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Employee Configuration

Learn how to configure employee profiles in Bravo, including adding new users, assigning roles, setting security permissions, and managing time clock and payroll settings.

This guide will take you step by step through the Bravo employee configuration features. 

Access to Bravo configuration settings is a privileged function. Only system administrators and store managers should be provided access.  These settings are the key to the successful execution of Bravo features.

Click on the links to jump to that section of the guide.

The System Configuration screen is displayed by selecting the System Configuration button on the Bravo Dashboard. 

Note: This button is only visible if the logged on user has the authority to access these functions.

 

The System Configuration screen is divided into three panes. 

 

  1. The left pane contains a hierarchical display of the existing stores, employees and workstations in the company. 
  2. The center pane contains the main work area.  There are a number of tabs on the top that change based on what is selected in the navigation pane.  Each tab provides a different type of configuration.
  3. The pane on the right side of the screen contains the button list.  This list will change based on the tab that is selected in the main work area.

 

Adding a New Employee

To Add an Employee:

  • Select an existing employee from the navigation pane
  • Select the “Add Employee” button in the button pane on the right side of the screen.

You will see a pop-up window asking what Employee Group you would like the new employee to belong to.  You also have the option to copy from an existing employee.

 

If you want to set your employee security by user group, you will want to select the user group appropriate to the new employee.  Each group has preset securities that will be turned on automatically. 

 

If you would like to copy security from an existing employee, select the radio button next to From Employee. This will allow you to copy all security and limits from an existing employee.  It is recommended that before copying security from an existing employee, you review all securities and limits of the employee you wish to copy from.  

You cannot select a security higher than your own.  If you are a manager, for example, you will not be able to add a full access user.  You will need to consult with the full access user at your company. 

Once you have selected the appropriate employee group or employee, you will be taken to the Add Employee screen.  

 

Enter the Employee's information. 

The minimum information needed to set up a user profile in Bravo is First and Last name, Login/Alias, Status and Language.  Adding additional information on the employee is optional.

The employee's Status should be set to Current.  

If you are part of a multi store company, make sure that you verify the region is set correctly.

The employee will login to Bravo with the Login/Alias that you set for them.  The first time they log in, they will use PASSWORD as their first time password.  They will need to change their password immediately.

To complete the set-up, configure the employee's security and limits.

Have existing profiles already configured the way you like? Click here to see how you can make new profile from existing profiles.

 

 

Accessing and Editing an Existing Employee 

If you are editing a current employee, you will need to select them from the list of current employees.

To access the Employees list, click on the arrow next to Workstations from the tree in the left pane.  

 

The first tab contains general information about the selected employee.

  • Select the Edit button to allow the employee data to be modified.
  • Review the employee information and change any value.

 

If you would like to add or change a photo of your employee, right click on the photo box on the right.

 

Selecting Change Photo will bring up the camera on the computer to take a picture

 

This will turn on any attached web camera.  You can capture the employee's image by clicking Get Snapshot.

 

Employee photos will appear on the top right hand corner of the screen above their login alias.

From main employee screen, the user can also view the selected employee’s history.

Select the View History button to generate a report on the selected employee.

 

This will show a history of changes made to the Employee's information.  It will not log changes to security settings of Limits.

Select the Reset Password button to change the password for the selected user.

The Reset Password screen will be displayed with the user name populated. 

 

  • Enter a new password
  • Reenter the new password to confirm it is correct.
Note: Bravo will verify the format of the password based on the rules established for the store.  Invalid passwords or passwords that were used within the last X passwords will not be accepted.  X is a value defined in the store’s configuration settings.

 

 

Changing Securities 

The next step is to review the securities.  Securities were preset based on the employee group that was selected, however individual securities can be customized for each employee.

Click on the tab labeled Security.

 

The security tree is defaulted to be collapsed.  There are arrows  next to each group that will allow you to expand and see the entire tree.

Click Edit.

This allows you to make changes to the security settings.  You can choose to open each menu individually, or you can view the entire list by clicking Expand All.

When securities are enabled they show as Allowed. 

When securities are turned off for an employee they will either show Not Allowed or Manager Approval .  If a security shows Not Allowed, the employee will not see that function in Bravo.  

Some securities will only set to Allowed or Manager Approval.  If a security is set to Manager Approval, the employee will be able to view or start a process or function, but will need approval from a user with that particular security set to Allowed.

Once all securities are adjusted, click Save.

Click the blue link to check out this article on Best Practice for Employee Settings

 

 

Setting Limits

Next click on the tab labeled Limits and click Edit. 

 

The Limits tab is where the users approval authority is capped.  Set limits that are appropriate for the employee under each transaction type.

You cannot set limits higher than your own.

User limits are defined as:

  • Loan Maximum – The largest loan, in dollars, that this employee can make to a customer
  • Buy Maximum – The largest buy, in dollars, that this employee can make from a customer.
  • Sale Maximum – The largest sale, in dollars, that this employee can make to a customer.
  • Retail Txn Maximum – The largest retail transaction total, in dollars, that this employee can make to a customer.
  • Pawn/Buy Exceed Estimator Maximum (Amount) – The largest amount, in dollars, per item that this employee can exceed the Estimator-generated amount for loans and buys
  • Pawn/Buy Exceed Estimator Maximum (%) – The largest percentage, per item that this employee can exceed the Estimator-generated amount for loans and buys
    • Setting this greater than 9000% will allow approval of all
  • Repository Shortage – The maximum dollar amount that this employee can approve if a shortage condition exists on a till or other repository upon opening or closing.
  • Repository Overage – The maximum dollar amount that this employee can approve if an overage condition exists on a till or other repository upon opening or closing.
  • Till Minimum – The minimum dollar amount an employee should have in his/her till during the work day. Warning messages are displayed if the amount in the till falls below the Till Minimum.
  • Till Maximum – The maximum dollar amount an employee should have in his/her till during the work day. Warning messages are displayed if the amount in the till exceeds the Till Maximum.

Once limits are set, click Save.

The employee's Till Maximum limit is only used when transferring cash into a till that exceeds the transferring employee's limit. For example, if Employee A is using Till 01 and Employee B is using Till 02, Employee B will get an exception when they try to transfer tender into Till 01 that causes the till balance to exceed the Till Maximum limit for Employee B. 

In the same scenario, if Employee A has a higher limit than Employee B, then Employee A will not get an exception when transferring tender into Till 02 that causes its balance to exceed Employee B's Till Maximum limit, unless the balance also exceeds Employee A's Till Maximum limit.

 

 

Terminating an Employee

In Bravo, you cannot permanently delete an employee profile, however you can make that profile inactive in the system.

This action will remove an active employee from your list in Bravo. Security for this feature should be limited to Managers/Owners only.

Please note that removing the employee will also remove them from reporting.  You may consider changing the employee's password rather than removing them completely.  If you need to add an employee back into the reports, you will need to update their status to Current following the process below.

Start by selecting System Configuration from the Bravo Dashboard.

 

From the System Configuration screen, click the arrow by your store code and then click the arrow  by Employees.  Select the employee from the list.

Click Edit. 

From Status select Terminated and then click Save.

 

The employee has been successfully terminated in Bravo.

 

 

Reactivating a Terminated Employee

Terminated employees will no longer appear in the employee list by default.  To view terminated employee profiles, select Show inactive items from the top left of the screen.

If you need to reinstate an employee, navigate to the employee list just as before and click Show inactive items.

Inactive employee profiles appear in ITALICS. Select the employee and click Edit.

From Status click Current and then select Save.  The employee has been reactivated.