Select Maintenance > Labor > Employees to access this function.

The Employees function allows you to add and maintain employee data, such as the employee birth date, Social Security number, employment status, hire date, and more.

Certain information in the Employees function is restricted, based on the security role assigned to an employee, to prevent disclosure of private or personal information. For example, a security role for an employee might restrict access to the Social Security number, address, pay rate, and other personal information for all employees in the system.

Employee types

When you click the New drop-down arrow, available in CFC versions earlier than v18.6, and select an employee type from the list box, your selection determines what the employee can access in the system, and the tabs and options that appear in the Employees function for that employee.

POS only allows the employee to perform Front-of-House (FOH) functions only.

Above store only allows the employee to perform Back-of-House (BOH) configuration management tool functions only.

POS and above store allows the employee to perform both FOH functions and BOH configuration management tool functions.

Employees quick tips

There are several rules or tips to follow when you add a new employee to the database:

• If you set the employee to ‘Above store only’ or ‘POS and above store,’ the Above Store Settings tab becomes available for you to assign the employee a BOH user name and security role.
• If you assign a security role to an employee, your security role must have at least the same rights as the security role you want to assign to the employee.
• You cannot edit your own security role.
• You cannot delete your own employee record.
• You can reset and assign a temporary BOH password for an employee on the Above Store Settings tab. The Aloha POS system prompts for a new password the next time the employee logs in to the BOH.
• You can reset your own password, if your security role has the appropriate rights assigned to it.

Employee tab

Use the Employee tab to enter general employee identification information, such as the Social Security number, name, and address of an employee, and more.

Group Bar: Personal information

POS Employee number — Identifies each employee in the Aloha POS system. The employee uses this number to log in to the FOH system, and to perform certain functions requiring manager approval to continue. The system validates no other employee has the same employee number.

When you add a new employee, the system defaults to the next unassigned number, based on the number of the previous record. For example, if number 105 appeared previously on the Employee tab, 106 appears as the next number. If 106 is already in use, 107 appears as the next number. If you want to select a different number, click the ellipsis (...) next to ‘Number’ to display the Number Assignment dialog box. We suggest you create employee numbers in a numbering scheme designed for organization and manageability. You can group employee numbers by job function, such as:

Using this numbering scheme, you can easily associate an employee to a specific position within the organization.

System access — Indicates whether the employee has access to FOH, BOH, or both. You can change the system access for an employee from ‘POS only’ to ‘POS and above store’ and from ‘Above store only’ to ‘POS and above store.’ This option is not visible for CFC v18.6 and later.

Social security number — Specifies the employee Social Security number (SSN). When you enter an SSN, the Aloha POS system compares it to current employee records, and to stored numbers of terminated employees who are not eligible for rehire. The system also verifies the SSN is valid. If the SSN is not valid or if it conflicts with another record, both an error indicator and error message appear. Related Options: You must access Maintenance > Business > Additional Features (Corporate Administration) > Required Employee Fields tab and select ‘SSN/Identification’ under the ‘POS Employee Fields’ group bar to make this option mandatory.

Last name — Specifies the last name of the employee. Type a maximum of 30 characters. A warning message appears when you attempt to save the new employee record, if there is an existing employee with the same first and last name.

First name — Specifies the first name of the employee. Type a maximum of 30 characters. A warning message appears when you attempt to save the new employee record, if there is an existing employee with the same first and last name. Related Options: You must access Maintenance > Business > Additional Features (Corporate Administration) > Required Employee Fields tab and select ‘First name’ under the ‘POS Employee Fields’ group bar to make this option mandatory.

Middle name — Specifies the middle name of the employee. Type a maximum of 30 characters. Related Options: You must access Maintenance > Business > Additional Features (Corporate Administration) > Required Employee Fields tab and select ‘Middle (name/initial)’ under the ‘POS Employee Fields’ group bar to make this option mandatory.

Nickname — Specifies the name printed on the chit and guest check. Use this option to use an abbreviated employee name or a nickname on customer checks. If left blank, the Aloha POS system uses the first name of the employee.

Birth date — Specifies the employee date of birth. Type this option in mm/dd/yyyy format. If you type the employee birth date, the system greets the employee with a happy birthday message, when that person logs in on their birthday. If you type a birth date, the year must be later than 1901. Related Options: You must access Maintenance > Business > Additional Features (Corporate Administration) > Required Employee Fields tab and select ‘Birthdate’ under the ‘POS Employee Fields’ group bar to make this option mandatory.

Export ID — Specifies the employee identification number that is recognized by third-party software for electronic payroll processing. For example, enter the employee ADP number for an ADP interface.

Address 1 through Address 4 — Specifies the employee home address. Type a maximum of 30 characters for Address 1, and 25 characters for Address 2 through Address 4. Related Options: You must access Maintenance > Business > Additional Features (Corporate Administration) > Required Employee Fields tab and select ‘Address 1’ under the ‘POS Employee Fields’ group bar to make the address mandatory.

City/town — Shows the city in which the employee lives. Type a maximum of 20 characters. Related Options: You must access Maintenance > Business > Additional Features (Corporate Administration) > Required Employee Fields tab and select ‘City/town’ under the ‘POS Employee Fields’ group bar to make this option mandatory.

State — Shows the state in which the employee lives. Type a maximum of 15 characters. Related Options: You must access Maintenance > Business > Additional Features (Corporate Administration) > Required Employee Fields tab and select ‘State’ under the ‘POS Employee Fields’ group bar to make this option mandatory.

County — Specifies the specific territorial region (county, parish) where the employee resides.

Postal code — Specifies the ZIP code or Canadian postal code for the employee home address. Type a maximum of 25 characters. Related Options: You must access Maintenance > Business > Additional Features (Corporate Administration) > Required Employee Fields tab and select ‘Postal code’ under the ‘POS Employee Fields’ group bar to make this option mandatory.

Email address — Specifies the employee email address, if known.

Phone number — Specifies the contact telephone number for the employee. Type a maximum of 26 characters. Related Options: You must access Maintenance > Business > Additional Features (Corporate Administration) > Required Employee Fields tab and select ‘Telephone’ under the ‘POS Employee Fields’ group bar to make this option mandatory.

Prefers qwerty keyboard — Indicates that the employee prefers the standard QWERTY typewriter keyboard. Clear this option to display an alphabetic keyboard layout. These keyboards appear on order entry touch screens for data entry, such as typing the name for a bar tab. Employees who know how to type usually prefer the QWERTY layout.

Group Bar: User level

User level — Allows you to assign a user level to an employee to control access to payroll information in the Employees function, Users function, Terminated Employees function, and any reports that publish payroll information. Assigning a user level restricts that user level from editing or viewing restricted information on an employee record with a user level equal to or greater than the current level. Printed or on-screen reports do not show payroll information for any levels greater than or equal to the current user level. Valid user levels include User level 1 through User level 9. User level 9 (Admin) has the highest level of access; and user level 1 (Least Privileged) has the minimum level of access. Required Options: Access Maintenance > Business > Installed Products (CFC users access Maintenance > Business > Global Administration) and select ‘Enable User levels’ under the ‘User Levels’ group bar to expose this option. This option does not appear when logged in as a corporate employee; it is available only when logged in as a global employee. Required Versions: Aloha POS v15.1.53 and CFC v20.10.

Group Bar: POS security options

Use the POS security options to configure the method your employees use to clock in, log in, and receive manager approval for required transactions. This method is hardware dependent and you select either magnetic cards or fingerprint scanners, but not both.

Use magnetic cards — Requires the employee to use a magnetic card when logging in to the FOH, and when accepting credit cards for payment. The employee cannot manually enter their password or credit card numbers. Although an employee can use a mag card if you clear ‘Use magnetic cards,’ you must select this option to require an employee to use their mag card with the Aloha POS system.Required Options: You must access Maintenance > Business > Store > Store Settings tab > Security group and select Optional or Required as the ‘Password method’ under the ‘POS Password’ group bar to enable this option.

Magnetic card password — Enables you to assign and activate a password for a magnetic card for a specific employee and then physically slide the magnetic card through a card reader to set the password. Required Options: You must select ‘Use magnetic cards’ to enable this option.

Use fingerprint scanner for clock in — Requires employees to place their thumb on fingerprint scanner hardware to clock in. Use this option for employees who must clock in, but do not enter orders, such as kitchen staff. Related Options: You must access Maintenance > Business > Additional Features (Corporate Administration) > Default Values tab and select ‘Use fingerprint scanner for clock in’ under the ‘Employee fields’ group bar to set the default value for this option to true.

Use fingerprint scanner for login and manager approval — Requires employees to place their thumb on fingerprint scanner hardware to log in or to obtain manager approval on certain transactions. Use this option for order entry employees who log in frequently and for managers who must approve transactions. Related Options: You must access Maintenance > Business > Additional Features (Corporate Administration) > Default Values tab and select ‘Use fingerprint scanner for login and manager approval’ under the ‘Employee fields’ group bar to set the default value for this option to true.

Use Dallas Key — Indicates that employees may use a Dallas Key to log in or clock in. A Dallas Key is a specific type of hardware you can use in conjunction with key readers to perform security validation. You can use Dallas Keys as the sole security verification device or in combination with magnetic cards or fingerprint scanners, per your business needs and hardware requirements.

Dallas Key password — Allows you to set or change the password for a Dallas Key. Required Options: You must select ‘Use Dallas Key’ to enable this option.

Status tab

The Status tab provides information regarding whether an employee is actively working at a site.

Group Bar: Employment status

Employment status — Indicates the current work status of the employee.

Active — Indicates the employee currently works.

Pending — Indicates a new employee awaiting approval before they can become an active employee. Required Options: You must access Maintenance > Business > Additional Features (Corporate Administration) > Corporate Owner tab and select ‘New hires require approval’ under the ‘Employee maintenance’ group bar to expose this option.

Terminated — Indicates the employee does not currently work. If you select Terminated, all options for the employee become unavailable except ‘Employment status,’ and the ‘Termination’ group bar and ‘Transfer’ group bar appear.

Job status — Indicates whether the employee is full-time, part-time, hourly, salary exempt, or salary non-exempt. The default is full-time. Related Options: You must access Maintenance > Business > Additional Features (Corporate Administration) > Required Employee Fields tab and select ‘Job status’ under the ‘POS Employee Fields’ group bar to make this option mandatory.

Start date — Indicates the initial hire date of the employee. Type the date in mm/dd/yyyy format or click the drop-down arrow to select the start date from the calendar. This may not be the first day the employee worked. Related Options: You must access Maintenance > Business > Additional Features (Corporate Administration) > Required Employee Fields tab and select ‘Start date’ under the ‘POS Employee Fields’ group bar to make this option mandatory.

Group Bar: Break exemption

Employee waives ‘Consent’ breaks — Does not prompt an employee to waive their meal period break, when using shift and break rules. An employee can sign legal documentation to always waive consensual meal period breaks, if the break times are still within the requirements of the shift and break rules. By selecting this option, the employee never receives the option to waive a consensual meal period break. If the condition becomes mandatory, and creates a penalty pay record of ‘Meal Period 1 Mandatory’ or ‘Meal Period 2 Mandatory’ in the Pay Adjustment function, compensation is awarded automatically.

Exempt from minor break rules — Indicates the employee is exempt from break rules mandated for minor employees.

Group Bar: Termination

This group bar appears when you set the employment status to ‘Terminated’ and the system access type assigned to the employee is not ‘Above store only.’

Reason — Indicates the specific reason the employee no longer works for the company. Required Options: You must select Terminated in ‘Employment status’ under the ‘Employment status’ group bar to enable this option. Related Requirements: Access Maintenance > Labor > Termination Reasons to create termination reasons.

Last day — Indicates the last date the employee worked. Type the date in mm/dd/yyyy format or click the drop-down arrow to select the date from the calendar. Required Options: You must select Terminated in ‘Employment status’ under the ‘Employment status’ group bar to enable this option.

Eligible for rehire — Indicates the employee is eligible for rehire. Required Options: You must select Terminated in ‘Employment status’ under the ‘Employment status’ group bar to enable this option.

Explanation — Optionally expands on the reason for the employee termination. Type a maximum of 40 characters. Required Options: You must select Terminated in ‘Employment status’ under the ‘Employment status’ group bar to enable this option.

Expected return date from leave of absence — Indicates the date you expect the employee to return to work after taking an approved leave of absence. Type the date in mm/dd/yyyy format or click the drop-down arrow to select the date from the calendar. Required Options: You must select Terminated in ‘Employment status’ under the ‘Employment status’ group bar to enable this option.

Group Bar: Transfer

This group bar appears when you set the employment status to ‘Terminated’ and the system access type assigned to the employee is not ‘Above store only.’

Transfer to unit — Indicates the store number of another restaurant within the company to which the employee is transferring. Required Options: You must access Maintenance > Labor > Employees > Status tab and select Terminated in ‘Employment status’ under the ‘Employment status’ group bar to enable this option.

Will employee move — Indicates the employee transfer requires the employee to move. Required Options: You must select ‘Terminated’ in ‘Employment status’ under the ‘Employment status’ group bar to enable this option.

Jobcodes tab

Use the Jobcodes tab to assign job codes, access levels to an employee. Job codes describe the available jobs in the Aloha POS system, and access levels determine whether an employee can do it. Additionally, a ‘Pay rates’ group bar appears at the bottom of the tab for the selected job code. Click add to define when a pay rate is in effect for the job code. Pay rates appear on only selected reports.

Group Bar: Jobs

Jobcode — Indicates the job position you want to assign to an employee. The job code determines the set of functions the employee performs on the Aloha POS system. You can assign up to 10 job codes for each employee. If an employee works several job positions, you can assign multiple job codes to the employee. Related Options: You must access Maintenance > Business > Additional Features (Corporate Administration) > Required Employee Fields tab and select ‘Job code’ under the ‘POS Employee Fields’ group bar to make this option mandatory. Related Requirements: Access Maintenance > Labor > Jobcodes to define each job position under which an employee can log in.

Access level — Determines the set of Aloha POS system functions the employee can perform without manager intervention. Related Options: You must access Maintenance > Business > Additional Features (Corporate Administration) > Required Employee Fields tab and select ‘Access level’ under the ‘POS Employee Fields’ group bar to make this option mandatory. Related Requirements: Access Maintenance > Labor > Pos Access Levels to define access levels and determine the functions each access level can perform.

Current pay rate — Contains the base-level hourly rate for the associated job code to the left. Enter the rate as a decimal number or in fractional cents. Related Options: Access Maintenance > Business > Additional Features (Corporate Administration) > Required Employee Fields tab and select ‘Pay rate’ under the ‘POS Employee Fields’ group bar to make this option mandatory.

Group Bar: Pay rates

Effective date — Specifies the date the pay rate goes into effect.

Pay rate — Contains the base-level hourly rate for the associated job code. Enter the rate as a decimal number or in dollars and cents.

End date — Specifies the date the pay rate is no longer in effect.

Modified date — Indicates the date the new pay rate was added.

Certification tab (TS only)

The Certification tab appears only for employees for whom you enable liquor certification validation in the job code to which they are assigned. If you do not add these requirements and the employee tries to clock in under a restrictive job code, the employee cannot clock in.

Group Bar: Liquor certification information (TS only)

Liquor certification number — Specifies the liquor certification number, from 0 to 20 digits. This option accepts alphanumeric entries. Required Options: You must access Maintenance > Labor > Jobcodes > Jobcode tab and select ‘Verify liquor certification at clock in’ under the ‘Liquor Certification Validation’ group bar to enable the options under this group bar. Documented Version: v12.3.

Liquor certification expiration date — Specifies the date the liquor certification expires for the employee. Type the date on which it expires in mm/dd/yyyy format or click the drop-down arrow to select the date from the calendar. Required Options: You must access Maintenance > Labor > Jobcodes > Jobcode tab and select ‘Verify liquor certification at clock in’ under the ‘Liquor Certification Validation’ group bar to enable the options under this group bar. Documented Version: v12.3.

Delivery tab

Use the Delivery tab to specify delivery fees, the driver license expiration date, and insurance expiration date for an employee. Related Options: This tab is not available for employees designated as ‘Above store only.’

Group Bar: Delivery information

Driver fee amount per order — Defines a dollar amount, per delivery order, the driver is reimbursed on the driver checkout.

Driver fee percent — Defines the percentage of the tippable-sales amount the driver is reimbursed on the driver checkout.

Driver fee per mile — Defines the dollar per mile reimbursement the driver receives for each delivery. This option is for use with ‘Delivery/Frequent Buyer.’ No equivalent functionality exists in Aloha Takeout.

Drivers license expiration date — Indicates the date the employee driver license expires. Type the date in mm/dd/yyyy format or click the drop-down arrow to select the date from the calendar. The default value is 00/00/0000, which disables the expiration functionality.

Insurance expiration date — Indicates the date on which the automobile insurance expires for the employee. Type the date in mm/dd/yyyy format or click the drop-down arrow to select the date from the calendar. You can not assign a driver whose insurance has expired to an order without manager override. The default value is 00/00/0000, which disables the expiration functionality.

Tax tab

Use the Tax tab to enter employee information for tax filing purposes.

Group Bar: Tax information

Marital status — Specifies the marital status of the employee. Related Options: You must access Maintenance > Business > Additional Features (Corporate Administration) > Required Employee Fields tab and select ‘Marital status’ under the ‘POS Employee Fields’ group bar to make this option mandatory.

Number of dependents — Indicates the number of dependents the employee claims. Related Options: You must access Maintenance > Business > Additional Features (Corporate Administration) > Required Employee Fields tab and select ‘Number of dependents’ under the ‘POS Employee Fields’ group bar to make this option mandatory.

Gender — Indicates if the employee is male or female.

Custom Settings tab

Use the Custom Settings tab to track additional user-definable information.

Group Bar: Other employee codes

Undefined Code #1 through Undefined Code #5 — Captures additional information about the employee. Use undefined employee codes to track additional information, such as if the employee is a smoker, owns a car, or other information useful for your establishment. Related Options: 1) To define custom text to appear in place of the ‘Undefined code #n’ label for these options, access Maintenance > Business > Additional Features (Corporate Administration) > Corporate Owner tab and edit ‘Undefined employee code 1 label text’ through ‘Undefined employee code 5 label text’ under the ‘Employee maintenance’ group bar, as necessary. For example, to track the number of smokers you employ, replace ‘Undefined employee code 1 label text’ with ‘Smoker.’ The word ‘Smoker’ appears in Employee Maintenance, in place of ‘Undefined code #1.’ The Aloha POS system does not include this information on any Aloha reports. 2) You must access Maintenance > Business > Additional Features (Corporate Administration) > Required Employee Fields tab and select ‘Undefined code #1’ through ‘Undefined code #5’ under the ‘POS Employee Fields’ group bar to make these options mandatory.

Above Store Settings tab

The Above Store Settings tab enables you to configure the login information for an employee that needs access to the system. The Above Store Settings tab appears only when you are on a version of CFC earlier than v18.6 and you select ‘POS and above store,’ or ‘Above store only’ as the employee type.

Group Bar: Above store settings

Username — Identifies the user ID the employee uses to log in to the system. Type a maximum of 25 characters.

Security role — Dictates the level of access an employee has when logged in to the system. If you assign a security role to an employee, your security role must have at least the same rights as the security role you want to assign the employee. Related Requirements: You define security roles in Maintenance > Labor > Security Roles.

Reset password — Clears the stored password the employee uses to log in to the BOH, and prompts you to enter a 3 to 12 character temporary password for the employee. Note: You must save your changes or the temporary password will not take effect. The next time the employee logs in to the BOH with the temporary password, they receive a prompt to enter a new password. Required Options: To reset a BOH password, access Maintenance > Labor > Security Roles > POS tab and verify ‘Reset CFC Password is selected for your security role under the ‘Maintenance > Labor’ group bar.

Change password — Enables you to create a new BOH password for the employee. Related Options: To reset a BOH password, access Maintenance > Labor > Security Roles > POS tab and verify ‘Reset CFC Password is selected for your security role under the ‘Maintenance > Labor’ group bar.

The new password must meet the following requirements:

• Must contain 7 to 25 characters.

• Has not been used in the previous four passwords.

• Must not contain the employee user name, first name, last name, middle name, nick name, or ID number.

• Must contain a number (0-9).

• Must contain at least two of the following three character groups:

  • English uppercase (A through Z)

  • English lowercase (a through z)

  • Special character (i.e., ! @ # $ % ^ & * ( ) _ +)

    Example of a valid password: Nojog1!

    Example of an invalid password: PORSCHE