Sugar Community Edition User Guide Version 5.0

Employees Module

Use the Employees module to view information such as name, title, and email address for employees in your organization.

Users who are not administrators can view employee information, contact employees, and export employee information to their local machine. However, they cannot create or manage employee information.

While all users are employees, not all employees are users. To be a user, an employee needs a username and password to log into Sugar. As an administrator, you can convert an employee into a user and specify the username and password for the employee. You can also edit employee details such as home address, email address, and phone number.

To create an employee

1.	Log into Sugar as an administrator.

2.	Click the Employees option located at the top right-hand corner of the page.

3.	In the Shortcuts menu of the Employees Home page, click Create Employee.

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4.	On the Employees page, enter information for the following fields:

First Name. Enter the employee’s first name.

Last Name. Enter the employee’s last name.

Employee Status. From the drop-down list, select one of the following:

Active: Select this option to specify a current employee of your organization.

Terminated: Select this option if the employee is no longer working for your organization.

Leave of Absence: Select this option if the employee is going to be absent from work for an extended period of time.

Title. Enter the employee’s official title.

Department. Enter the name of the department to which the employee belongs.

Reports to. Enter the name of the employee’s supervisor.

Office Phone. Enter the employee’s office phone number.

Mobile. Enter the employee’s cell phone number.

Other. Enter an alternative phone number for the employee, if any.

Fax. Enter the fax number for the employee.

Email. Enter the email address for the employee.

Home Phone. Enter the home phone number for the employee.

Other Email. Enter an alternative email address for the employee, if any.

IM Type. From the drop-down list, select the type of Instant Messenger service that the employee has.

IM Name. Enter the employee’s user name for the IM service.

Notes. Enter any comments concerning the employee.

Primary Address. Enter the employee’s primary address.

City. Enter the name of the city.

State. Enter the name of the State.

Postal Code. Enter the zip code of the address.

Country. Enter the name of the country.

5.	Click Save to create the employee record; click Cancel to exit the page without saving your changes.

To manage employee records

•	To search for an employee, use the Search sub-panel located above the Employees list.

•	To view an employee’s details such as the title and contact information, click the employee name in the list.

•	To email an employee, click the user’s email address to open Microsoft Outlook and create the email.

•	To export employee information, click the Export link located in the Employees sub-panel and follow the process detailed in “To export data from Sugar” on page 180.

•	To edit the status of multiple employees, use the Mass Update panel as described in “To edit or delete multiple records” on page 20.

•	To edit an employee’s record, on the detail page, click Edit, update the information, and click Save.

•	To duplicate a record, on the detail page, click Duplicate, modify the information if needed, and click Save.

•	Duplication is a convenient way of creating a new employee. You can change the information in the duplicate record to create the new employee.

Note:

You cannot delete an employee record.

•	To go back to the Employees Home page from a detail page, click Employees in the Shortcuts menu.

To convert an employee into a user

1.	On the employee’s detail page, click Create User.

2.	Specify a user name to enable the employee to log into Sugar.

3.	Click Change Password, specify a password for the user name, and click Save.

4.	Send an email notification to the employee with the username and password information.