Organization field contains the name of the company, the ABN number and the smtp configuration. There are various system settings that you could adjust from the organisation page. There are two ways on how to open the organisation page. First is by going to Administration and then clicking on branch setup from the sub menu.
On the branch setup page, you will see the organisation field. Click on the field and you will see another option. Click on the far right icon which is the edit button. This will open the organisation page that is linked to your branch setup.
The second way to access the organisation page is by going to the system setup page. Click on the system setup page to open the Brevity System setup.
Only administrator could see the system setup page. If you don’t have the administrator access, you could use the first way to open the organisation page.
This will open the list of tables in your Brevity. From the top, click on browse table and then click on organisation page from the list.
This will show you the list of organisation in your Brevity. You could double click on the organisation that you wanted to edit from the list.
Organisation and Contact Details
The organisation details is where you will have the from field within the invoice. This is the section where you could input the name of the Organisation and ABN number. There is also a section for two factor authentication where it is being used for your email settings if you have a two factor authentication for the email that you wanted to use in sending emails from Brevity.
From the contact details, you will see the address and contact details. Brevity will use the address and contact details from this section when generating an invoice in Brevity.
If you generate the invoice, you will see the details that you have inputted in these fields.
Branches
This is the section where you will see all the branches that is using this organisation record. If you click on the + sign, it will let you add another branch in your Brevity. If you click on the delete button, it will delete the branch from your Brevity Software.
Be careful in deleting the branch record. Once the record has been deleted, you cannot retrieve it.
Whitelist Ip Addresses
This is the table where you could specify the IP address of the computers that could only access your Brevity.
If you have an IP variation (this is called static IP address where it is changing a lot), please leave this section open. Only administrator could access your Brevity if you created a list of whitelist IP addresses from here.
Date and Time Format
This is the section where you could change the date format and time format when generating a report. The default date format is %d-%m-%Y. This will be translated a date-month-year. For the time format, the default is %H.%i %p which is translated as hour.minute AM/PM.
If you removed the -%Y for example from the date field, it will remove the year from the report.
If you remove the %p from the time format, it will set the date format to 24 Hours.
System Settings
The system settings is a section in the organisation page where you could set various settings on how you will use your Brevity software. Below are the list of the system settings and how it will affect your Brevity usage.
Login Timeout: This is the section where you could specify the number of hours before it is required for your users to login back to Brevity.
Enable Branch Scheduling: This option can be use for Brevity software that has two or more branch in their Brevity. This will limit the scheduling of the employee that doesn’t belong to the same branch. If the branch scheduling is turned into yes, you could only assign an employee to the client that has the same branch. If you set this to No, you could select any employee from other branches.
Auto Publish Shifts: This is an option where you could do the scheduling first before your employee could see the shifts from their mobile app. You will see if the auto publish shift is set to No if you see the shifts turned into gray with the status of the shift as lining on the top of the shift. If the auto publish shifts is set to yes, once you created the shift, the shift will have the status color as the background of the shift.
Hide Client Group Shifts: This is an option where it will not show the client’s group service schedule from the client’s view. If you set this option to yes, the group service schedule will be removed from the view. If you set this option to No, the group service schedule will appear also from the client’s view.
Approve Cancellation to Invoice: This is an option where you need to approve the cancellation shifts from Employee’s Approved timesheet before creating an invoice to the client. If you set this to yes, you need to approve the cancellation first before creating an invoice. If you set this to No, once you cancelled the shift, it will be automatically approved.
Auto Approve Timesheets: This is an option where once the shift has been completed, Brevity will automatically approve the shift from the employee’s Approved Timesheet so you could create an invoice without having to approve the timesheet. If you set this option to No, you need to need to approve the timesheet first so you could create an invoice for the client.
Apportion Group Travel: This is an option where it will divide the total amount of travel to the client that is included in the group service schedule. If the total travel amount is 100 and there are 4 client in the group service schedule, each client will be billed $25 each. If you set this to No, every client will be billed $100 for the travel.
Always Use Quick Staff Search: By default, this option is set to No. The employee search box will show their availability bar and the select employee has an option to filter the list of employee. This will appear if you select a single shift from the schedule board and assign an employee to the shift.
The next option when selecting an employee to the shift will only appear if you selected 2 or more shift from the schedule board while the option is set to No. If you set this option to Yes, you will see the list of employee with their details even if you selected a single shift from the schedule board.
Custom Mail Configuration
This is the section where you could set your email settings so you could send an email and invoice from Brevity.
SMTP is a protocol of your email where in it is responsible in sending the email to the recipient. You need to setup the SMTP detail because it is needed when sending a bulk email for clients / employees (see Client's Bulk Email Notification / see Employee's Bulk Email Notifications). The table below will explain the needed fields in setting up the SMTP details.
Field | Description |
|---|---|
Two Factor Authentication | This feature uses your mobile device before you can send an email. There are some email server that has two factor authentication feature. Select No if you don't want to use this feature. |
SMTP Server | This is the SMTP server address of your email. For example, gmail uses the "smtp.gmail.com" server address to send an email |
SMTP Port | The port is a number where it is the channel of the email server. There are different ports that you can use. Most common ports are 25, 465, 587. |
SMTP Enable SSL | SSL or secure sockets layer is a type of security for your email. There are email server that does not support this kind of security. By default, you can select Yes for this feature. |
SMTP Username | This is your email address. You need to include the @(your email provider) in username |
SMTP Password | This is the password for your email address |
You could refer to the links for further configuration of your email in Brevity.
Configuring office 365 mail server in Brevity - Configuring Office 365 Mail Server in Brevity
Email settings with common email providers - Configuring the SMTP Server
Configuring Gmail in Brevity - /wiki/spaces/BS/pages/262275073
The email configuration should be done by your IT personnel. We could only advice on what you need to do to make your configuration work in Brevity. Once you have configured the email in this page, you could now send an email from Client’s Bulk Email notification and employee’s bulk email notification. This is also the settings that will be used when you go to the client / employee’s communication tab and then creating a new email from that section. This is also the settings that will be used when you send an Invoice from Invoice batches section.