Web:Staff Member Setup

In order to enter staff members and assign staff roles, you must have administrative rights. Go to Administration and expand Staff.

Add Staff

The Staff Member input form allows you to add staff members to the database. After adding staff members, you must next assign staff roles (Described in later in this section).

1) Required fields are marked with an (*)

2) Enter a staff number. Make sure you reference the Used #’s for staff members already in the system before entering a new number. (Note the staff number is NOT an auto number. Because it isn’t, you can set up a number series for different groups in your office based upon things like position, office, unit, etc.)

3) Fill in the initials for the staff member. If they do not have a middle initial, enter X for the middle initial (Note: This is used for logging into Prime if an alternate password isn’t entered.)

4) Fill in all other contact, hiring, and emergency contact information according to office policy.

5) If the staff member works in a certain area or unit within the office (Consumer, Family, etc.) or works on a team (Support Staff, Management, etc.), make sure you include this information.

6) Click on the Add button to save the record and enter the next staff member

7) Click on Save or Save/Close

Staff Roles

Also located within the staff form in the "Roles Setup" tab. Prime doesn’t prompt for passwords when trying to use restricted functions. Rather each staff member is granted permission to use certain features by setting their ‘role’. Prohibited functions will either not appear or appear grayed out. For example, Clarence W. Darrow is given the role Admin 1, which allows him to see all of the restricted features in Prime. Richard Simmons can be given Roles 7 and 8, allowing him to use the Grants and Donations features.

Add a new role by selecting it in the dropdown and then click Insert. Repeat that process to assign additional roles. To delete a role assigned, click the Delete next to that role.

Explanation of the other choices

1) Time prompt on opening a new Intake – Check this box if your program does time keeping and you wish to be prompted to start time when opening an intake screen such as clients or eligibility.

2) Use Internal Messaging – Internal messages allows you to send messages to other staff members. It can be regarding a case or other matter. If your program wishes to use this feature, check this box. If a staff member does not have this checked, they will not be able to send or receive messages

3) Select the Office number

4) Unit number – Within your program, you might have units such as Housing, Intake, Consumer, Domestic, etc. Include the unit or area this staff member works in

5) Select the Letterhead to default to

6) Time Interval – For time keeping, select the appropriate time interval your office uses; 6 minutes or 15 minutes

7) Check for Errors on Startup – When Prime first opens, an Error Alert Screen appears. This shows the errors the user has for open cases and cases closed as far back as is set in the Error Check Closed Cases From field. These are errors such as citizenship not checked, client’s state is missing, and client’s age is unreasonable. This feature can be turned on by placing a check here

8) Error check closed cases from – If you decide to use the error alert feature, select the date for how far back to review closed cases.

9) Errors allowed before you are locked out – There are approximately 75 stored procedures that check for errors. The Administrator can select which stored procedures will run and thus what errors will be checked for. This sets the number of errors a staff person can have before you are locked out of the system. You can double-click on an error and it will take you to the intake screen, so that you can correct that error. Most programs set this to 10 errors. This prevents the year-end rush of correcting data.

10) Start Screen – Allows you to set or change your Startup screen (Described in Start Screen Setup)

11) Menu Screen – Allows you to set or change your Menu screen (Described in under Main Menu Setup)

12) Initials – These are the initials used for logging into Prime if no password is set. They are also used on certain reports .

13) Password – If you wish not to use your initials, you can enter a password here for login

Last, be sure to click on Save or Save/Close.