The staff section in the program settings is where staff member accounts can be added to the system and permissions and roles can be set. To navigate to the staff section, go to the settings page and click the "Staff" tab.
**If you are using InStone this section is called "Cemetery Staff" and in Phoenix it is called "Crematory Staff".
On the left side of the section a list of staff will be displayed, showing UserName and Name for each. Options are available at the top of the list to show current cloud users or registered mobile devices. A toggle is also available at the bottom of the list to show or not show inactive users.
On the right side of the section, options for customizing the information, permissions and roles of the staff member are available.
Staff Name Tab
The name tab for a staff member is where you can customize information such as position, name, address and contact information. A payroll corporation can be assigned to the staff member and a signature can be uploaded to their account here that can be generated on documents. An image of a signature can be uploaded or an option to create a digital signature by signing with your mouse is available as well.
Username and password can be set for the staff member in this tab as well. Simply type a new username or type in a new password, then click the save button to apply changes to the user login.
If a new staff member needs to be added to the list, click the "New" button at the bottom of the section and a blank entry will be presented for you to fill out information for the new staff member. Click the save button once you have the user information entered to save them to them list.
Roles and Licenses Tab
Under the roles and licenses tab, state, director and embalmer license numbers can be added to the staff member.
Notifications specific to crematory pet cases can be toggled here for a staff member as well if the Phoenix Pet module is enabled in your SRS software. The user can also be marked as outside veterinarian or outside funeral director.
At the bottom of this tab, options are available to mark this staff member as a sales manager or salesperson.
Below this area, an option is also available to toggle the Read Only User role, this is available only for Prospect and will allow a user to view information but not mane any changes.
After making any changes, make sure to click the save button at the bottom.
Program Permissions Tab
The program permissions tab is where permissions for various sections and functionality in the software can be configured for a user. Along the top of the tab, general permission levels for the program are available. An administrator has full permission access throughout the whole program. Options are available though to give access to only specific parts of the system such as funeral home, crematory, cemetery and prospect if these modules are enabled.
Below the general permission level settings, all specific permissions are listed out and can be toggled on or off one by one. If you want to copy an existing user's permissions, click the "Copy Selected Users" button and select a user from the drop down list.
To toggle a permission, simply click the toggle box on the right side. Green indicates that the permission is on for the user, red indicates that it is off for a user and if the toggle box is grey that indicates that the permission is being negated by another permission that is currently enabled.
- Edit Prices on Invoices
- (If Accounting & Billing are turned off) Allows a Non-Admin User to change prices on an invoice, in addition to Cash Advances.
- Enter Checks Only
- (If Accounting & Billing are turned off) Grants a User access to the Accounting feature to write checks and record payables. User will be able to access the Accounts, Checks, and Accounts Payable tabs. Account balances will be hidden. This is an SRS Full Accounting feature.
- Employee Scheduler
- Grants a User access to Employee Scheduling.
- Accounting & Billing
- Grants a User access to Accounting and full Billing features. Account balances and price list item costs will display.
- Invoice Payments & Adjustments
- (If Accounting & Billing are turned off) Allows a Non-Admin User to enter and modify payments/adjustments in Billing.
- Staff Payroll
- Grants a User to access payroll. This a purchased feature.
- Price List & Inventory
- (If Accounting & Billing are turned off) Grants a Non-Admin User access to make changes to the Price List and Inventory. If turned off, the user will have no access to the price list settings and costs will be hidden.
- Record Unlocking
- Grants a User the ability to Unlock a Record, or an Invoice in Billing.
- Billing
- (If Accounting & Billing are turned off) Grants a Non-Admin User access to the Billing section to create invoices record Payments and Adjustments. If turned off, the user will not be able to access the Billing section.
- Rolodex
- Grants a Non-Admin User access to view/edit the Rolodex.
- Printed Material Template Modification
- Grants a Non-Admin User access to edit global templates for the
printed material documents, such as Memorial Folders, Register Books, and Obituaries.
- Grants a Non-Admin User access to edit global templates for the
- VFiles Administration
- Grants a Non-Admin User the ability to delete files from a client’s Virtual File.
- Mapping Modification
- Enables a Non-Admin User to edit the maps by adding/deleting sections, blocks, and graves if needed. All Administrators have this permission selected by default.
Crematory
- Crematory Operations
- Identifies a User as a Cremation Operator. All Administrators have this permission selected by default.
- At-need/Pre-need
- Must be checked for each user if login is required. Will also need to be checked to assign tasks in E-view. These names will appear in the dropdown box when assigning Tasks. All Administrators have this permission selected by default.
Marketing
- Aftercare Specific Information
- Enables a higher level of access to Prospect. Additional feature required.
- Access to View All Leads
- Enables a User to view all leads in the system, in addition to those assigned to
themselves.
- Enables a User to view all leads in the system, in addition to those assigned to
- Add New Leads
- Enables a User to add a new prospect’s information into the program.
- Contact Deletion
- Enables a User to delete a contact person from a lead’s profile, as well as the lead itself.
- Correspondence Deletion
- Enables a User to delete a correspondence note from the history, such as a
phone call, meeting, or general note.
- Enables a User to delete a correspondence note from the history, such as a
- Correspondence Creation
- Enables a User to add a correspondence note to the history, such as a phone
call, meeting, or general note.
- Enables a User to add a correspondence note to the history, such as a phone
- Import Leads
- Enables a User to import leads from an outside SRS program, such as the funeral home, crematory, or cemetery.
- Summary Printing
- Enables a User the ability to print a summary of correspondence for a chosen user.
- Supporting Staff
- Enables a User to reassign and distribute leads to other sales people.
- Utilities & Setup
- Enables a User to access the Utilities and Setup section to add/delete/edit Tasks, Chain of Events, Tags, Statuses, and Meeting Types.
Branch Permissions Tab
The branch permissions section allows you to enable or disable access to specific branches in the system for the user.
Availability Tab
The availability section allows for a staff member to set up their daily availability schedule. For each day, the user can be set to fully available, available for specific hours or unavailable. Exceptions can be setup under the exception area if there is a particular day where the staff member may be available or not available when they usually are.
Alter User Restrictions
The alter user restrictions feature allows for admins to restrict specific buttons and fields in the program to certain users. Only users with administrator level permissions can use this feature. On the staff settings page, click the "Alter User Restrictions" button to enable the restriction editing mode.
Once enabled, hovering over any page, button or field in the program will show a little restrictions window that indicates which users are restricted on that item.
Right click on the item and the user restriction window will pop up where you can toggle which users should have access or not have access to the button, page, or field that you are on.
To exit the user restrictions mode once your changes are complete, simply click the "Exit User Restriction Mode" button in the upper right corner.
