Step-by-Step Guide to Setting Up and Using Staff Accounts

Staff accounts are designed primarily for external use, such as assigning jobs to offsite designers or contractors. However, they can also be used internally for managing specific tasks within your organization. This guide will walk you through setting up staff accounts and utilizing them efficiently.

Step 1: Accessing the Staff Accounts Section

1. Navigate to the Staff section in your system dashboard.
2. Click on Add Staff to create a new staff account.

Step 2: Creating a Staff Account

1. Enter the required information for the new staff member.
2. Input their email address (ensure it is correct as the system will send them an activation link).
3. Click Save to create the account.

Note: Once the account is created, the staff member will receive an email with a verification link. They must verify and approve their account before they can log in.

Step 3: Assigning Jobs to Staff

1. When a quote is paid and converted into an invoice, the job will appear in the Production Dashboard.
2. Click on the Job Card for the specific project.
3. Locate and click the Assign Staff button.
4. Select the appropriate Designer and Printer for the job.
5. Click Assign – this will trigger an email notification to the selected staff members.

Step 4: Staff Workflow and File Management

1. The assigned staff member logs in and accesses the job details.
2. The designer can download the original client’s art file from Step 3 of the job.
3. Once the necessary edits are completed:
   • Upload the SEP file.
   • Upload the Mockup file.
4. After files are uploaded, the system automatically emails the customer for review and approval.
5. Once approved, the job progresses to the next stage of production.

Additional Notes

• Commission Settings (Deprecated): The commission function was previously used for tracking designer or printer commissions per location but is currently outdated.
• Future Updates: Enhancements such as sales accounts and improved permission settings will be added in upcoming updates.
• Support: If you have any questions, customer support is available Tuesday through Friday at 602-523-14.

Conclusion

Staff accounts streamline job assignment and production processes, particularly for external contractors. While primarily designed for external use, they can be adapted for internal staff management. Future updates will improve functionality, making them even more useful.