This FAQ entry describes what you should consider when employees are joining or leaving your law office. You need administrator rights in order to make the following changes.
1. Register the Employee's Data
Go to contacts and choose “Employees”. Register the new employee’s address. Tip: select the law office’s file before clicking the plus button. Thereby the new address will automatically be added as an employee. Open the newly registered record, click the “Home” button and add a private address.
2. Add a User Account
The new employee needs a new user account in order to use timeSensor® LEGAL. Go to “Settings”, click the “User”-button and add a new user account. Remember to link the previously added user address in the “User Contact Record” section. The new user needs to be part of at least one group. Otherwise the new record cannot be saved. The groups can be ticked in the “Log In” section. If the employee will be working as an executive, you should also add an icon to the record.
Tip: After creating the new record you can drag and drop the username to the right position depending on the hierarchy. This order will be displayed in the login window.
3. Register an Executive User (Optional)
If the new employee is an executive user, you have to register that in timeSensor® LEGAL. Thus the user gets a personal area in the software. Go to "Settings", click "Core Data" and select "Executives". Click the big, blue plus button to add an executive user. Choose the executive level and tick the desired options. Tip: If you are working with more than one entity you have to repeat this process for every entity in which the new employee is an executive user.
1. Assign a Successor
Make sure that there are no more cases or clients assigned to the employee who is leaving. If there are assigned cases you can change these to another employee. Set the filter to the leaving employee and check if she is selected as an executive user in any cases. If so you can change this by clicking “Tools”, “Modify selected” ,“Set Account Manager…”
2. Set the User's Record to “Inactive"
Go to “Contacts”, click “Employees” and open the employee’s dossier. Set the status to “inactive” and save the record. The address will now show up in grey. Alternatively you can also delete the record provided that there is no important information in the dossier.
3. Deactivate the User's Account
Go to “Settings”, click “Users” and open the user’s account. Click “log In” and tick the box “Account Deactivated”. The user will no longer show up in the log in list and will not require a licence.
4. Delete the Executive User
Go to “Settings”, click “Core Data” and choose “Executives”. Delete the leaving employee’s name from the list. Please note that the executive's record will remain in the database, so that the employee's services may still be assigned at a later point. Tip: If you are working with more than one entity you have to repeat this process for every entity in which the employee leaving the firm is an executive user.