Add a Personnel Account

Personnel Accounts can be created for a contact who does not need to be a User, but does need to be assigned in a personnel field on an event. Examples of event personnel fields are Account Rep, Salesperson or Coordinator. If a personnel account has been created when adding a new User, this personnel account can then be used on personnel fields on an event. 

If you need to create a personnel account for a User to allow a user more access to the system, please see Manage User Personnel Accounts.

In this article:

Add a Personnel Account

  1. Navigate to Contacts - Personnel page and click Add. The Add Contact window opens. 
  2. Add a First Name, Last Name and any additional details required by your organization. For example, your organization might choose to record a Personnel Department or Personnel Position on each personnel account.
  3. Check the Account Code field:
    • If your System Parameter ACT102 is configured to auto-assign an account code to new personnel accounts, the account code field will show a default '*', and this field will be populated with the next account code in the sequence when you save the record.
    • If your System Parameter ACT102 is not configured to auto-assign an account code to new personnel accounts, the account code field will be blank and you will be required to add an account code before you can save.
  4. To upload a profile picture to the contact, see steps 3-7 of Upload a profile picture to a Personnel Account.
  5. To link the personnel contact to an account, navigate to the Details tab and open the Organizations section.
  6. In the Add dropdown, select Add an Existing Account (Parent). The Edit Relationship window opens. The Relationship displays as User Name is a contact of *blank*.
  7. In the blank field, select the organization account. In the Advanced section, the Personnel status changes to Secondary.
  8. Click OK.

Upload a profile picture to a Personnel Account

  1. Navigate to Contacts - Personnel page and find the contact you would like to update.
  2. Right click on the contact and select Edit. The Edit Contact window opens. 
  3. In the Logo Image field, click Select Account Logo. The Select Image window opens.
  4. Click the ellipses (...) button to select an image from your computer. The Open window displays.
  5. Select the image. For user profile images displayed on the home screen we recommend:
    • Recommended size: 128x128 pixels
    • Required minimum size: 84x84 pixels
  6. Click Open. You return to the Select Image window.
  7. Click Select.
  8. Click OK. Your image will be saved on the Personnel Account.

Personnel Account Security

Access to personnel accounts is controlled by the Allow Access to Personnel Accounts access privilege. Users and/or roles assigned to the privilege are allowed to access personnel accounts anywhere in the software. Any users not assigned to the privilege are not able to access personnel accounts outside of the Personnel module. If no users are assigned to the privilege, it is considered inactive and no users can access personnel accounts outside of the Personnel module. 

Related articles

Comments

16 comments

Date Votes
  • Ungerboeck

    If you are not licensed to the personnel management module, you may access the same window through Organisation Administration

    0 upvotes

  • Marilene Vasco

    Hi,
    What "Privileged" means in the Personnel Account - > General tab.
    What is it for?
    It has a radio button to tick on the right hand side of the screen.

    Thanks,

    0 upvotes

  • Maggie U.

    Hi Marilene,

    The original intention of the checkbox was to mark accounts which people within your organization should not share with others outside of your organization. For example, a large profile client who doesn't want their name used for advertising or referenced as a client who is using your services. However, this checkbox is for informational purposes only and doesn't have any specific functionality behind it so your organization could use it for any purpose.

    Thanks,
    Maggie

    0 upvotes

  • Conny Linders

    Hi Maggie,

    Can you tell how I can create a new Personnel Departments and new Positions? (We don't have the Personnel Management module).

    Regards, Conny

    0 upvotes

  • Maggie U.

    Hi Conny,

    Personnel positions are only available to those who are licensed to Personnel Management. You can add departments using the Account Departments menu option.  See this this article for directions on adding account departments:

    https://supportcenter.ungerboeck.com/hc/en-us/articles/204552338

    Thanks,

    Maggie

     

    0 upvotes

  • Jo Dadd

    Hi we are just completing our upgrade to V20 and one area of the business uses work force scheduling in V19, on the account there is an availability tab - I am guessing this hasn't yet bene migrated to V20 but my question is when we select Edit (V19) the availability section in V19 is not active please can you let me know what we can do to make this active

     

    Thanks

     

    jo

    0 upvotes

  • Sharon Whitehall

    Jo,

    I have done a bit of research and cannot find a good reason why you can't get to the availability tab when bridging.  I am going to enter a case to have a developer look at what is going on.  What version are you on?

    Thanks,

    Sharon

    0 upvotes

  • Jo Dadd

    Thanks Sharon its 20.93

     

    Jo

    0 upvotes

  • Grace Ciee

    Hi,

     

    We're creating a personnel inside an organization, however we couldn't save the details as the error "Communication Type must be unique" is always prompting. Anyone could help us why we are getting this error?

     

    1 upvotes

  • Sharon Whitehall

    Are you adding more than Communication Type?  Look at your communication types and see what ones are being marked at unique.  What version are you on?

    0 upvotes

  • Jonathan Comaling

    where can we find this communication type field? thank you

    0 upvotes

  • Sharon Whitehall

    Main Menu >> Communication Types >> show the column Duplicate.  Before changing this field, review why it was marked this way in the first place.

    0 upvotes

  • Jenny Wood

    Account Code is a mandatory field but there is nothing that indicates what this should be/an example of format?

    0 upvotes

  • Sharon Whitehall

    You can have the system automatically assign the account code by setting system parameter ACT 102 with an alphanumeric value to 'Y'.

    0 upvotes

  • Daniel Benitez Piscil

    Hi Momentus team.

    I need to know if there is a way to place expiration on employee accounts. is this possible, where?

    Regards

    0 upvotes

  • Sam Wilson
    • Edited

    Hello Daniel,

    The database does not currently include standard fields for date of hire, termination, or expiration.

    This information could be stored and added to views or reports using notes or user defined fields (UDFs). Adding a UDF is a better option if all you require is the date. A note is a better option if you would like to store additional information to the date. Of course, you can always use both if desired. 

    If you choose to use a note, setting up a custom note class is recommended.

    Regards,

    Sam

    0 upvotes

Please sign in to leave a comment.