Employee Record FAQ

Q: Why isn’t the client populating in the drop down when trying to assign it to the employee?

A: First, check cost center access.  If the user does not have access to the client's cost center, then a user with access to configure users will need to grant access to the client's cost center.

To give permission to a user (*Must have configure user access*), go to:

  1. Configure
  2. Security
  3. Configure user
  4. Locate the user
  5. Check the box for the correct cost center and save

Next, check to see that the client is already assigned to the client but is listed as inactive. 

Q: How do I resolve the validation: Caregiver has exceeded the maximum allotted hours per week?

 A: The allowable hours per week is set on the employee record in the Demographics tab. If scheduled events, notes, and/or time records exceed this allowable amount, and the corresponding validation is enforced for the user attempting to add the schedule, note and/or time record then this message will be thrown. Depending on the override capability, the data may either not be eligible to be saved or the allowable amount must be increased.

Q:  How do I link a client with a caregiver?

A:  Open the employee record for the caregiver to be linked, click on the ‘Assigned Clients’ tab, click on the ‘Add’ button and choose the client to be added.  Click ‘Update’ to save.  Note:  ‘Date Completed’ is typically used to denote the date that the client specific trainings was completed with the staff.  This field may or may not be required, depending on the configuration settings for the database.

Q:  How do I inactivate an employee record?

A:  From the Employee search grid, open the employee record, select the ‘Employee is Inactive’ checkbox (Demographics tab), and click Save.  Note:  this will only inactive the employee record.  To fully inactivate (preventing the user’s access to OnTarget), the associated user id should also be inactivated from Configure > Security > Configure Users.    

Q:  What is the purpose of the ‘Reports To’ field under the employee Demographics tab?

A:  The ‘Reports To’ field is typically used to denote the employee’s assigned supervisor.  Additionally, the user selected here is the default person responsible for reviewing and approving the employee’s timesheet in the system.  

Q:  When I click on ‘Search’ from the Employees search grid, I am unable to see a particular employee record.  Filtering by employee Name also yields no results.  I know that I have entered the record, but it’s just not visible.  What do I do?

A:  This issue is often the result of a record that has been marked as ‘inactive’, a termination date that has been entered, or a cost center mismatch issue.  To resolve the issue, start by clicking ‘Clear Filters’ from the Employees search grid; then click Search.  If the employee record in question is visible, open the record and ensure that the ‘inactive’ checkbox is not selected and that a date of termination has not been entered.  If either of these are showing in the record, remove them and Save the changes.  If this does not resolve the issue, the root cause is likely a cost center mismatch issue.  Ensure matching cost center access for the logged in user and the employee record.  If there is a mismatch, this could prevent visibility to the record.  

Q:  Does the ‘Credentials’ field under the Employee Demographics section serve a function within the system, or is it used for reference only?

A:  While the ‘Credentials’ field is definitely an important field for reference purposes, it does also serve a function.  Whatever credentials are entered in this field, will display along with the digital signature for a staff completing a note.     

Q:  What is a Credential Type in OnTarget, and is it any different from Credentials?

A:  Credential Types provide a way of filtering service authorizations based on a providers credentials.  For instance, a provider with a bachelor’s degree may be allowed to provide an array of services that are completely different from a provider with masters level credentials.  Credential Types allow for the configuration of particular service/credential pairings and the tagging of specific employee records with those credential types.  Credential types are configured from Employees > Credential Types > Add Credential Type; name the credential type and select the corresponding services.  Once the credential type has been setup, the final step is to open an employee record, navigate to the bottom of the Demographics tab, and select the Credential Type from the drop-down…Save.  

Q:  I have configured the global # of Days Valid and # of Days Before Reminder settings for a particular employee certification from Configure > List Configuration > Employees > Certifications.  However, when I add the certification and enter a Date Completed to an employee record, the expiration and reminder dates don’t populate.  Am I doing something wrong?  How do I get those date fields to populate based on the global certification settings?  

A:  In order to get the date fields for Date Expires and Date Reminder to populate, first add the certification Description, add the Date Completed, then tab 2 times; cycling from Date Expires to Date Reminder.  This action will populate the date fields based on the global certification settings.  Click Update to save the certification to the employee record.

Q:  When I add a pay type to an employee record under the Pay Types tab, the ‘Client’ field doesn’t appear to be required.  Is there a purpose to selecting a client against a pay type?  

A: Although the ‘Client’ field is not required to save a pay type against an employee record, the real purpose of selecting a client against a pay type is to document an enhanced pay rate, based on the client being provided service.  This allows for pay rate calculations to occur within the system, that are client specific.    

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