Staff Setup - Details of the fields on each tab

Setup required before use	Who Can Use It?	Where Is It?
Office details Document templates Create staff rates Attributes Skills Offices	Director System Administrator	Practice > Staff & Application Security > Open Staff Record

1. SalutationChoose the title to be entered for the staff member from the drop down list. i.e. Mr, Mrs, Dr. etc.
2. Given NameType the first name of the staff member. This name will appear in the user login screen, Synergy list views where staff names are shown, and in Synergy reports. If the staff member is a Project Manager access level or higher, this name is also shown in the Project Manager drop down list shown when creating a Project.
3. Family NameType the last name of the staff member. This name will appear in the user login screen, Synergy list views where staff names are shown, and in Synergy reports. If the staff member is a Project Manager access level or higher, this name is also shown in the Project Manager drop down list shown when creating a Project.

Click the image above to view a sample of the user login screen.

4. Formal TitleThis is the job title for the staff member. i.e. Director of Infrastructure.  This be added to Synergy reports, can be added as a bookmark in document templates such as invoices.
5. Reports toNominate who the manager is for this staff member. The manager will be responsible for reviewing timesheet entries, remuneration etc.
6. Primary Staff RateSelect the default charge-out for the staff member.  Add extra Staff Rates on the Additional Staff Rates tab if required, which the staff member can select when entering timesheets. Create the rates within Practice > Rates.
7. OfficeSelect the main office location that the staff member works within. If the staff member works in multiple office locations, use the Office tab to select the extra locations. *Synergy Enterprise Feature - Available if multi office is enabled on your Synergy license*
8. Can use 'Inspection' type rates on timesheetsCheck this box if the staff is allowed to use site inspection rates when entering timesheets.  Set up Inspection Rates in Practice > Rates.
9. Employment DateSelect a start date for employment for the staff member from the drop down calendar.
10. ActiveThis box is checked by default on new staff records created. This shows that the staff member is currently employed at the company. Uncheck this box when the staff member leaves the company to disable the account. When this box is unchecked the termination date field will be shown, to enter when the staff member leaves the company.
11. Termination DateSelect the date the staff member leaves the company. This field is only shown when the Active box is unchecked.
12. Allow Application AccessThis allows the staff member to login to Synergy.  All staff which want to enter their own timesheets will require this box to be checked, to enable application access. If this box is unchecked the staff member cannot login to Synergy.
13. Access levelSelect 1 of the 6 access levels from the drop down list. These are User, Assistant Project Manager, Project Manager, Director, Administrator, and System Administrator. Click here for a definition on each of these access levels.
    Staff with the power user image a shown have Assistant Project Manager access level or above. Staff with the named user image shown have User access level. These user type symbols are only shown for accounts with 'Application Access' enabled on the staff record. These images are only shown if your Synergy license has included a number of power or named users which are allowed to have access to Synergy. The number of power or named users is defined when you purchase or renew your Synergy license. Only 'Active' staff records count towards the number of power or named users. Contact the Total Synergy Support Team for more information about the license options on 61 2 8197 9000.
14. Contract Admin User NEW 4.8.5Check this box to allow the staff member to use the Contract Administration feature. When this box is unchecked the module is not shown in the menu's within Synergy. If this checkbox option is not displayed on the staff record, then you have either not purchased this module, or your companies license is not setup with a defined / limited number of users that can use this feature.
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    Contract Administration is and add-on module, and will only be available if you have a valid Synergy license. Contact Total Synergy Support if you have any queries about your license on 61 2 8197 9000.
15. Connect User NEW 4.8.5Check this box to give the staff member access to run the Connect interface, to transfer the financial data to your accounting package. If this option is unchecked the Connect menu options are not shown in Synergy. If this checkbox option is not displayed on the staff record, then you have either not purchased this module, or your companies license is not setup with a defined / limited number of users that can use this feature.
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    Connect is an add-on module and will only be shown if you have a valid Synergy license for this module. Contact Total Synergy Support if you have any queries about your license on 61 2 8197 9000.
16. Operator IDThe Operator ID is selected when the staff member logins to Synergy. This ID is shown throughout the system audit features, when indicating who created records, who made changes and when the change was made.
17. PasswordSecure password for each user.  The password can be up to 40 characters in length. The password is encrypted into the connection string that accesses the database.  Should the user forget the password, only users with Administrator, System Administrator or Director access can reset the users password.   The user can reset their own password once logged in viaUser settings.
18. Card IDUse the Card ID to sync expenses successfully to the supplier record in your accounting system. Add a unique ID to the Staff record in Synergy and the same ID against the Supplier record in MYOB. If using Xero Connect, the Staff Card ID will be sync'd with the staff record the first time a staff expense is sent for the Synergy staff member. Want to learn more? Connect > Expenses sync checklist

The following options are available to be changed for each staff member.

Many of our reports show cost, as well as other data such as agreed fee, invoiced to date etc.  Cost is used to calculate profit on a project and to help Project managers establish cost to date figures or within a date range.  We store two types of cost in the system - Std. (Standard) Cost and Actual Cost.  Refer toStaff rates and Staff actuals for more information. 

Standard: Calculates an estimate of cost on reports and Project screens (charge out less profit)

Actuals: Calculates cost based on real staff cost including overheads

Create offices

Settings that relate to offices

1. TypeSelect relevant type of Salary, wages, part-time, casual or contract.
2. Calculate byChoose if the salary is calculated as an Annual package (All inclusive figure i.e. salary + super + extras), an Annual salary (Base salary only excluding super), or a Pay rate/hour (rate excluding super). Enter the remuneration amount.
3. Annual extrasUse this option to enter a value for any extras on top of the salary, such as car, phone or Internet etc. If annual package is used as the calculation method, when you type a value here it is used to then calculate the salary and super value.
4. SuperannuationValue defaults from the Financial control (Tools Menu).  Can be set to 0 for contract staff.
5. Hours/yearValue defaults from the Financial control (Tools Menu).  Can be altered per individual to more accurately work out a base hourly cost rate.
6. AvailabilityValue defaults from the Financial control (Tools Menu).  Can be altered per individual to more accurately work out a base hourly cost rate.
7. UtilisationNominate a percentage value of how much time the staff member is working on project billable tasks. 
8. Overhead adjustment NEW 4.8.8The overhead defaults to 100%. Update this percentage to mark up/down the overhead cost for a staff member. This can be required when a staff member works from home, or from a remote office which does not cost as much to keep them employed as a staff member working in the primary office location. If the staff member works in the primary office location this figured is expected to be left at the default value of 100%. i.e. Update the overhead adjustment value to 80% and the actual overhead cost for the employee is discounted by 20%. When the overhead cost is reduced the actual cost charge out rate is the then also reduced for that staff member.

Director	30-60 %	most directors take a strong internal management or marketing role hence not fully productive
Senior Profession staff	75-85%	these staff will spend some time on staff management
Mid level Professional staff and CAD Technicians	85-95%	usually solely working on projects, min admin time
Junior/Trainee	60-80%	some down time for internal training
Admin staff	0-20%	only apply a percentage when admin staff will actually book their time to a project for large submissions etc

CostAll encompassing hourly rate to employ the staff member. Pay rate/hour  +  annual extras  +  super  +  availability markup

Overhead costAppears as 'Actual cost' throughout project financials and reports. Cost  x  overhead rate  i.e. 53.66 x 2.0

ChargeThis is the estimate charge-out rate required in order to cover staff salary cost and overheads and to achieve target profit - compare this to Staff Charge-out Rate estimated Overhead cost. Cost including overhead  +  profit markup  i.e. (53.66 x 2.0) + 25% = 134.15

The Associate Director rate has an OH cost (estimate) and a charge figure. Compare these 2 figures with the Staff OH cost and charge figures. 

To break even - cover staff costs and overhead - the Staff Overhead cost should remain below the Rate Oh Cost. If the Staff OH cost is higher than the Rate OH cost, the Staff OH cost is not being covered and Practice Profit Target is not being achieved. Though if the Staff OH cost is less than the Rate Charge, a profit will still be recorded for each hour worked by the staff; when invoiced at the full rate. If a rate is invoiced "at cost" the profit earned will be zero. If the item is written off, the profit will be negative cost value.    

When the remuneration is first set for a new staff member, the effective date will set automatically to the employed date.  Though when updating staff remuneration upon save you will have the ability to set an effective date.

What this will do is give you the ability to back date the remuneration change prior to the current day.  All un-invoiced transactions will then be recalculated from the date selected.  No billed transactions will be recalculated. 

Effective date changes

When the cost rate is added for a new staff member, the effective date will set automatically to the employment date.  Though when updating staff remuneration, upon save you will have the ability to set the new effective date.

What this will do is give you the ability to back date the remuneration change prior to the current day.  All un-invoiced transactions will then be recalculated from the date selected.  Billed transactions won't be recalculated. 

You may notice the phone and fax details are generating automatically. This is because we copy the office details from the Office Settings. Keep this office information up to date, so new staff created will have the correct data added. 

By default John's staff rate is Designer.  When he does a timesheet the time will automatically be allocated to Designer.  On some projects he needs to indicate he's done some CAD work, and needs to charge out his time to the CAD Technician rate.  Add the additional rate of CAD technician on this tab, for John to use in his timesheets.

1. Click Add staff rate.
2. Check the boxes for each of the additional rates required for this staff member.
3. Save.

1. Click Add Overtime rate.
2. Check each of the required overtime rates for this staff member.
3. Save.

1. Open the Staff > History tab.
2. Select the 'Undo last change' button.  A message will prompt to check you want to do this.  Select Yes.
3. Select Remuneration tab and make relevant changes - remembering the effective date will be set upon clicking save.

1. Select a skill from the drop down list.
2. Set the date acquired and expiry date.
3. Enter a level attained.
4. Provide a note.
5. Save.

1. Open the Staff > Calendar tab.
2. Each staff record will default to have the days Monday to Friday checked, and working 'Hours per Day' set to 8.
3. Change to work days by using the day boxes. Check each of the days the staff member works on.
4. Type the number of working hours per day.
5. Save .

1. Click under Value (in the white area).
2. Depending on the attribute type either type a value (text), select from the list or drop down etc
3. Save.