Web:Staff Member Setup

In order to enter staff members and assign staff roles, you must have administrative rights. Go to Admin --> Staff Settings.

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/Stay or Close the record to save

8) Buttons across the top of the Staff Member input form

i) Save/Stay – Save this information and stay on this form (Note: This will also let you know, through an error box, whether you have missed a particular entry that is required)

ii) Add – Saves the form and opens a new, blank Staff Member input form

iii) Print – Print this staff member’s information

iv) Time – This button will take you to the Stop Watch Time Keeping form, wherein you can track the time spent on this input form. Time keeping is covered later in this document.

v) Close – Saves the information on this form and returns you to the menu system

Staff Roles

Also located under Admin Staff Settings is Staff Roles. 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.

1) Choose the staff member you wish to assign roles to on the left by highlighting their name (Note: You will only see employees in this list if they are marked as current employees. If this isn’t checked on their staff intake, they will not show up in the list.)

2) Next, select the role(s) you would like for them to have. Roles assigned are highlighted. To deselect a role, click on the role again

i) Admin – Includes admin setup, maintenance features, and all of the following rights

ii) Reports – Select and run reports. It also allows them to use the ‘Business Intelligence’ dashboard.

iii) Letters – Add and modify form letters, modify referral letters, and schedule letters. (Note: All users can generate form letters from Client , Eligibility forms, etc.)

iv) Grants – Use the Grants Package that tracks grants, their requirements, helps prepare grant requests, allows you to keep a budget for the grant, and does reporting.

v) Donations – Access the Fund Raising Package in the system. This tracks contributions, contributors, and the organizations the contributors belong to.

vi) Trust – Manage client trust accounts.

vii) Smember – Enter and modify staff member records including assigning them roles

viii) PBI – Modify certain Private Bar Involvement features

ix) Dashboard Graphics – Generate over 75 graphs using the ‘Business Intelligence’ dashboard.

x) Online Intakes – Screen online intakes for the optional Online Application System

xi) Vault – Preserve custom queries, etc. you created. This means you can reload them if your front end is overwritten with a revised master copy.

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 Changes