Today’s post is by Jessica Barber, one of our Tech Support Specialists.
When you’re working with software, what is entered in will be what comes out. For example, “June” in is “June” out, while “Jume” in is… nothing. (The exception to this is Autocorrect, where “Jume” in becomes “pony” somehow.)
Entering Employees and Clients to create Job Orders are the roots to your front-office setup. So entering correct data into these records is absolutely crucial.
When entering an Employee, be sure to have the correct contact information, correctly spelled. Address info is needed to print labels, rosters, mail W2s, etc. Phone and cell numbers are needed to be able to text job opportunities. And a correctly spelled email address is necessary for obvious reasons.
Contact information isn’t the only kind of data that should be completely accurate. The Employee Master Record holds important information that’s used throughout the system. For example:
- Call-Ins – Used to get the availability report and in job order searching.
- Address, Name, SSN – Used in W2, pay, Rosters, Labels, Quarterly files, etc.
- Skills – Used for Job Order searching.
- Alien Expiration, Drug Screen, Police Check, Local Check information – Vital for employment and legal issues.
- Date of Birth – For New Hire reports, as well as the Health Census.
- EEO info – Needed for EEO Reports.
The Client record needs the same degree of accuracy as the Employee record, both for the company itself and for each contact at the client company. In addition to the information needed for Job Orders, the Client Record has these requirements:
- Having the correct Status is vital for pulling reports. A new client has the default setting of Prospect; once an order is added, the status will become Active.
- Having the correct email address for your contacts at the company is essential for mass mailings and email marketing.
- And of course, anything having to do with taxes or worker’s comp codes needs to be absolutely correct.
It can be tough to remember to double-check an employee’s or client’s data when you’re first entering it, but just taking a few extra seconds to verify your information can save you lots of time in the long run.