Staff

Self-explanatory

Password: For logging in. When adding a new staff record this can be entered. Subsequently, although your main administrator can change the password in Set Security, we recommend that the user does it themselves by requesting an emailed password reminder. They need to have a valid email address on file.

Email: A valid email address isn't essential, although is strongly recommended. You may also enter multiple addresses separated by a semi-colon. In which case, any mail sent through the website would be sent to both addresses.

Cell/Mobile/SMS: You can use the website to broadcast rotas or send messages to staff mobile phones. Don't enter a country code!

User-defined fields: In this example, we've set up Employee number, Next of Kin, and Skills, but the title of these fields can be named to your choosing. You'll find this in Set Display.

Start date: Compulsory field.

Leaving date: Note that if you enter a leaving date, any previously set up shifts that are after the leaving date will be deleted at the point you update the staff record.

Hourly rate: This data lends itself to the Payroll calculator.

Address: Other than for reference purposes, if a person doesn't have an email address, this will be printed on the broadcasted emails so that it can be printed and delivered to the person.

Delete this user: This button will only be enable if the staff record is showing a leaving date which is in the past. All history and trace of this person will be deleted when you click this button!

User/View level: This is a crucial setting that governs how a person can use this website.

0 - Invisible administrator. Use this for somebody who needs to access the rota but is not themselves rostered. i.e. an accounts clerk, secretary.

1 - Adminstrator. This is the setting to use for staff that will have the ability to edit data within the website, such as approve leave, edit shift details. Set Security provides a means of defining exactly what level 0 and 1 users can do.

2 - View all locations. This user can view everybody's shift, but has no adminstrator options.

3 - View own location. He can only view the rota for their own workplace, plus himself if he happens to have a shift elsewhere.

4 - View self. This only show's the person's shifts. Nobody elses!

Advice: Unless there is a good reason to hide other peoples shifts, level 4 make people feel rather lonely. Level 2 & 3 help to make staff feel more involved.

Status: Employee, or Casual/Contractor? This is a very important distinction as it affects what the user will see on screen. For example, an employee typically gets an annual leave allowances and has the options to request leave. A casual worker is paid according to work done, and they have options to update their availability for shifts.

Location/Job Title/Shift:

These represent the person's default settings, although they can be made available for others in Working Parameters. In many processes it means that the person's default settings are the first ones offered to an administrator allocating shifts.

Groups: Groups provide a further method of dividing staff. A person can only be in one group.

Line Manager: In terms of the website, this is the person who has responsibility for approving leave, and possibly allocating shifts.

Hours/Days per week: Largely for information only, although they are used in some reports, notably the Hours Report.

Allow Leave Requests: Will enable the person to make online requests for leave, or in the case of casual/contractor enable them to update availability. If enabled, the appropriate icon will be shown on their top line menu.

Volunteering: Determines whether this person has the option (top line icon) to volunteer for open shifts. There are 3 tiers of volunteer priority, which means that shifts can be opened to a priority group of users before some others.

Enable Swaps: Enable this person to make swaps. The appropriate icon will appear in their top line options.

Weekday Availability: This can be edited in Working Parameters