Staff records

The Anagrafica (Records) tab of the Staff page contains one row for each team member of the location you are working in. From here you add a new team member, edit a record, download the documents and export the data. The table works like the other tables in Narciso: search, selection, the columns panel and the common controls are explained in Data tables; here we describe what is specific to staff.

Contents

1. The table
2. Search, columns and export
3. Adding a team member
4. The guided procedure
   1. Step 1 – Anagrafica
   2. Step 2 – Ruolo & Accesso
   3. Step 3 – Contratto (or Inquadramento Titolare)
   4. Step 4 – Fisco
   5. What happens with «Salva»
   6. Errors that saving can give
5. Editing a team member
   1. Removing a team member's access
   2. The Rimuovi button
6. The staff documents
   1. From the guided procedure (step 4)
   2. Directly from the table
7. Data reserved to the Titolare
8. Team member colours
9. Summary procedure: new team member
10. Notices
11. Related entries

The table#

The table has 47 columns, all visible at first and in the order given below. The row of the person who is logged in carries, under the name, the small green text Sei tu! (It's you!)

Dates are written dd/mm/yyyy. An empty cell shows «-».

Sede di Lavoro. If the salon has only one location, the cell shows the name of the location. If it has more than one, it shows the name of the team member's location, or «N sedi» (N locations); a click opens the list of all the locations with a tick on the team member's. The list is read-only.

Anyone who is not Titolare sees sample values in the reserved columns (tax code, date of birth, gender, pay, weekly hours, IBAN, contract, emergency contacts, residence, domicile, notes, documents) and not the real data: the program never sends it to anyone who is not Titolare. In the table they are not blurred, but they must not be taken as real. See the section «Data reserved to the Titolare».

Search, columns and export#

• Search. The hint in the field is «Cerca per nome, azienda…» (Search by name, company…). The filter looks at first name and surname, the phone (spaces are ignored) and the email; upper and lower case do not matter. If nobody matches, the table is left with empty rows only. Otherwise search works as in Data tables.
• Selection, sorting and columns (Visibilità (Visibility): hiding, showing and moving columns, text size) as in Data tables.
• Esporta (Export). The button opens a menu with four entries:

If some rows are selected, only those are exported; if there are none, all the team members are exported. Search does not narrow the export. No notice appears when the operation is finished: the file appears among the browser's downloads. Anyone who is not Titolare exports the sample values of the reserved fields.

Adding a team member#

The Aggiungi (Add) button opens a menu with two entries:

• Importa esistenti (Import existing): creates the records starting from files already available, such as CVs, contracts or spreadsheets. Reserved to the Titolare (see Importing staff).
• Crea da zero (Create from scratch): opens the guided procedure described below.

The guided procedure#

The procedure opens in a window in the middle of the screen. The title is «Nuovo Personale» (New Staff Member) for a new team member and «Modifica Personale» (Edit Staff Member) for an existing record.

At the top there is the step bar: Anagrafica – Ruolo & Accesso – Contratto – Fisco (Personal details – Role & Access – Contract – Tax). If the chosen role is Titolare, the third step is called Inquadramento Titolare (Titolare's Position). You can reach with a click only the steps already passed (they have a green tick); the others are grey.

At the bottom: Annulla (Cancel) on the left; on the right Indietro (Back) (from the second step) and Avanti (Next). In the last step Avanti becomes Salva (Save), and while it saves it shows «Salvataggio in corso…» (Saving…).

• Saving is possible only from the last step. You therefore go through all the steps, even leaving the optional fields empty.
• Avanti checks the fields of the current step: if something is wrong a red notice appears and you do not go on.
• Salva checks steps 1 and 2 again and, if there is an error, takes you back to the step concerned.
• The window closes with Annulla, with the X, with a click outside the window or with Esc. No confirmation is asked: what you have written is lost, and the documents already uploaded during the procedure are discarded.

Step 1 – Anagrafica#

There is no field for the date of birth and gender: they are derived from the tax code.

Tax code checks. The program checks the length of 16 characters, the format, the consistency with surname and first name and the check character. Possible messages: «Il codice fiscale è obbligatorio» (The tax code is compulsory), «Il codice fiscale deve essere composto da 16 caratteri» (The tax code must be made up of 16 characters), «Formato del codice fiscale non valido» (Invalid tax code format), «Il codice fiscale non corrisponde al cognome inserito» (The tax code does not match the surname entered), «Il codice fiscale non corrisponde al nome inserito» (The tax code does not match the first name entered), «Il codice fiscale inserito non è valido» (The tax code entered is not valid).

Person already registered. A person is a single record for the whole salon, even if they work in several locations. When you type the tax code of a person already present, the program loads their record and signals it in a green box above the fields (the search works for Titolare and Responsabile):

• «Questa persona è già nel personale di questa sede: stai modificando la sua scheda.» (This person is already on the staff of this location: you are editing their record.)
• «Questa persona è già registrata in un'altra sede: stai usando la sua scheda. Salvando viene aggiunta a questa sede.» (This person is already registered in another location: you are using their record. By saving, they are added to this location.)

This is how you add to a location a person who already works elsewhere. If the record with that tax code had been deleted, «Esiste una scheda eliminata con questo codice fiscale.» (A deleted record exists with this tax code.) appears and the record cannot be recreated. If you try to create a duplicate, «Esiste già un membro dello staff con questo codice fiscale: una persona è una sola scheda, collegabile a più sedi.» (A staff member with this tax code already exists: a person is a single record, which can be linked to several locations.) appears.

Step 2 – Ruolo & Accesso#

Access Disabilitato. Nickname and password become blurred, crossed out by a red line and cannot be edited. On a new team member, turning access off empties nickname and password. On an already saved team member, turning it off deletes all their future shifts in all locations; past shifts stay. In Secretariat (Secretariat) a task appears for each location to reassign the shifts left uncovered. When the role is changed or access is turned off, the team member's sessions that are already open are closed: they will have to log in again.

Password. To the left of the field there are two buttons: the eye (Mostra password in chiaro (Show password in clear) / Nascondi password (Hide password)) and the circular arrow (Genera nuova password casuale sicura (Generate a new secure random password)). The generated password is not communicated to the team member anywhere: before saving, press the eye, note it down and hand it to the person.

Postazioni Assegnate menu.

• The summary in the field says «Nessuna postazione assegnata» (No workstation assigned), the name of the workstation if there is only one, «N postazioni assegnate» (N workstations assigned), or «Tutte le postazioni (N)» (All workstations (N)).
• Each workstation has a tick box. At the top right, Tutte (All) / Deseleziona tutte (Deselect all).
• Aggiungi nuova nel DB… (Add new in the DB…) opens a field «Nome postazione (es. Poltrona 3)…» (Workstation name (e.g. Chair 3)…): confirm with Invio (Enter) or with the floppy-disk icon (Salva nel database (Save in the database)), Esc cancels. The green notice Postazione "X" creata nel database (Workstation "X" created in the database) appears and the workstation is immediately assigned to the team member.
• The bin on each row (Elimina postazione dal database (Delete workstation from the database)) asks for confirmation with the «Elimina postazione» (Delete workstation) window: Eliminare definitivamente "X" dal database? Verrà rimossa anche da eventuali altri servizi e collaboratori a cui è assegnata. (Permanently delete "X" from the database? It will also be removed from any other services and team members it is assigned to.) Outcome: Postazione "X" eliminata (Workstation "X" deleted).
• Without workstations: «Nessuna postazione salvata nel database» (No workstation saved in the database).

Abilitazioni menu.

• The summary says «Tutti i servizi» (All services), the name of the service, or «N servizi assegnati» (N services assigned). The Tutti i servizi disponibili (All available services) entry means no restriction.
• Only the services compatible with the assigned workstations are listed: a service appears if, for each type of workstation it requires, the team member has at least one workstation of that type. At the bottom a note such as «2 servizi nascosti: richiedono postazioni non assegnate a questo collaboratore» (2 services hidden: they require workstations not assigned to this team member) appears.
• When a workstation is removed, the services that are no longer compatible are removed from the qualifications.
• Messages when the list is empty: «Nessun servizio creato» (No service created) or «Nessun servizio compatibile con le postazioni assegnate. Assegna prima le postazioni al collaboratore.» (No service compatible with the assigned workstations. First assign the workstations to the team member.)

Step 3 – Contratto (or Inquadramento Titolare)#

The fields of this step are reserved to the Titolare. None is compulsory: you can go on with everything empty.

For Operatore and Responsabile

For the Titolare (the «Inquadramento Titolare» step)

The date calendar. It shows the month; a click on the month at the top switches to the months view, a click on the year to the years view (in blocks of 20 years); the left and right arrows move; a click on a day chooses it and closes the calendar. The week starts on Monday. There is no button to clear a chosen date.

Step 4 – Fisco#

The fields of this step are reserved to the Titolare.

What happens with «Salva»#

1. The program checks again first name, surname, phone, tax code and email (step 1) and, if access is active, nickname and password (step 2).
2. It assigns the team member a colour (see the section «Team member colours»).
3. It sends the record. If the phone, nickname or password change, or an access is created, the SMS code window appears first (see Staff).
4. Outcomes:
   • new team member: green notification «Membro del team aggiunto» (Team member added);
   • existing team member: green notification «Membro del team aggiornato» (Team member updated);
   • if the chosen photo does not upload: orange notice «Contatto salvato ma errore nel caricamento foto» (Contact saved but error uploading photo) (the record is saved anyway);
   • if the program rejects something: red notice with the reason; the window stays open and takes you to the step with the field in error.
5. At the end the window closes and the table updates.

Saving requires a connection: without a network the generic notice «Si è verificato un errore durante il salvataggio. Riprova tra qualche istante.» (An error occurred while saving. Try again in a few moments.) appears and nothing is stored.

Errors that saving can give#

Editing a team member#

1. In the list, click the team member's row to select it (it must be the only one selected).
2. Press Modifica.
3. The procedure opens already filled in with the existing data: nickname filled in, password empty.
4. Change what you need, go forward with Avanti up to step 4 and press Salva.

Good to know:

• With no row selected Modifica does nothing; with two or more rows selected it disappears: you edit one record at a time.
• A password left empty does not change the existing one.
• The team member's colour cannot be changed from this window.
• A Responsabile can edit only the Operatori and their own record, and cannot change roles or credentials; an Operatore cannot edit any record (see Staff).

Removing a team member's access#

Modifica ▸ step 2 ▸ Accesso al Gestionale switch to Disabilitato ▸ forward to Salva. Their future shifts are deleted (see above).

The Rimuovi button#

When you select a row the red Rimuovi (Remove) button appears. For staff it does not delete any record: after the browser's confirmation («Eliminare N elementi dalla rubrica?» (Delete N items from the address book?)) the notice «Solo i clienti e i fornitori possono essere eliminati qui» (Only clients and suppliers can be deleted here) appears. To stop a team member from logging in, use the Accesso al Gestionale switch described above.

The staff documents#

For each team member you can keep 15 documents, in PDF format (in the guided procedure) and visible in 15 columns at the end of the table:

The documents are data reserved to the Titolare.

From the guided procedure (step 4)#

The Certificazioni & Documenti menu shows, for each document, a small square (green with a tick if the document is there) and:

• document missing: the Carica documento (Upload document) icon (up arrow);
• document present: the Scarica documento (Download document) icon (downloads a PDF with the document's name) and the Sostituisci documento (Replace document) icon;
• while the file uploads, a spinning circle.

In the procedure only PDF files are allowed. If you choose another type of file «È possibile caricare esclusivamente file PDF per i documenti del personale.» (Only PDF files can be uploaded for staff documents.) appears. When the upload succeeds «Documento PDF caricato» (PDF document uploaded) appears. If the file is rejected (invalid content, antivirus check, size over 20 MB) «Upload fallito» (Upload failed) appears; for downloading, «Impossibile scaricare il documento» (Unable to download the document).

The documents are linked to the team member only when you press Salva; with Annulla they are discarded.

Directly from the table#

In the document columns the Titolare can upload, open, replace and delete a document without opening the record:

• Empty cell: the up-arrow icon (Carica documento). Choose a file; «Caricamento in corso…» (Uploading…) and «Documento caricato» (Document uploaded) appear. In case of error: «Errore durante il caricamento del documento» (Error while uploading the document).
• Full cell: a light-blue pill with the text Doc. A click opens a menu with three entries:
  • Apri (Open): opens the document in a new browser tab (if the browser blocks pop-up windows, they must be allowed). Error: «Errore apertura documento» (Error opening document);
  • Sostituisci (Replace): uploads a file in place of the previous one;
  • Elimina (Delete) (in red): after the confirmation «Vuoi eliminare questo documento?» (Do you want to delete this document?) «Documento eliminato» (Document deleted) appears. Error: «Errore durante l'eliminazione» (Error while deleting).

From here the program accepts PDFs, images, DOC and DOCX files up to 20 MB; the type is recognised from the content of the file and not from the extension. Every file is checked by the antivirus: a dangerous file is rejected.

Data reserved to the Titolare#

The most sensitive staff data is exclusive to the Titolare: tax code, date of birth, gender, residence, domicile, contract, pay, weekly hours, start and end dates, emergency contacts, bank and IBAN, social security body, INAIL, TFR, legal representative, notes and all the documents.

For the other roles:

• In the guided procedure these fields are blurred and cannot be edited. When you hover over them the cursor becomes a prohibition sign; a click shows the red notice «La gestione di questo dato è esclusiva del titolare» (The management of this data is exclusive to the owner).
• In the table and in the export sample values appear, always the same for the same team member and field, with the shape of real data (an IBAN, a tax code). They are not the real data and must not be used.
• On saving the program ignores any change to those fields: the real data is not overwritten.

First name, surname, phone, email, photo, role, locations, workstations and qualifications are not reserved.

Team member colours#

Each team member has a unique colour, assigned automatically at creation. It appears in the border and the initials of the avatar (when there is no photo) and as the colour of the shifts in the Shifts tab. Two team members never get the same colour. The colour cannot be changed from the guided procedure.

Summary procedure: new team member#

1. In the Anagrafica tab press Aggiungi, then Crea da zero.
2. Step 1. Type Codice Fiscale, Nome, Cognome and Telefono Cellulare (compulsory) and, if you wish, email, photo, residence and domicile. Press Avanti.
3. Step 2. Choose the Ruolo (only the Titolare can choose roles other than Operatore). Leave Accesso al Gestionale active if the team member needs to enter the program. Check the proposed Nickname and, with the eye, read and note down the generated Password. Assign Postazioni and Abilitazioni and indicate whether they are available for home visits.
4. Step 3. Fill in what is needed (or go on with Avanti).
5. Step 4. Fill in IBAN, social security body and the like, upload the PDF documents and press Salva. If needed, enter the SMS code (see Staff).
6. «Membro del team aggiunto» appears. Give the team member their nickname and password.
7. Assign their shifts in the Shifts tab: without a shift an Operatore cannot log in (see End of shift).

Notices#

Related entries#

• Staff
• Importing staff
• Shifts
• Secretariat
• Data tables
• Roles and permissions