To set up a new (Internal) Employee as a Q360 User, the simplest method is to Create an Employee and then Create a USER ID and Contact record for that Employee

Create an Employee:

1. Create an Employee record using one of the two following options:
   • Convert a Candidate record:
     1. Go to the Candidate record in HR > Hire
     2. Click the Candidate Extended Menu > Convert to Employee. An Employee record is automatically created using the Candidate information
   • Create a new Employee record:
     1. Go to HR > Employee, then click the Add icon
     2. Enter the Employee details including personal contact information
2. With the Employee record in edit mode, add information in the following fields:
   • Start Date – The start date for the beginning of employment
   • Reports To – The Supervisor who will approve the Employee’s time off and will post their time records
   • Expense Approver – The person who will approve the Employee’s expenses
   • Note: Leave the User ID and Contact fields blank. This is populated in a separate procedure (see “Create an Employee USER ID and User Contact” below)
3. Click the Save icon

• Once the Employee record is created, you may return to complete the setup and continuously add attributes pertaining to the Employee’s growth and Human Resource record, such as:
  • Wage Type and Burden | in conjunction with Accounting department, define the cost of the Employee before any Time Bill records are linked to their UserID
  • Training | capture courses and / or skills expiry dates
  • Benefits | define benefits / deductions applicable
  • Articles | track employer items in Employee’s possession to facilitate retrieval or inactivation in future
  • Reviews | capture performance or feedback review dates, scores and delivery
  • Employee Activities | capture any activity related to the Employee

Create an Employee USER ID and User Contact:

Typically, a newly created Employee record has blank User ID and Contact record

To add this information, complete the following steps:

1. Go to HR > Employee, and open the Employee record
2. Click the Employee Extended Menu > Create / Update User ID and Contact.  The following records are automatically generated and linked to the Employee record:
   • A Contact record with the Employee’s Name and Title
   • A User ID record with the Employee’s Name, Title, Company Number, Branch, Department, and link to the other newly created Contact record.  Recommended: Your System Administrator is expected to further define this new User ID’s permissions

Edit Employee Information:

For any future changes required for an Employee such as Title, Branch, or Department, complete the following steps:

1. Go to HR > Employee, and open the Employee record
2. In Edit mode, make the necessary changes to the record
3. Click the Extended Menu > Create / Update User ID and Contact.  The changes made are automatically synchronized with the linked User ID and Contact records (with the exception of Phone and Email – these will need to be manually changed on each form)

• Note: some edits may be made to the User ID record via the Maintenance > User Maintenance > User ID record (Title, etc.), however, we do not recommend this.  Changes made this way are NOT backwards compatible, that is, they will not be reflected on the Employee record and will need to be changed there manually.  Best practice is to make changes to the Employee record as instructed directly above.
• Special case: Access to additional Roles / Branches within Q360 (beyond home Branch) may be granted using the Roles / Branches tab of the User ID record.  See Assign Branches, Job Roles and Companies
• Special case: User Type may be changed via the Extended Menu on the User ID record

Disable a User ID:

As part of the Employee Off-Boarding process, you will need to disable the User ID to prevent further Q360 access.  This is done via the User ID form.

1. On the User ID form (Maintenance > User Maintenance > User ID record), uncheck the Login Flag checkbox – this will prevent the User from logging into Q360
2. To remove the User as “Active” in Q360, uncheck the Active Flag checkbox – this will remove the ability for this User to be selected on other forms such as Time Bills, Projects or Orders.  It is best practice, as part of the off-boarding process, to ensure that all Time Bills, PTO, Expenses, Commissions, Assignments, etc. have been entered, processed, paid, transferred and / or cancelled for the User before removing the Active Flag.
3. Note about Q360 licensing: removing the Login Flag on the User ID record will free up a Q360 license, that is, a license is only consumed if the Login Flag is ON

External User Setup:

External User setup differs in several ways.  See Set Up an External User