This guide includes the following features:

 

  • Overview
  • Search for Existing Users
  • Change User Role, Status, and Password
  • Change E/HID Access
  • Payroll Deduction Settings
  • Add New User
  • User Detail Sections 
  • General Information
  • Access Control
  • Labor Management Settings
  • PTO Type
  • Payroll Settings
  • Sales Module Settings
  • Documents
  • Terms

 


 

Overview

 

The User Management page is used to establish a user account for employees, which includes a unique username and password.  The user account determines the employee’s level of access in Inn-Flow, how the employee’s payroll is processed, and the employee’s PTO (Paid Time Off) eligibility. It is also used to establish standard goals for the sales team.  Employees will use the unique username and password to clock in and out, as well as access helpful payroll related information.    

 


 

Search for Existing Users

 

You may search for existing users by selecting any or all of the filter methods on this page.  When a filter method is selected, a matching list of usernames will appear in the grid at the bottom of the screen.  Search results will include all relevant users; but, you will only be allowed to view those users that are: A.) Assigned to an EHID matching your access and B.)  Assigned to role permissions that are below your role permission on the Role Hierarchy.  To view an employee’s User Detail information, select the username from the grid.  

 

The filter methods are as follows:

 

Filter by Status: search by the user’s status (Active, Inactive, or All)

Filter by E/HID: search by any business account type

Filter by Role: search by any role permission

Filter by Last Name: search by the first letter of the user’s last name 

 



Change User Role, Change User Status, and Change User Password

 

You can simultaneously change role permissions, user status, or reset the user password of one or multiple users, by using the drop-down menu above the user grid.

             

Find the user(s) you want to apply this feature to by using the filter methods.

Select the user(s) by checking the box to the left of the username. 

Select one of the options from the drop-down menu: Change User Role, Change User Status, or Reset Password.

Select the Enter button.

 

Incomplete User Status is a status given to a user who does not have all of the required user management page fields complete.  Incomplete user profiles cannot be used in Inn-Flow until all required fields are completed. An Incomplete status will prevent a user from being able to login, be scheduled, or punch into the time clock.



Change E/HID Access

 

The Change E/HID Access button located at the top of the User Management Search page is used to change the E/HID access for multiple users at once. 

 

Select the Change E/HID Access button.  A page by the same name will load.

Select the E/HID that you want provide/remove access to. 

Use the check boxes along the left side of the page to provide/remove access to each user.  (TIP:   You can select any of the headings to sort the list of users by that heading.)

Save & Close.

 


 

Payroll Deduction Settings

 

Payroll Deduction Settings are only needed if you are subscribing to Inn-Flow’s payroll module. Payroll deduction types that apply to your company are created here. These deductions can then be applied to a specific employee from that employee’s user management page. Typically, only your Inn-Flow Administrator, or an Owner/CEO role will have access to this feature.

 

To create and edit a payroll deduction type:

 

Select the payroll deduction settings button on the User Management page. This will load the Payroll Deduction Settings page.

Select the + Payroll Deduction button.

Complete all required fields and save.

You can now apply this deduction to your employees.  Go to the Payroll Settings section of this user guide to learn more.

 


 

Add a New User

 

To add a new user, select the Add New User button. The Create New User page will load.  Complete all required information and select Save and Close. For more information about the sections and fields on this page see the User Detail Sections below in this user guide.




User Detail Sections

 

The Create New User page is divided into the following sections:

 

General Information: Basic user information

 

Access Control: These settings determine the features each user will have access to.

 

Labor Management Settings: These settings are related to the Labor Management module.

 

Payroll Settings: These settings define how the employee’s payroll is processed and determine PTO (Paid Time Off) eligibility.

 

Sales Module Settings:   These settings are only required for sales associates that are using the Sales Module.

 


 

General Information

 

Username and User ID:   When a user is created in Inn-Flow, a standard username and unique User ID are automatically created. The standard format for the username is firstname.lastname.

 

Email:  The email address listed for an employee is used for email notifications, including password reset notifications. If a user has their own email address, it should be entered in this field.

 


Access Control

 

Access Control: Select each of the Enterprise, Hotel, and Non-Hotel business accounts the user should have access to. A user can have access to one or all hotels, the enterprise, or one or all non-hotel accounts.  

 

Role Permission: Role Permissions restrict which modules, pages, and features each user will have access to. To view and edit role permissions, select the Role Permission button and the Role Permission page will load. For more detailed instructions on the Role Permissions and the role permission page, see the user guide page for Role Permissions.

 


 

Labor Management Settings

 

Employee Type: Select if the employee is Hourly, Salary, or Excluded from Payroll. This determines how the employee’s hours are tracked and calculated for payroll.

 

Average Hours Worked

 

Enter the average number of hours an employee works in one week in this field. If the hotel has not been using Inn-Flow long enough to establish a Look Back period, this setting is used to determine if the employee is eligible for PTO (Paid Time Off).  

 

This field plays a vital role in the PTO calculation process. Inn-Flow uses a Look Back period to determine if the average hours worked meets the minimum threshold to qualify for PTO. If an employee does not have enough payroll history in Inn-Flow, the system will use the Average Hours Worked field in the calculation to determine if an employee meets the criteria to accrue PTO.  

 

 Steps to Enter Average Hours Worked:

 

Select the user from the list of users and the User Details page will open.

 

Scroll down to the Labor Management Settings section.

 

Select the Average Hours Worked field and enter the average number of hours the employee typically works each week.

 

Select the Save and Close button.

 

Salaried Hours/Week:  This setting is required for Salaried Employees only. When Salary is selected as the employee type, you will be prompted to complete this field. Enter the number of hours the employee is expected to work in the field next to the HID that the user’s payroll hours should be assigned to. The hours can be split between multiple hotels; but, cannot exceed 40 hours per week. However, the hours entered here will calculate and appear on the export file for each hotel that the employee’s hours were assigned to. 

 



PTO Type

 

PTO (Paid Time Off) settings are enterprise specific and set up during the features configuration process based on the PTO policies of the client. This guide will detail the steps required to add PTO types to user accounts and adjust PTO balances. 

 

Creating PTO Types

 

PTO Types are created during the initial features configuration process and are based on the client’s PTO policies. PTO Types are enterprise specific. You can edit existing PTO Types and create new ones on the following page: Labor Management > Administration > PTO Settings.

 

Add PTO Types to Users 

 

If your company offers PTO, then you will need to add a PTO type(s) to each employee so that Inn-Flow can start tracking PTO for that employee.

 

Follow these steps to enter a PTO for a user:

 

Select the user from the list of users so the User Details page will open

 

Scroll down to the Labor Management Settings section and select the +PTO Type button. The PTO Type screen will open.

 

Select the PTO Name you need to add.

 

The PTO Start Date will automatically default to the employee’s hire date (Make sure the hire date is accurate).

 

The Current PTO Balance field will be grey and cannot be edited from here.  To change the PTO balance, follow the instructions below for PTO Balance Adjustments.

 

Select the Save button and the PTO Type will now be listed for the employee.

 

PTO Balance Adjustments

 

If there are previous PTO Balances, the client will need to manually enter the PTO balances for each employee using the PTO Adjustments feature.  

 

Follow these steps to adjust a PTO balance:

 

Select the user from the list of users and the User Details page will open.

 

Scroll down to Labor Management Settings and select the PTO Name that needs a balance adjustment.

 

The PTO Type window will open, then Select the +PTO Adjustment button.

 

A second window will open titled, Add PTO Adjustment.

 

The Date will default to today’s date. PLEASE NOTE: The Date is very important.  Inn-Flow will not allow an employee to use or schedule PTO if they do not have enough PTO accrued. An employee can’t use PTO for a day prior to the date that the balance is accrued, or the adjustment is entered. You may need to backdate adjustments to make sure the adjustment is posted before the employee’s scheduled PTO day.

 

Enter the Adjusted PTO amount in Hours and Minutes (HH:MM). If you are reducing the balance enter it as a negative (-).

 

Use the Note section to explain why the adjustment was entered (The notes can be useful if an employee inquires about their PTO balance and usage.) 

 

Once all required dates are entered, select the Save button. 

 



Payroll Settings

 

If your company is using the Inn-Flow Payroll Module at any property, then you will be required to complete the Payroll Settings section for all users, unless their Employee Type is set to “Exclude from Payroll”. The information entered in this section is linked to the payroll accounts for each employee. Any changes made to this section will become live immediately.   Please use caution when making changes. For example, if the Direct Deposit account number was incorrectly changed, this will cause the employee’s payroll to be deposited in the wrong account. 

 

Employee Type: Select if the employee is Hourly, Salary, or Excluded from Payroll. This determines how the employee’s hours are tracked and calculated for payroll.

 

Hotel Wise Payroll Settings: This section is where you enter the E/HID that will be responsible for this employee’s payroll. A user can be assigned to multiple E/HID’s for payroll.  

 

Enterprise Wise Payroll Settings: These are employee payroll settings that are not E/HID specific and will not change if the employee is moved from one E/HID to another. 

 

Garnishments Settings: Garnishments are involuntary deductions that must conform to certain federal or state requirements. Inn-Flow identifies the following items as garnishments when you select them from the list of deductions: Bankruptcy, Child/Spousal Support, Creditor/Federal Agency Debt, Federal/State/Local Tax Levies, and Student Loan Debt. Use this feature to upload any garnishments that apply to an employee. Once the garnishments are uploaded, they will be created by Inn-Flow in the Payroll Module. If any of the information is missing or unclear, an Inn-Flow Payroll Specialist will contact you for further details.

 

Deduction Settings:   Deductions are amounts that are voluntary withheld by an employee from their paycheck. These typically include: insurance, retirement plan, etc.

To add a deduction to an employee: 

 

Select the + Payroll Deduction button from the User Details page.

 

Select the check box next to the deduction you want to apply. If the deduction you need does not appear on this page, then you’ll need to add it to the Payroll Deduction Settings page. See user guide instructions above on this feature.

 

Complete the required fields and Save.



 

Sales Module Settings

 

These settings apply only to those users that are sales associates using the Sales Module. You can use this section to assign task type goals to a sales associate. If you are set up to use the Inn-Flow Sales Module, then you should see Sales Tasks listed in the Task Type Goals grid. Assign either a Daily Goal or a Weekly Goal for each task. This information is used in the sales reports to determine whether a sales person is meeting their tasked goals.


Documents

 

The Documents section of the User Management page is meant to be used to upload, store, and organize all documents related to a specific employee. Each document you upload is assigned to a document type. By default, the following types are available: Certification, Disciplinary Action, New Hire, and Performance Review. You can create additional Types as needed.

 

Rules: The ability to Delete a document and the ability to create a new document type is controlled by role permissions. 


Terms


Look Back Period: An established timeframe used to determine if a user meets the qualifications to accrue PTO.

 

PTO:  An abbreviation for Paid Time Off (vacation, sick leave, etc.)