Set up employees

You can create new employee profiles in Maxxton to give each team member secure access to the tools and information they need. Whether they manage bookings, run reports, or work as cleaners, setting them up properly ensures smooth operations across your organisation.

Employee groups

Before setting up employees, you first want to set up employee groups. By setting up employee groups and linking employees to them, you can easily identify to which department an employee belongs. When you want to update employee settings or records, you can do it in bulk by selecting the entire employee group. You can also assign printers to employee groups, allowing your entire call centre team to easily access the printers on the department floor.

Create an employee group

1. Navigate to Back Office Manager and select the Employees menu item.
2. Click the kebab menu (top right).
3. Select Employee groups.
4. Click Create employee group (top right).
5. Fill in a Name, Code, and Description (optional)
6. Click Create.

Employees

Employees in Maxxton are the user profiles where you can manage access for each user.

Create a new employee

1. Navigate to Back Office Manager and select the Employees menu item.
2. Click Create employee (top right).
3. Enter the mandatory fields:
   1. First and last name
   2. Employee group
   3. Email: Use their company email.
   4. Login: Choose a unique login name. 
4. Additional set-up:
   1. Languages
   2. Default Distribution channel / Reservation category
   3. Printer
   4. GDPR access
   5. Locations
   6. Admin organisations
5. Click Create employee.

You can update these settings later if needed.

Finalise employee profile

To make sure your employees have access to the right data and features, there are some additional settings required:

1. Assign the required roles to the employee.
2. Link locations and admin organisations to the employee so they can access the reservation and financial data of the location they work at.
3. Link customer care inboxes if applicable.
4. Link cash accounts if applicable. Cash accounts need to be linked to their profile if they process payments at one of the locations. 
5. Link specific distribution channels to your employees. This allows them to handle reservations from only those channels and not others. When your employees work with reservations, they will see and manage reservations only specific to these linked distribution channels in Reservation Manager.

Set the authentication type

1. Open the employee profile by selecting their name in the Employees menu in the Back Office Manager.
2. Click on the kebab menu on the top right.
3. Click Settings
4. Select if you want the user to log in with 
   1. Password (use this setting for single sign-on as well).
   2. One-time password (use this setting for shared accounts of external employees such as housekeeping flex workers)
   3. Password + One-time password

Set the employee wage

Employee wages can be set to automatically generate accurate work order invoices for Operations Manager. The maintenance employee submits the time spent on a work order, and the system generates the invoice based on the time spent and the employee wage configured in their profile.

1. Open the employee profile by selecting their name in the Employees page in the Back Office Manager.
2. Click on the kebab menu on the top right.
3. Click Settings.
4. Enable the toggle Employee wage for work order invoicing.
5. Select the Type of labour rate.
6. Specify the wage per hour or per number of minutes. The start/end date for this wage allows you to apply new wages when labour charges change.
7. Click Add wage. 

First login

Once you have set up the employee, they need to set their password.

1. Go to xxx.maxxton.net (replace xxx with your concern code).
2. Click Forgot password.
3. Follow the link in your email to create a password.
4. Log in with your new password.

Change employee settings

You can update employee settings individually or apply changes to multiple employees at once using a batch update.

Use batch update to change multiple employees

1. Navigate to Back Office Manager, expand the Configuration menu item and select Batch updates.
2. Search for and select the employees you want to update.
3. Click Next step.
4. Select the settings you want to change.
5. Click Next step again.
6. Click Start batch update.

Deactivate an employee

1. If an employee leaves the company, you can limit their access with just a few clicks.
2. Navigate to Back Office Manager and select the Employees menu item.
3. Search for and select the employee.
4. Click the kebab menu (top right).
5. Select the Edit profile option.
6. Select the Settings tab.
7. Set the On duty till date to define the last active day.
8. Click Update settings.