24 Associate Dashboard

Oracle Retail Xstore POS maintains various kinds of information about store associates. Associates who have the proper security privileges may add, view, update, terminate, and void an associate record.

Note:

Because each Oracle Retail Xstore POS menu is configurable, the button functions and the menu options on your system may appear in a different order or have different text than the examples shown in this guide.

This chapter contains the following sections:

• Accessing Associate Functions

• Associate Dashboard

• Viewing the Associate Dashboard

• Editing an Associate Record

• Associate Dashboard Drawers Overview

• Borrow Associate

• Associate Advance

Accessing Associate Functions

1. After logging in, select Associate from Global Navigation.

   Figure 24-1 Associate Menu

   

2. At the Associate menu, select one of the options.

   The following options are available:

   • Associate Dashboard - View and maintain an associate's record.

   • Today’s Schedule - View the scheduled associates for the selected day.

   • Weekly Schedule - View the scheduled associates for the selected week.

   • Timecard - View a read only timecard of the selected associate.

   • Task Management - A view that encompasses tasks assigned to associates in a store for completion as well as tasks that are customer-focused such as appointments.

   • Black Book - View the customer contact list for salespeople to reach out to their customers.

   • Message Maintenance - Create and maintain associate messages.

   • Change Password - Allows you to change a password for an associate.

   • Scheduling Maintenance & Payroll - Select this option to access the following functions:

     • Schedule Maintenance

     • Timecard Maintenance

     • Shift Maintenance

     • Time Off Maintenance

     • Payroll Maintenance

     • Regenerate Payroll

     • Associate Advance

     • Associate Borrow

Associate Dashboard

1. When the Associate menu displays, select the Associate Dashboard option.

   Figure 24-2 Associate Menu: Associate Dashboard

   

   Oracle Retail Xstore POS displays the Associate Lookup form, prompting for associate information.

2. Enter the criteria you want to use for finding an associate record and select Search.

   Figure 24-3 Associate Lookup Form

   

   Note:

   If you enter an Associate ID, Oracle Retail Xstore POS may immediately display that associate's record if the ID exists and if it is unique.

   If you enter search criteria that results in more than one record being found or your system is set up to always display a list, you must select the record you want from the list.

   Figure 24-4 Associates Found List

   

   Choose one of these options:

   • Search - Returns to the Associate Lookup form.

   • Associate Dashboard - Right-click an associate listed to open the Associate Dashboard for viewing, editing, or printing.

   • New Associate - Displays a form for adding a new associate record to the associate database.

Viewing the Associate Dashboard

An associate record always opens in a view-only mode and cannot be edited unless you change to the editing mode. After an assoicate record displays, you can navigate between the drawers to select any of them. Refer to Associate Maintenance Tabs Overview for screen images and more detail about the information found in each drawer

Note:

When a screen or field is grayed out, it cannot be edited until you change to the editing mode. The edit functions are controlled by security and may not be available to all users.

Figure 24-5 Associate Dashboard

Editing an Associate Record

After viewing an associate record you may decide that some of the information must be changed, or you may want to enter additional information in some fields. You must enter the editing mode to make any changes to the record.

1. With the Associate Dashboard displayed, select Edit Associate to go into an editing mode.

   Figure 24-6 Associate Information

   

   The fields are no longer grayed out.

2. To make changes to any of the fields, select the field you want to change, and replace the old entry by typing over it with the new information.

   • Any fields that require entries are marked with an asterisk.

   • Any fields that have lists attached display a down arrow on the right side of the field.

     Figure 24-7 Marital Status List

     

3. Save any changes you made before exiting from the Associate Maintenance screen.

   Select OK to keep your changes. If you decide not to keep the changes you made, select Back.

The following options are available within Associate Maintenance:

• Edit a Social Security Number

• Changing an Associate's Password

• Establish Password Challenge Questions

• Setting Up an Associate Fingerprint Record

• Adding a Comment

• Adding a New Associate

• Voiding (Terminating) an Associate Record

Edit a Social Security Number

This option allows you to change a Social Security Number (SSN) for an associate.

1. Open the associate record for the user whose password you want to change.

2. Select the Header Overflow Menu and then select, Edit Social Security Number.

   Figure 24-8 Edit Social Security Number

   

3. Enter the new Social Security Number twice. The second time as confirmation.

   Figure 24-9 New Social Security Number

   

4. Select OK.

Changing an Associate's Password

This option allows you to change a password for an associate. Passwords for new associates are created when a new associate's record is added to the database. You must have security privileges in the system to change a password.

Note:

This option allows you to change a password for an associate. Passwords for new associates are created when a new associate's record is added to the database. You must have security privileges in the system to change a password.

1. Open the associate record for the user whose password you want to change.

2. Select the Change Password option in the Header Overflow Menu.

   Figure 24-10 Change Password Menu Option

   

3. Oracle Retail Xstore POS may prompt to verify your identity. If prompted, enter your own Associate ID and password to verify that you have security privileges to change an associate's password. If you enter this information incorrectly, the system displays the message “The password entered was incorrect." Select OK to continue and re-enter the information.

4. Oracle Retail Xstore POS prompts you to enter a new password for the associate. Type the new password for the associate and retype the same new password on the line below to confirm it.

   Figure 24-11 Prompt for New Associate Password and Confirmation

   

   Note:

   Passwords may be case sensitive, so notice whether the Caps Lock key is on or off when you enter and confirm the new password.

5. Select OK to verify the new password. If the system accepts the password, a confirmation message indicates that the password was changed.

   Note:

   The system may enforce certain rules regarding passwords such as the minimum number of characters required or whether you can reuse an old password. If the new password does not meet the requirements, the system displays a message. If prompted, follow the instructions to correct any errors.

Establish Password Challenge Questions

This configurable function allows your associates to reset their own password after answering several questions. Your store may not have this option available.

To establish password challenge questions:

1. Open the Associate Dashboard for the user whose challenge questions you want to maintain.

2. Select the Header Overflow Menu and then select, Password Challenge Questions.

   Figure 24-12 Change Password Menu Option

   

3. Select a Challenge Question from the drop-down menu and type the answer in the Challenge question answer field.

4. Select Next Question.

   Figure 24-13 Password Challenge Questions Maintenance

   

5. Repeat steps 3-4 until the confirmation prompt displays. Save changes.

   Note:

   The number of challenge questions is configured by your store, up to ten.

Setting Up an Associate Fingerprint Record

On Desktop and Thin Client devices, if you use a biometric device for associate ID verification, use the Fingerprint button/tab to enroll the associate's fingerprints.

1. With the associate record displayed, select the Fingerprint button/tab. Swipe to navigate from one tab to another.

   Note:

   The first screen that displays depends upon the current view mode:

   • If you are in view-only mode, the Fingerprint Enrollment Status screen displays.

   You must select Edit Associate to enter in to edit mode.

   • If you are already in edit mode, the Fingerprint Scans screen displays.

2. If you are in view-only mode, the Fingerprint Enrollment Status screen displays the associate's current fingerprint enrollment status in the Finger Selected panel of the screen.

   If the associate has no fingerprint records on file (Enrolled Count=0).

3. Select the Edit Associate menu option to begin the enrollment process.

   Note:

   On the hand image, a green finger represents the finger selected for enrollment.

   

4. Select a finger from the Fingerprint Enrollment list.

5. In edit mode, begin the fingerprint scan by following the on-screen prompts.

   Note:

   Selecting the Save Changes menu option at the Fingerprint Scans screen returns to the Fingerprint Enrollment Status screen.

   For example, if you change your mind and want to select a different finger for enrollment, select Save Changes to return to the Fingerprint Enrollment Status screen where you can select a different finger. See step 3.

6. Instruct the associate to place a finger on the biometric device. This process must be repeated 4 times to enroll the finger. An image of the fingerprint is shown in the Fingerprints Scans panel during the enrollment process.

7. When the scan is complete, select OK. The system returns to the Fingerprint Scans screen where the associate can enroll another finger or you can select Save Changes to complete the associate fingerprint enrollment process.

   Note:

   To remove an associate's fingerprint record from the system, select the Clear Fingerprints option from the menu. When prompted for confirmation, select Yes. This removes the entire fingerprint record (all fingers).

   To choose a different finger to enroll, select the Select Different Finger menu option and select a finger from the Fingerprint Enrollment list.

Adding a Comment

Oracle Retail Xstore POS allows you to add a text comment to an associate's record. The comment can be viewed in the Comments drawer.

Note:

If you are creating a new associate record, select OK first and then open the Comments drawer to create a comment.

1. Select Comments.

2. Select the Header Overflow Menu and then select Add Comment.

   Figure 24-14 Associate Add Comment Option

   

   Oracle Retail Xstore POS displays a text form where you can enter a comment.

   Figure 24-15 Add Comment Prompt

   

3. Select OK to save the comment with the associate’s record.

Adding a New Associate

Although some associate records may be downloaded from the home office automatically, you may need to create a new associate record at the store level.

1. You must first log in to the Associate Menu.

2. Check to see if the associate record already exists by entering the new associate's name in the Associate Lookup form.

   Note:

   You may search by partial names if needed.

   Figure 24-16 Associate Lookup Form

   

3. Select Search to continue.

4. If your search for an associate name did not return a valid associate record, the system displays the message shown below. Select the New option to create a new associate record.

   Note:

   After you finish adding the new associate and you have saved the new record, you can add an additional new associate record by selecting the New Associate option from the Associate Lookup screen.

5. The system prompts you to create a password for the new associate by entering and confirming it in the New Password form.

   Figure 24-17 Prompt for New associate Password and Confirmation

   

   Note:

   The system may enforce certain rules regarding passwords such as the minimum number of characters required, or whether you can reuse a previous password.

   

6. Select OK to continue. Oracle Retail Xstore POS displays a blank form.

   Note:

   Any information you entered in the fields on the Associate Lookup form automatically populates the associated fields on the Associate Information screen.

7. Enter the new associate's information on the appropriate tabs. For more details about the type of information on each tab, refer to Associate Dashboard Drawers Overview.

   Figure 24-18 Associate Information

   

8. After completing all the data entry, select OK to store the new associate record in the database.

Voiding (Terminating) an Associate Record

The associate Status field specifies whether an associate is actively employed or terminated. The Status field is found on the Hire & Status drawer of the associate record.

1. Open the record of the associate that you want to terminate.

2. Select Hire & Status, the system displays the HR information.

3. Select the Header Overflow Menu, and then select, Edit Status Information.

   Figure 24-19 HR Tab Edit Associate Option

   

4. Select the drop-down arrow on the Status field to list the available options.

   Figure 24-20 Associate Status List

   

5. Select the Terminated option from the list.

6. Enter the associate's termination date.

7. Select OK to complete the termination process. The associate’s record is now marked as voided (terminated). The associate’s security privileges are also terminated.

   Note:

   The associate record is still in the system and can be viewed by selecting the Terminated check box on the Associate Lookup form.

   

Associate Dashboard Drawers Overview

There are four/five drawers on the Associate Dashboard . This section shows the four drawers, gives a brief description, and shows the menu options available for each drawer.

Note:

Because the fields on the Associate Dashboard screens are configurable, your screens may differ from the screens shown here.

• Associate Information

• Hire & Status

• Pay & Benefits

• Security

• Comments

• Fingerprint Tab

Associate Information

The displays the associate’s name, address, contact and personal information.

Figure 24-21 Associate Dashboard: Associate Information

General associate information can include any combination of the following fields, any of which can be configured to require an entry:

Table 24-1 Associate Information

Section	Fields
Personal Details	First name, Middle name/initial, Last name
	Name suffix (Jr., Sr., III, and so on)
	Birth Date
	Gender
	Address Line 1 and Address Line 2
	Zip/Postal Code (system will populate the city and State based on the entered zip code)
	City
	State/Province
	Country (defaults to the country in which the store is located, but can be changed)
	Social Security Number (SSN)
	Marital Status (Married, Single)
	Spouse Name
Contact Preferences	Primary Phone Type
	Phone Type
	+Add
	Email
Emergency Contact Information	Name
	Phone
	Preferred Language (the associate’s language preference, French, United States English, and so on)

Hire & Status

The Hire & Status drawer displays information about the associate profile.

Figure 24-22 Associate Dashboard- Hire & Status

Information on the Hire & Status is organized into the following sections:

Table 24-2 Associate Dashboard - Fields Hire & Status

Section	Fields
Associate Profile	Hire Date
	Status (Active, Inactive, Terminated)
	Active Date
	Termination Date
	Group membership
	Department assignment
	Position
	Type (used to further define the associate's position within the organization)

Pay and Benefits

The Pay & Benefits drawer displays the following fields:

• Salary

  • Pay Status (Salary or Hourly)

  • Base Pay (Amount)

  • Extra Withheld (extra amount withheld from the associate's paycheck)

• Discount Groups

• Time Off

  • Sick Days (Allotment)

  • Sick Used

  • Vacation Days (Allotment)

  • Vacation Used

  • Personal Days (Allotment)

  • Personal Used

Security

Security displays information about the groups with which the associate is associated to determine system privileges.

Figure 24-23 Associate Dashboard - Security

Table 24-3 Associate Dashboard - Security Fields

Section	Fields
Security Profile	Training Status (for example, Exempt, Restricted Trainee, Unrestricted Trainee)
	Primary Group (security assignment)
	Login ID (may be different from the associate ID)
	Locked Out? (if Yes the associate cannot access any area of the system)
Security Groups	Groups (lists the available security groups set up for your store)
Store Assignment	Store Assignment (used for borrowed associate functions)

Fingerprint Tab

On Desktop and Thin Client devices, if you use a biometric device for assoicate ID verification. The Fingerprint drawer provides the ability to create an associate fingerprint data record in addition to the conventional user ID and password data. This drawer is only active if you are using a fingerprint device.

Fingerprint Scans Panel

To enroll an associate's fingerprint, you must select the Edit Associate menu option and follow the instructions on the screen.

Once in editing mode, the four windows in this section display an image of the scanned fingerprint as the associate performs the enrollment process. The same finger must be scanned 4 times to create the record.

See Setting Up an Associate Fingerprint Record for more information.

Finger Selected Panel

Defines the color - codes for the fingers on the hand images.

Shows which finger(s) on each hand are recorded in the system:

• Blue indicates this finger is successfully recorded in the system

• Green indicates the finger to scan next, but can be changed if you prefer to use a different finger

• A count of the maximum number of fingers that may be enrolled and the number of enrolled fingers is also shown here.

Comments

The Comment Tab displays notes and comments about the associate.

Figure 24-24 Associate Dashboard- Comments

The date and time and the ID for the person who created the comment is associated with the text of the comment. The most-recent comment is listed first. An option to add a new comment for the associate's record is available here.