Last Updated 9/2/2014

Adding/Changing People

See Also

 

Adding a Person

Whether a person is an employee of your company, a sub-contractor who works for you, a member of an organization you deal with, a customer, a prospect, or a personal contact, you enter the information in the same way:

1.

On the People tab, click New Person.

For a customer, you could also go to the Jobs tab, click New Job, and then pick New Customer (Person).

2.

Enter the person’s name, category, and communication information.

The name and category are required; all the other entries are optional.

If you have additional phone numbers or email addresses, you’ll be able to enter them on the following screen.

3.

Click OK.

Chronicle will add the person.

4.

Chronicle will ask for the person’s address.

Add the address if you have one.

For a customer, enter a mailing address here; Chronicle will let you enter a job site address (if it is different) when you enter the job information.

After this, you see the person info file (shown below); this is the same screen that you see when changing a person. From this screen you can add or change any information about the person.

If you’re entering a customer, the Job Entry screens automatically come up as soon as you close the person screen; see Adding a Job.

Changing Information for People

1.

At the top of the screen, click the People tab.

2.

Double-click the person you want to change information for.

This brings up the person info file (shown below); from this screen you can add to or change any information about the person.

Tabs When Editing Person Information

When adding or editing a non-employee's information, you see a screen with these tabs

When adding or editing an employee's information you will see a screen with these tabs:

 

The core information that you need for everyone (name, address, phone numbers, associated company(s), etc.) is all on the first tab. More detail on each of the tabs follows:

General: This tab shows the person’s name, category, security level, associated organizations, phone/fax/email, and addresses.

Documents: This allows you to add document specific to this person.

Feedback: For employees you may want to enter and track the type of feedback that customers give you about employee performance.

Groups/Key Dates/Marketing: This tab lets you change which groups the person is associated with. Groups are most often used for marketing: they let you define who’s on different sales routes, who’s associated with your CE classes, and who has particular interests. Groups are sometimes used for employees: you can group estimators, office staff, crew chiefs, and so on. Employee groups can be used on the calendar.

HR Detail: This tab only appears for employees. It contains information like SSN’s, Driver’s License and Green Card numbers, which departmental calendars the person is on, and so on. This tab is security level protected so not everyone can see this confidential information. (Who can see it is controlled by the PERSONALINFOVIEW security context; see Security Setup for more on customizing the security.)

Skills: Skills are used mostly for employees and subcontractors; they let you identify how skilled people are in different areas. (You define what skills you care about in the category setup.) You can then use the Skill Manager to search for people who have particular skills.

Surveys: If you have defined surveys (that is, custom sets of questions) to collect additional information about people, this tab lets you can add or view the surveys and the answers.

Associated Jobs: For customers this shows any jobs being done for the person. For anyone else, this shows all jobs the person has been associated with. For example, for an adjuster or a subcontractor, you could see every job that person has been assigned to. People who are authorized to see financial information will see the total amount invoiced for each job as well.

Preferences: This allows employees with a login to determine how Chronicle looks to them. For example,  What color background to have, font size, see pop-ups, and what fonts to use in emails, etc.

IDs: This tab contains certain ID’s that most users will never need to change; only use this tab if you have been guided to by Chronicle’s support.

General Tab

The General tab for a person looks like this:

First Name: If there is more than one person (for example, if you are entering a husband and wife customer), you can enter more than one name.

Last Name: Enter the person’s last name.

Title: For customers, enter Mr., Ms., Dr., etc. as appropriate. For non-customers, you may want to use this entry to record the person’s role in their company: owner, president, sales-rep, and so on. It’s fine to leave this entry blank if you don’t need it.

Category: Change the category of person if needed. You can’t change this if the person is a customer and has a job.

Subcategory: This entry only appears if you’ve defined more than one subcategory for the category picked above. What is listed depends on what your company has set up.

Default Role on Jobs: This default role is determined by what your company has set up and is based on the person's category. For example, a person with the category of adjuster will most always have the role of adjuster on a job.

Security Level: Choose a security level if the person will have access to Chronicle.

For this role

Use this security level

Owner ONLY

7

upper level management

6

departmental manger

5

assistant manager (e.g. schedules calendar)

4

office employee

3

production employee

2

non-employee (e.g., adjustor/subcontractor)

1

no access to Chronicle

0

Associating People with Organizations

Whenever a person represents a company, associate the person with the organization (and an office if the organization has multiple offices). Associating insurance adjustors and agents with the companies they represent is especially important, but any corporate customers, vendors, sub-contractors, or individuals who represent companies you deal with are important to associate. This lets you quickly identify and get to either from the other. For example, suppose you buy supplies from Bywater Chemical Company, and suppose Fred Bolger is your contact there. You’d enter both the company (that is, the organization) and the person, and then associate them. That way, if Fred Bolger calls, you can look him up to see where he’s calling from, or if you forget Fred’s name, you can look up the company and find him.

Organizations Associated: Click Associate New to associate the person with an organization (company). For example, you’d associate an insurance adjustor with an insurance company, a subcontractor with a subcontracting firm, etc. For employees, this shows your company name; this can’t be changed.

Office Address to Use for this Person: To use the address of an office associated with the person, choose the address here. Chose None if the person doesn’t use the office address (for example, if he/she works from a home office.)

Default way to communicate: You can choose to contact them by either email or fax. Chronicle's internal messaging system is only available for employees.

You can also associate a person with an organization from the organization/office screen.

Phone, Fax, Email

Click Add/Edit to add new numbers/email addresses or to change existing ones.

Addresses

Buttons at the bottom of the screen let you add or change addresses, bring up a map, or copy the address to the clipboard.

Groups/Key Dates/Marketing Tab

This tab lets you change which groups the person is associated with. Groups are most often used for marketing: they let you define who’s in different sales routes, who’s associated with your CE classes, and who has particular interests. Groups are sometimes used for employees: you can group estimators, office staff, crew chiefs, and so on. Employee groups can be used on the calendar.

To add the person to additional groups: Click Add/Change Groups and then check each group to add the person to. The list only shows groups you’re allowed to change, so you may see less groups here than you see elsewhere. (People can create groups that others can see but not change; you’ll see those groups elsewhere, but you won’t see them here since adding people would be a change.)

To remove the person from any group: Highlight the group and click Remove from Group. (Or uncheck the group on the Add/Change list.)

To create new groups: See Managing Groups.

HR Detail tab

This tab only appears for employees, and you can only access it if you meet the requirement for the PERSONALINFOVIEW security context. (See Security Setup for help customizing security.)

Leave any entries blank that you don't know or don't care about. You can change multiple employees at once through the HR/Pay Rate tab in the Main System Setup.

Pay Rates for Employees

You can only see the pay rate information on this tab if you meet the requirement for the PAYROLLVIEW security context. You can only change these entries if you meet the requirement for the PAYRATECHANGE security context. (See Security Setup for help customizing security.)

To be able to enter labor for employees, the employee must have a Pay Rate and the pay type must be Hourly. This enables Chronicle to track the cost of time spent on jobs. For salaried employees that go to jobs, enter Hourly here and enter the hourly equivalent of the pay rate. (For example, $400/week for a 40 hour week should be entered as $10.00/hour.)

The Last Raise and Previous Rate entries are only for your record-keeping; Chronicle doesn’t use these values for any calculations.

The bonus eligibility entries only need to be filled in if you use Chronicle’s automatic bonus report; see Bonus Reports for more info.

You can also edit pay rates for all employees at once through the HR/Pay Rate tab in the Main System Setup (see page 100).

Skills Tab

Skills are used mostly for employees and subcontractors; they let you identify how skilled people are in different areas.

To assign skills to the person: Click Add/Change Skills. On the skill list that comes up, for each skill you want to assign to this person, click in the Level column and choose a value (5 is most skilled, 1 is least).

To define what skills you can track: You define what skills you care about in the category setup.

To search for people with particular skills: Use the Skill Manager on your Home page.

Surveys Tab

If you have defined surveys (that is, custom sets of questions) to collect additional information about people, this tab lets you can add or view the surveys and the answers. (Most people only use surveys for jobs, so you may not need this tab.

Associated Jobs Tab

For customers, this tab shows jobs being done for the person. For anyone else (for example, an adjuster or a subcontractor), this shows jobs the person has been associated with.

The list at the top of the screen shows all jobs currently in progress. The list at the bottom shows all jobs that have been received during the selected date range. This initially shows jobs for the past year, but you can change the dates to see jobs for some other period.

People who are authorized to see financial information will see the total amount invoiced for each job in the list at the bottom.

Preference Tab

There are several sub tabs that allow the user to set the way in which Chronicle looks under their own log in.

General: In various places Chronicle has grids and there are settings such as text size and background color.

Email/Journal: Make settings for things like pop-up notification; default font; embedded images; panel visibility; default security level for emails and more.

Financial: Can determine when the receivables list is refreshed but only if you have the security level to view it.

Panel settings: Controls font size and background color.

Tab Visibility: Individual users can hide specific tabs.  For example, if you never handle faxes you can hide that tab under your log in.

 

IDs Tab

Do not change entries on this tab unless you’ve been directed to by our support staff.

Resetting a Person’s Password

Any employee may change his/her own password. Only the owner or someone who meets the requirements for the EDITPASSWORD security context can change passwords for someone else. To change a password:

1.

At the top of the screen, click the People tab.

2.

If the employee isn’t already listed, under Employees, click Active; this lists all of your current employees.

You can also find the person with the Locate entry or the Search options.

3.

Double-click the person to open that person’s file.

4.

In the toolbar at the right, click Reset Password.

5.

Enter a password to confirm that you are authorized to make the change, and then enter the user’s new password twice.

If your security level lets you change passwords for others, you’ll enter your own password (the screen will tell you if this is the case); if you don’t meet this security level, then you must enter the person’s current password to be able to make the change.

6.

Click Reset Password.

Deleting a Person

To remove a person from Chronicle:

To remove a person from Chronicle:

1.

At the top of the screen, click the People tab.

2.

Double-click the person to delete.

You could also click the Go button or right-click the person, and click Profile.

3.

In the toolbar at the right, click Delete Person.

Getting a Deleted or Inactive Person Back

When you delete a person in Chronicle, the information is never really removed from the system; it’s just make invisible so you don’t see it during your normal operations. Because of this, if you ever need to get someone back that you deleted or made inactive, you can do it:

1.

At the top of the screen, click the People tab.

2.

At the top left of the screen, click the Status entry, and pick Deleted.

3.

Type up to four letters of the person’s last name in the Locate entry.

4.

Double-click the person name in the list of names to open the person’s file.

5.

In the toolbar at the right, click Undelete Person.