Staff can be added at any time by the practice.
Adding Staff
To add staff follow the steps given below:
- Browse to Staff on the left from the Clients and Accounts screen. Note that to access Staff details, you should not have any client data open. If a client's name is displaying in the top right corner you will not be able to access ‘Staff’. To close out of client data simply click on the client's name from the top right.
- Select Staff from the left menu.
- Select Add Staff.
- Enter the staff member's email address, forename and surname. Select the level of access that you want the staff member to have at a practice level, for example, should the staff member be able to edit practice staff details? Select ‘Next’.
- Choose the Businesses/ Clients that the staff member will have access. If you want the member of staff to have access to all businesses select ‘All’ at the top of the screen.
- Choose what access permissions the staff member will have to all clients, for example, should this member of staff have access to the Chart of Accounts, etc. To select all permissions, tick Select all Permission.
- Select ‘Save’ when you are happy with all of the selections. An email will be sent to the user requesting them to activate their account.
Editing Staff Permissions
Staff permissions can be edited at any stage. To edit staff permissions browse to the Staff module, select the drop-down to the right of the staff member's name and choose the relevant option, Practice Permissions, Staff Permissions, Client Access, Remove Staff, Close Staff.
Practice Permissions
To edit the access a member has within the practice choose Practice Permissions. The following permissions can be applied;
- Log in to Practice Portal
- View Practice Businesses
- View Practice Staff
- Add Practice Staff
- Edit Practice Staff
- Delete Practice Staff
- Add new Practice Business
- Remove Practice Business
- View Payment Details
Staff Permissions
To amend staff permissions choose ‘Staff Permissions’ from the drop-down. The following permissions can be applied to give or restrict the staff member from using the following modules;
- Bank Reconciliations
- Chart of Accounts
- Compliance Database
- Consolidation
- Currency Gain
- Customer Setup
- Customer/Supplier/Payee
- Fixed Asset Register
- Invoices
- Journals
- Nominal Reporting Groups
- Payments
- Produce Pages
- Reports
- Set of Accounts
- Settings
- Stock Control
- Time & Expense
- Vat Returns
Some of the above modules will not be applicable in an Accounts Production-only business. The following permissions will only be applicable if the business is also a Surf Accounts business. If the business is not a Surf Accounts business the following modules will not appear on the businesses menu:
- Bank Reconciliations
- Currency Gain
- Customer Setup
- Invoices
- Payments
- Stock Control
- Time & Expense
- Vat Returns
To modify access, expand the module's drop-down and tick/untick as applicable.
Ignore Period Locks
A new staff permission Ignore Period Locks is introduced under Settings. This permission is applicable for Organization users only. If this permission is selected, the user will be able to post journals only for the current year multiple-line journals and the respective dataset should not be a closed one.
Client Access
To modify the business/ clients that the staff member has access to select ‘Client Access’ from the drop-down to the right. The list of businesses in the practice will be displayed, simply tick or untick the businesses that you want the staff member to have access to, or be prevented from accessing.
When completed select Save.
Remove Staff
To remove a staff member from the list of staff select ‘Remove’. Staff can only be removed if they have not posted transactions, produced accounts or any other report. Once removed this staff member will no longer have access to Surf Accounts Production.
Close Staff
If you do not want to remove a staff member but no longer want that person to have access to Surf Accounts Production, you can close the staff member. This will prevent the user from accessing the practices of businesses.