from those available.
   • Labor types are managed within CORE.
3. Input the dollar amount per hour the employee is expected to be paid for the selected labor into the Pay Rate field.
4. Select Save to complete assigning the rate.

Repeat the above steps as necessary for additional pay rates on the employee.

Email #

The Email option allows users to update and add email addresses to an employee’s profile. Selecting Email will display the Employee Email table.

Users can interact with the Employee Email table via the available toolbar options. These options are defined below.

Add Emails #

Selecting Add will display the Add Employee Email dialog box.

Perform the following steps to add an email to the employee.

1. Input the full email address into the Email Address field.
2. Input the Employee’s first and last name into the Display Name field.
3. Select Save to complete adding the email address.

Repeat the above steps as necessary to add additional email addresses.

Change Schedule #

The Change Schedule option allows users to update an employee’s daily time slots. Slots are required for ticket submission as tickets require specific time allotments for completion. All employees are configured with the default schedule as determined by the System Default employee profile.

Selecting Change Schedule will display the Edit Schedule dialog box.

Users can update the number of time slots the employee is available for each day of the week (AM or PM) by selecting Edit for the applicable day.

Selecting Edit will display that day’s available slots.

Users can interact with the slots table via the available toolbar options. These options are defined below.

Add Slots #

Selecting Add will display the Add Slot dialog box.

Perform the following steps to add a new slot.

1. Select the desired time from the Slot Name drop-down.
   • AM slot drop-downs range from 00:00(12:00AM) to 11:45 (11:45AM) in fifteen-minute increments.
   • PM slot drop-downs range from 12:00 (12:00PM) to 23:45 (11:45PM) in fifteen-minute increments
2. Select Save to complete adding the slot.

Multiple Days #

The Multiple Days dropdown determines if tickets can span multiple days for this employee. The available options are defined below.

Schedule Override #

The Schedule Override option allows users to update an employee’s schedule on a specific day due to any personal or professional reasons. Selecting Schedule Override will display the Employee Schedule Override dialog box.

Users can interact with the Employee Schedule Override table via the available toolbar options. These options are defined below.

Add Slot #

Selecting Add Slot will display a second Employee Schedule Override dialog box for the selected date.

Perform the following steps to update an employee’s schedule.

1. Select the clock icon to view the available times within the Slot Name dropdown.
2. Select the time the override will take place from those available.
3. Select Save to complete assigning the override.

Change Restrictions #

The Change Restrictions option allows users to either grant or deny employee access to editing certain fields within Matrix Data Entry. Selecting Change Restrictions will display the Edit Restrictions dialog box.

Users can update the user’s access to the displayed options’ include/exclude lists via the available options. These options are defined below.

Include/Exclude Dropdowns #

Each option has its own Include/Exclude dropdown.

This dropdown allows users to determine if the employee should be restricted from editing the fields.

• I: Include List. Users can determine what the employee will have access to. If I is selected and the list is not populated, the employee will be restricted from all corresponding information (nothing is included for them).
• E: Exclude List. Users can determine what the employee will not have access to. If E is selected and the list is not populated, the employee will have unlimited access to all corresponding information (nothing is excluded for them).

Edit Restrictions #

Once the restriction is set to either Include or Exclude, users can select the Edit option to determine what information should be included or excluded. Selecting Edit will display the restriction’s applicable dialog box.

Users can interact with the Edit Restrictions table via the available toolbar options. These options are defined below.

Add #

Selecting Add will display the Add Restriction dialog box.

Perform the following steps to add a new restriction.

1. Select the magnifying glass icon to display the Lookup dialog box.
2. Select the option you wish to restrict.
3. Select Save to add the option.

Repeat the above steps for all information requiring restriction.

Once all restrictions are configured, if desired, users can select the Hide From Calendar option to restrict the employee from being visible on the calendar. The employee will not have access to the schedule if this option is selected.

Select Save to complete assigning restrictions to the employee.

Copy #

The Copy option allows users to apply an existing employee’s settings to the employee being viewed. This allows users to quickly apply existing employee parameters to profiles.

Note: The “employee being viewed” is the employee profile you are viewing when selecting the copy button. This is the employee who will have the copied parameters applied to their profile.

Selecting Copy will display the Copy Schedule and Restrictions dialog box.

Perform the following steps to copy parameters.

1. Input an existing employee ID into the Employee to Copy field.
   • The employee selected here is whose parameters will be applied to the employee being viewed.
   • Users can also select the magnifying glass icon to search for and select and employee.
2. Select Copy Schedule to replicate the copied employee’s schedule parameters.
3. Select Copy Restrictions to replicate the copied employee’s restriction parameters.
4. Select Copy to complete copying the information to the employee.

Once selected, the employee’s profile will update accordingly with the copied employee’s parameters.

Notification Lists #

The Notifications List option allows users to select what information the employee will receive email notifications on. The email addresses entered using the Email option are the addresses the system will use when notifying the employee. Selecting Notification Lists will display the Edit Notification Lists dialog box.

Users can select all notification lists the employee should receive emails regarding from those available. These lists are defined below.

Select all notification options and select Save to complete assigning the employee to the selected lists.

Presidents Club #

The Presidents Club option allows users to assign a President’s Club level to employees. President’s Club is a Matrix Sales tool used to track sales representative goals. The available levels are set by DICE according to your company’s parameters. Selecting Presidents Club will display the Edit Presidents Club dialog box.

Users can select all applicable President’s Club levels the employee should have access to from those available. Select the Remove From Presidents Club option to remove the employee from any club notifications or bonuses

Map Color #

The Map Color option allows users to assign a color values to an employee. These colors will display on maps involving service technicians to easily locate and identify technicians. Selecting Map Color will display the Map Color dialog box.

Users can update each color option accordingly. The available options are defined below.

Selecting one of the color choices will display your device’s native color picker.

Select the desired colors that should represent the employee and select Save to complete assigning map colors.

Service Vehicle #

The Service Vehicle option allows users to assign a company vehicle to an employee. Vehicles are organized by branch and created within CORE. Selecting Service Vehicle will display the Service Vehicle dialog box.

Perform the following steps to assign a vehicle to an employee.

1. Select the branch the vehicle and employee should be assigned to from the Service Branch dropdown.
2. Input the vehicle’s ID into the Service Vehicle field.
   • Users can also select the magnifying glass icon to search for and select a vehicle.
3. Select Save to complete assigning the vehicle to the employee

Complete Configuration #

Once the employee is configured as necessary, select Save to complete creating the employee. Users can edit employee profiles to update their information as needed.