Clerks/Staff Members

 

Back Office >Clerks > Clerk Records

 

Description

 

This menu item is used to create/maintain/view Clerk/Staff records. The Clerks/Staff viewed can by filtered by Clerk Number, Name and/or Clerk/Staff Group. The list of Clerks/Staff returned can also be sorted by clicking the column headings.

 

Clerk Records

 

 

This screen is accessed from here.

 

Search Filters

 

  • The filters at the top of the screen can be used to limit the number of rows displayed in the grid. The filters include the following types:


 

Grid

 

The grid displays the: #, Name, Contact #, Card Number, Clerk Group, Security Group, Back Office, POS and Password Set indicator. Note : To edit an entry in the grid, double click a row. Rows displayed in the grid can be sorted by toggle selecting the column headings.

 

Footer

 

  • New - Select to add a Clerk/Staff Member.
  • Full Edit - Select to edit the selected Clerk/Staff Member.
  • Delete - Select to delete the selected Clerk/Staff Member. It is not recommended to delete Clerks/Staff Members that have sales history.  Making them inactive would be the preferred option.
  • Close - Select to exit.

 

Clerk Full Edit

 

 

This screen is used for entering/maintaining Clerk/Staff Member related details and for assigning the Clerk/Staff Group and Security Group. The Clerk/Staff Group and Security Group are mandatory and must be assigned in order to save the Clerk/Staff Member details.

 

Header

 

  • # - Displays/Enter the Clerk/Staff Member Number.
  • Name - Enter name of the Clerk/Staff Member.
  • Access - Select either or both of the following to ensure the selected Clerk/Staff Member has access to:
    • Back Office - Select to ensure access to Back Office.
    • POS - Select to ensure access to Self Service and Touch.

 

Note :  When terminating a Clerk/Staff Member, ensure the above Access checkboxes are NOT selected.

 

Details

 

  • RFID/Card# - Enter the RFID/Card Number assigned to the Clerk/Staff Member and used in Touch. Note : The entry of alphanumeric RFID/Card #s are allowed.
  • PIN - Select the Update text to open the Update Password prompt (as seen below) to change the current password.

 

Enter the Clerk/Staff Member's password (in the form of a Pin number) to login to Touch. Note : If no password is specified, then a default of 0 is assumed. This provides flexibility in that you can choose not to assign passwords for Clerks/Staff in Touch and still be able to log into Swiftpos with any Clerk/Staff Member that has not been assigned a password by entering 0 at the prompt. Please note that the Clerk/Staff Member must have SQL login privileges to be able to login to Swiftpos in the first place. For more information on SQL login privileges ...

 

  • Contact # - Displays/Enter the Clerk/Staff Member's contact number.
  • Email - Displays/Enter the Clerk/Staff Member's email address. Generally used to send emails to the Clerks/Staff as part of Batch Reports email runs. The maximum length of an email address that can be entered is: xxxx@yyyyyyyy - Where xxxx can be a maximum of 64 characters and yyyyyyyy can be a maximum of 255 characters.
  • Clerk Group - Select from the drop-down list the Clerk/Staff Group to which the Clerk/Staff Member is to be assigned.
  • Security Group - Select from the drop-down list the Security Groups to which the Clerk/Staff Member is to be assigned.
  • Windows User - Displays/Enter the Domain\Username combination of the Clerk/Staff Member. For example : SWIFTPOS\AUser. This will ensure that when Back Office is opened, the Clerk/Staff Member currently logged into Windows will also be automatically logged into Back Office. Thus, avoid having to Login. Note : Another user can still login to SwifPOS Back Office by selecting the Log Off button.

 

Language

 

  • Language - Select from the drop-down list the language preferred for the selected Clerk/Staff Member. Note : This setting will only take affect the next time the staff member logs into Back Office or in Touch, when the Support Multiple Languages option  in Touch has been selected.

 

Notes

 

  • Notes - Enter any Clerk/Staff Member specific notes here. For example: Available working days, special work arrangements, scheduled leave, employment status etc.

 

Financial Details

 

  • Pay Rate ($) - Displays/Enter the hourly pay rate for the selected Clerk/Staff Member.
  • Authorisation Limit ($) - The default is -1.00 which indicates no limit is set. If required enter a value in either or both of the following:

    • Purchase Request - Displays/Enter the purchasing limit in dollars the Clerk/Staff Member is allowed to request without requiring authorisation. Once the limit is reached, an email is generated and sent to the Authorisation Email Group.
    • Purchase Order - Displays/Enter the purchasing limit in dollars the Clerk/Staff Member is allowed to order without requiring authorisation. Once the limit is reached, an email is generated and sent to the Authorisation Email Group. Note : See also Supplier PO Authorisation Limit and Manual POs Only option.
    • Credit Limit - Displays/Enter the maximum Credit Limit in dollars the Clerk/Staff Member is allowed to enter in Credit Limit field of an Account/Member's Account. When a Credit Limit is entered that exceeds the maximum specified here, a notification prompt similar to the one below will be displayed to the Clerk/Staff Member:

       

 

Roles


  • Default - Select from the drop-down list the Default Role.
  • Allowed - Select to open the Clerk Roles Selection screen to select/deselect the Role(s) the Clerk/Staff Member is allowed to perform.

 

Footer

 

  • New - Select to add a Clerk/Staff Member.
  • Save - Select to save changes.
  • Undo - Select to undo changes made.
  • Enrol Finger Prints - Select to add finger print details against the Clerk/Staff Member for use with Touch. For more information ...
  • Close - Select to exit.

 

Clerk Roles Selection

 

 

Enrol Finger Prints

 

Pre-Requisites

 

  1. The Digital Persona Software must be installed in order to make use of this feature.

 

Operation

 

  1. To enrol a fingerprint, click the finger on the selected hand you wish to enrol.


  1. Repeat until you have 4 successful scans.


  1. Select the next finger you wish to enrol and repeat the scan process or select OK when finished.

 

Related Topics

 

  1. Clerks/Staff
  2. POS Configuration Index - Clerks/Staff Configuration
  3. POS Operation Index - Clerks/Staff Features
  4. Security

 

Published 06 Aug 2026