Borrowing and Transferring Employees

MenuLink Client contains these two features for you to easily borrow and transfer employees into your site from other sites. The primary difference between the two functions is that a borrowed employee keeps their original home store, who maintains the ability to make changes to the employee profile. Transferring an employee will actually make your site the employee’s new home site.

Employee Borrowing

With the Employee Borrowing feature, you can temporarily transfer an employee to your site. This feature gives you the following capabilities, depending upon your user security settings:

•	Multiple sites can borrow the same employee.

•	To borrow employees from other sites.

•	You may need to define job and pay rate information for the employee.

Note: You cannot make changes to other employee profile information defined at the ‘home’ store, such as address and contact information.

The Employees Currently Borrowed screen shows employees from other stores who are currently loaned to your store. If activated by your administrator, MenuLink sends notification to the borrowed employee’s home site. Upon login, that site’s management team can approve or deny the borrowing of the employee. This feature prevents using a borrowed employee until approved.

On this screen you can do the following:

•	Borrow an employee

•	Update a borrowed employee’s information

•	Remove an employee from the currently borrowed list

 

 

 

 

 

Buttons
	Click New to borrow an employee who is not currently borrowed.
	Select the employee name and click Lookup, to update a currently borrowed employee’s job information
	Select an employee name, and click Delete to remove the ‘borrowed’ designation at your site. Note: This does not delete the employee profile from the MenuLink Client database; it just deletes the ‘borrowed’ designation by your site.

To Borrow an Employee:

1.	In the Labor screen, click Employees.

2.	Click Employee Borrowing.

3.	In the Employees Currently Borrowed screen, click New.

The Employees Available for Borrowing screen appears, containing the employees available for you to borrow.

4.	Select the employee’s name and click Lookup. Use the column sort feature or Search function to easily locate an employee in the list. See Sorting and Searching for Information for more details.

The Borrowed Employee Lookup screen appears. The Main tab shows basic information about the employee. Only the home store can make changes to this tab.

5.	Select the Jobcodes tab.

The Jobcodes tab is divided into two areas: Rates for the Current Store and Home Store Jobcode Rates.

6.	You can ether select Use Home Store Jobs/Rates or enter in new information by clicking the Job Name field in the Rates for Current Store section. You must specify the Start Date, but you can leave the End Date blank, if the employee is to be borrowed indefinitely.

Note: Depending on the security permissions set up by your MenuLink Administrator you may not be able to make changes to the employee’s job and pay information.

7.	Select the Point of Sale tab to define information as appropriate for your POS System. Depending on the hardware and software used in your site, these options may be different.

8.	Click Save to keep your changes.

The borrowed employee enters ‘pending’ status, and a message appears indicating ‘Waiting for Acceptance from Home Site’ in the upper right corner of the screen.

Employee Transfers

With the Employee Transfers function, you can permanently transfer an employee from another site to your site. When transferring an employee to your site, you become the employee’s home site and can edit the employee profile as needed. The MenuLink Client automatically sets the transferred employee’ status to ‘new hire’. Your user security determines if you can transfer an employee to your site.

To Transfer an Employee to your Location:

1.	In the Employees screen, click Employee Transfers.

2.	From the Employee Transfer Selection screen, select the employee you want to transfer in and click Lookup.

 

3.	In the Employee Transfer screen, click Transfer.

	Note: Fields containing asterisks are masked, and not available to view.

 

4.	Click Yes to continue with the transfer. Click No or Cancel to return to the Employee Transfer screen and go back to step 2.

5.

Click OK.

6.	The employee profile is now transferred to your location. The system automatically sets the status to ‘Active’ and the Employment Reason to ‘New Hire.’

7.	You can then edit the employee profile as needed.

The same notification message, ‘Waiting for Acceptance from the Home site’ appears for transferred and borrowed employees, as discussed in the following section. The employee’s home site must approve the transfer before you can edit the employee profile.

Employee Borrowing and Transfer Notification

Employee borrowing and transfer notification can be set up by your MenuLink Administrator to automatically send notifications to the home and new sites when an employee is borrowed or transferred. The steps to borrow or transfer an employee are very similar, though the prompts may differ slightly. In the following example, we will borrow an employee, and the same process applies for transferred employees.

Upon borrowing an employee, you will see the following in the borrowing site:

1.	Once you click Save you will see ‘Waiting for Acceptance from Home Site’ in the upper right-hand corner of the Borrowed Employee Lookup screen.

2.	On the Employees Currently Borrowed screen a check mark will appear in the Pending column until borrow request has been approved by the employee’s Home site.

3.	In the Home site, the following message appears upon logging into the system.

Click Yes to accept the borrow request, or No to deny it. Click Cancel to make a decision at a later time.

4.	Once the home site accepts the request to borrow the employee the following prompt appears at the borrowing site:

5.	Click OK. The check mark is removed from Pending column and the employee can be added to the schedule as normal.