Labor Guide

Configuration Center

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Login into Aloha Configuration Center

 

Double Click the Configuration Center Icon and Login                                         

Type your Employee Number or Username in the Username Field.

Type your Password in the Password Field

Click SIGN IN

 

How to Enter a New Employee

 

Click on Maintenance

 

Click on Labor

 

Click Employees

 

On the right side of the screen, you will see a button labeled “New” Click on the Down Arrow to the right of the NEW BUTTON

 

 

 

 

 

 

Make sure the correct location is chosen in the drop down

 

Click OK

 

 

It will automatically default to the next available number.

You will need to assign the last four digits of their social security number as their POS number so you will click on the three dots to the right of the POS Employer Number

 

The NUMBER

 

 

ASSIGNMENT box will pop up next

 

Now Click on “This Number” which allows you to enter the last 4 digits of the Social Security number as the Employee number. (If for some reason someone already has that number you will get an error message, then use the last 4 digits of their phone number.  Be sure you let the employee know)

 

    

 

Then click OK

 

ENTERING THE EMPLOYEE INFORMATION:

 

 

In the SS# box enter the employee’s social security number.  It is important for payroll purposes that you enter the correct social security number.

 

To move from one field to the next you can Press the Tab Key. (Directly below the #1 key on the Keyboard.) OR click on each empty field with your cursor.

Type New Employee’s Last Name

Type New Employee’s First Name

Type a Nickname if Different than the First Name (James = Jim)

Continue filling in the new employee’s information including address and phone number.

Once you have entered all the employee information you will move to the next tab “Status”

Entering “Status” Tab Information:

 

 

Click on the Status Tab.

Select their Job Status – Full-time or Part-time.

Enter their Hire Date.

 

entering job code Information:

Click on the Job Codes Tab (Located to the Right of the Status Tab)

Click on ADD Box to the right of your screen and there will be pull down boxes pop up under Job code / Access level / Current pay rate

Pull down the menu for job code and select the Correct Job Code for which this person was hired. (I.e., Cashier, Kitchen, Manager.)

Select the Correct Access Level for this Job Code. (i.e., Cashier = Cashier, Manager = Manager Etc...)

Enter the Hourly wage for the Job Code

Repeat as Necessary, depending on how many different Jobs this New Hire Will be doing.

Press Save

 

For hourly “POS Only” employees you are now finished with entering all information.

It will ask you if you “Would like to preform real time updates”

Click YES if you are done with that employee and would like them in the system. (If you are entering multiple employees check the box under the YES/NO that says Repeat this action for all updates in this session)

Note: Newly entered employees will populate into Hotschedules the next day. Be sure to add ALL job codes the employee will be doing (not just the training job codes) so that you will be able to schedule them accordingly in Hotschedules.

 

Click Yes to Update FOH, Employee, PLU etc..

The Employees number is now active and they can use the Touch screens

 

 

Giving Managers access to CFC on the BOH Computer:

 

Note: A user needs to be created to give another member access to Configuration Center. To do so, go back to the top menu and Click Maintenance – Labor – Employees - Users – then click New.

 

USERNAME (This should be the number that you have assigned them)

 

User Name Scope – Use the drop down to choose their home store

 

Email Address – Use their Viva Email

 

POS Number - (This should be the number that you have assigned them)

 

SECURITY ROLE – Shift Supervisor / Assistant Manager

 

Authorization – Make sure to move the selected store from Available over to Included

 

Now click SAVE

 

CHANGE PASSWORD - After saving, click the 3 dots next to Reset Password – Enter a Temporary Password and save. User will be prompted to enter a new password when login for the first time.

 

 

 

Entering a pay raise:

• Please remember that all pay raises must be approved by the GM and Director and or Owner. 
• A PAF must be filled out and submitted before 4:00 on Tuesday at pay period end.  (if not before) 
• You must make the change to the Employees pay rate on the date that it is to go into effect so that the reports printed from Aloha are correct for payroll.

Open the Employee’s Information by clicking on Maintenance ®Labor ® Employees ® Click the down arrow next to the first employee’s name to pull down the list of employees.  Locate the employee that you need to edit. Click on that employee to pull up their information.

Click on the Job codes tab

Look under the Jobs to the area labeled Pay rates.

Click on the Add Button

A new line under Pay rates will come up.  Enter the effective date and the new pay rate.

Click on the Save button

 

 

How to Terminate and Employee

Open the Employee’s Information by clicking on Maintenance ®Labor ® Employees ® Click the down arrow next to the first employee’s name to pull down the list of employees.  Locate the employee that you need to edit.

Make sure that you are on the correct employee and go to the STATUS Tab next to Employee tab.

Next to “Employment Status” Click the Arrow Down on the Employee Status and change it from ACTIVE to TERMINATED. (This will make a new window pop out below that you will want to fill out with details of the termination)

Fill out the REASON why they were terminated and the END DATE

Click Save

 

 

A note About Terminations & Transfers

• All Terminations must have a PAF filled out and the appropriate documentation within the employee file for the reason for termination. 
• Do not terminate the employee in Aloha until their last paycheck has been cut.
• We do not use the configuration center to Transfer Employees.  Employee Transfer is outlined in the Employee Handbook.  When you have an employee transfer to your store they should be treated as a new hire and fill out all new hire paperwork.

 

 

How to Edit Employee Punches

• If you need to edit an employee’s time on the same day of the edit, make the change from the POS Terminal.  Use the back office to edit shifts for previous days.

Log into Configuration Center

Click on Functions (this will pull down a menu)

Click on Edit Punches

Find the Day you would like to Edit

 

 

        

To ADD an employee shift to the day you have chosen, click the Add Button

Drop the arrow down and find the employee you would like to add

Enter their Clock In Time (Military Time)

Enter their Clock Out Time (Military Time)

Find the correct Job Code by using the arrow down button

Enter the correct Pay Rate

If they need to have tips declared enter the amount in the declared tips

Click Save

 

 

        

 

To EDIT an employee shift – Select the date of the shift – Scroll through the employees shifts and highlight the employee you would like to Edit – A box will pop up

 

Enter their Clock In Time (Use Military Time - for am it is the regular time for PM add 12 to the number)

 

Enter their Clock Out Time (Using Military Time)

 

Find the correct Job Code by using the arrow down button

 

Enter the correct Pay Rate

 

If they need to have tips declared enter the amount in the declared tips

 

Click Save

 

    

 To DELETE an employee, Highlight the employee you would like to Delete and click the Delete Button

 

 

 

How to View/Print a Payroll Report

DAILY LABOR REPORT:  At the end of each day you will want to check labor by viewing or printing a labor report.

Open Configuration Center.  Click on Reports

Click on Aloha Point-of-Sale

Click on Employee

Click on Labor

Click on Labor Sorted by Job Code

Select the Date you wish to report on.

Check the Select all Employees box to see all employees that have clocked in and out for the day.

Click View

• Check the report against the day’s schedule.  Check that all employees scheduled are clocked in and out.  Check that they clocked in under the proper job code.  Be sure to correct any issues you may find.  (Remember if you are correcting issues for the current day they need to be done from the POS terminal, issues that occurred on previous days must be corrected in the back office on configuration center – See Editing Punches Above)

Click Print  (If you need too)   Click Done

 

 

End of Pay Period labor report:

If you have been checking your labor on a daily basis with the Daily Labor Report, checking this report is a much easier job.

 

Open Configuration Center.  Click on Reports

Click on Aloha Point-of-Sale

Click on Employee

Click on Labor