3.Employee Administration


3.1Employee Administration

The Employee Administration is where you will enter and manage all the information regarding your employees. Each employee will have an Employee Card where you will enter his or her contact information and set up his or her privileges.

Adding a New Employee


If you need to create a new Employee Card, select the plus button at the top of the page and a new Employee Card will open.

Figure 3-1Screen Shot 2015-08-29 at 1.51.40 PM

Username, First and Last Name


The user name will be the employee’s login name when logging in to the database, clocking in and out, as well as what will appear on any documents he or she creates. Every username must be unique.

First and Last Name

Enter the employee’s first and last name in these fields.

Auto Open

The Auto Open features allows you to set which part of EVO will automatically open when this employee logs in.

Figure 3-2Screen Shot 2015-08-29 at 1.54.47 PM

In this example, when EVO is restarted and "Fred" logs in, the Open Invoice will launch automatically.

Dates and the Inactive Check Box


At the top of the Employee Card are the Hire Date, Last Updated Date, and the date the employee’s password expires. These dates are all automatically calculated and updated.

The Inactive Check Box

Checking the Inactive Check Box will remove the employee from searches, time clock, and the list of salespersons.

Enter Contact Information

Setting Up Email Information

When a new employee is being set up, you will need to set up the email address. Setting up email for your employee will allow him to send emails from an Open Invoice and will automatically send it from the address entered in the Email Address field.

To set up an employee’s email information select the >> button next to the Sales Email field. A window will open where you will enter the email information.


Enter the email address in the Email Address field


SMTP Server: SMTP stands for Simple Mail Transfer Protocol. When you connect to an SMTP server, which EVO does when you send a message, your computer will send it all the information in the email. This includes who it is from, where it is going, and what the message says. After this takes place, the email is sent to the recipient.


Password: This is the password associated with the entered email address

Encryption and Port: These allow you to select which types of encryption and port your email provider uses. These are used to guarantee your message is securely sent and received.


The SMTP server, Encryption and Port information is information that will be provided to you from either your Internet Service Provider (ISP) or your email provider.


Attempt Auto Config: This button will help find the Encryption method and Port. When you press this button it will cycle through the encryption methods and the most common SMTP ports. When a match is found it will set the encryption method and port.

In the Contact panel, enter the employee’s address, phone number(s), and email address.

Employee Comments

The comments box is a place for you to enter any notes about the employee.

Employee Attributes

The Employee Attributes panel is where the information such as salary, job title, etc is entered. This is also where the employee’s password to log in to the system will be set up.

Salesperson Check Box: If the employee is a salesperson, check the Is Salesperson check box. When this box is checked, the employees name will appear in the salesperson list in the Open Invoice.

Clerk/Salesperson Security: When the Clerk/Salesperson Security link is selected, the General Preference window will open with the Clerk/Salesperson options.

Assign Password: To assign the employee a password, select the Assign Password button. A window will open asking for the new password. Enter the password and select OK. The date the password was entered will show in the Last Changed field.

Job Title: Enter the job title for the employee

Department: Enter the department the employee will be working in. Use the drop arrow to see a list of the departments.

Schedule: Enter the payment schedule for the employee such as salaried or hourly. Use the drop arrow to see the list of options.


For the Department and Schedule fields, if there are no options listed in the drop-down menu, type the information in the field and the next time you go to use the down arrow, the information you previously entered will be in the drop-down menu.

Overtime Method: You can choose between no overtime method, daily, or weekly.

Hire Date: This field will automatically show the date the Employee Card was created. You are able to edit it.

Termination Date: When an employee is no longer working for you company, enter the termination date here.

Misc 1-5: These fields are for any other information you need to enter.

Employee Privileges

Every employee is assigned specific privileges. The purpose of privileges is to choose what functions your employees are allowed to perform within the system. To see a list of privileges, select the Privileges Button.

If the check box is checked, the employee will have access to that area of the system. To grant all the privileges for one area, check the box at the top of the list of features.

When an employee tries to perform a function they are not granted permission for, a window will open showing that the employee has insufficient access to perform the function. You can then enter a username that is allowed the privilege. This will override the window and the function can be performed.

The Advanced Override check box will give you more options for the override.

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