Adding a job

  1. Defining the terminology for your Jobs
  2. Adding your job, campaign, event or project
  3. Setting up default and mandatory fields for adding a campaign

Defining the terminology for your Jobs

Go to Settings > Campaign options > Jobs to be called. 

Here you can define a Job in your system to be called one of the following to fall in line with the type of shifts you supply your staff.

  • Jobs
  • Events
  • Campaigns
  • Projects

 

Adding your job, campaign, event or project

Go to Jobs > Add a Job. Below explains each field available to ensure your job is setup correctly:

  • MAIN DETAILS
    • Client (always required)
      • Specify a Client from the dropdown. If it doesn't exist click on 'Add new'.
    • Job name (always required)
      • Add a Job Name.
    • Anonymous job title
      • If you with to anonymise the job name you can add an anonymous name here. If added this name will show instead of the main job name in the staffarea if this job is published to the job market.
    • Job code
      • Add a job code if required which is for your reference only
    • Job type
      • Add a job type from the list if required which is for your reference only.
      • If not in the list click 'New' to add
    • Job description
      • Add a job description which will be for your reference only
    • Reporting status
      • This determines whether a report submission would require approval or not before it shows in the client reporting area. We recommend report survey submissions to checked and approved.
    • Notifications and dashboard
      • Add the user accounts here that would need to:
        • See up to date information about the campaign on the dasboard
        • Receive popup notifications about new shift applications and reporting submission, and see these in the notifications side bar
      • Add 'all' for all user accounts to see information about the campaign on the dashboard and to receive notifications
    • Hide rates of Job Market
      • This ticked will not show any rates for shifts published to the job market for this campaign
    • Hide expense amounts for staff
      • If you have allowed staff to add expenses when adding a schedule by adding a max guide amount you can tick this so that this max guide amount cannot be seen by the staff for the shifts on this campaign
      • If a max expense amount has been added, staff can still submit expenses even though they cannot see this guide max amount. If they exceed the max amount suggested it will warn them they are about to submit expenses that exceeds the max amount.
    • Use stored venues only
      • If your venues are added to the internal venue database you must click this in order for your schedule to use those venues.
      • Leaving this unticked will mean that your schedules will be built with venues found using the Google Maps API.
      • IMPORTANT: Once you have submitted your new campaign you cannot change this option. If you need to change it you will need to add the campaign again.
    • Tags
      • Tagging your campaigns can be used to group them and then using these tags later to search and filter campaigns throughout the system.
    • Allow the following staff to see all team details in staffarea
      • By adding staff roles in here - these roles will be able to see a name, photo and phone number of the staff at the same venue as them on a particular shift. We recommend roles such as Event Managers, Asst Event Manager and Team Leaders.
    • Allow the following staff roles to sign off shifts
      • By adding staff roles in here - these roles will be able to evaluate and approve the staff who at the same venue as them on a particular shift. We recommend roles such as Event Managers, Asst Event Manager and Team Leaders.
    • Shift confirmation terms
      • Tick the terms you wish for staff to agree to with each shift confirmation email
        • To be able to select terms here make sure you have ticked 'Use for shift confirmation' when setting up your terms. See: Managing terms
    • Notes for booked staff
      • Text added here will show for booked in their staffarea on the dashboard.
      • You can also use the [[campaign_booked_staff_notes]] tag in booking confirmation and briefing emails to include this text.
    • Publish all shifts
      • If this is set to 'Yes:
        • The shifts you add to the schedule will automatically be published to the Job Market.
        • Job Market Description field will appear and be automatically populated with the text added to Job Description above. You can then amend this text for the description that will appear with this Job on the Job Market.
  • JOB MANAGER
    Add details here if you want staff to see who the campaign manager is in their staffarea
    • Name
      • Start typing a name and a list of user accounts within your system will appear to select from
      • You don't have to select from the dropdown of available names. You can add a different name not in the system
      • The button to the right of the field shows a historical log of campaign managers assigned to this campaign
    • Email
      • This will be auto populated if you select a name from the dropdown in the 'name' field
      • Or you can add a custom email
    • Phone
      • This will be auto populated if you select a name from the dropdown in the 'name' field
      • Or you can add a custom phone
  • AUTOMATIC SHIFT REMINDERS
    For sending automatic shift reminders to staff. The communication templates for these can be amended in Settings > Manage email templates > Auto tab > Staff reminders
    • Send a check-off reminder to staff days before their shifts by: 
      • Add a number of days here for staff to receive a check-off reminder before the date of their shift
      • Select the method of communication for staff to get a reminder of the shift the day before at the selected time
      • This is the detault SMS message that will be received by staff:
        • By clicking the eCheck-Me link in the mesage it will automatically check the staff off without the need for them to login to their staffarea. This will reflect on the main portal dashboard.
        • Note that the eCheck-me link cannot be sent via a push notifications
    • Send a shift reminder to staff at <<hh><mm>  the day before by: Email / SMS / Push
      • Add a time in 24 hour clock format
      • Select the method of communication for staff to get a reminder of the shift the day before at the selected time
      • This is the detault SMS message that will be received by staff:
    • Send an en route reminder to staff  minutes before their shift by: Email / SMS / Push
      • Add total mintutes for staff to receive their en route reminder before the start time of their shift 
      • Select the communication method to remind staff to login to their staffarea to click En route to let you know they are aware they have a shift today and are getting ready to leave for their shift
      • This is the detault SMS message that will be received by staff:
        • By clicking the eCheck-Me link in the mesage it will automatically mark their shift as en-route without the need for them to login to their staffarea. This will reflect on the main portal dashboard.
        • Note that the eCheck-me link cannot be sent via a push notification
    • Send a check-in reminder to staff mintutes before their shift by: Email / SMS / Push
      • Add total mintutes for staff to receive their check-in reminder before the start time of their shift 
      • Select the communication method to remind staff to login to their staffarea to click Check-in to let you know they at their shift
      • This is the detault SMS message that will be received by staff:
    • Send a post shift reminder to staff minutes after their shift by: Email / SMS / Push
      • Add total minutes for staff to receive a post shift reminder after the end time of their shift
      • Select the communication method to send staff a post shift reminder
      • When you select the communication method you will need to add the message as there is no default template for a post shift reminder
      • This is an example SMS message that will be received by staff:

Setting up default and mandatory fields for adding a campaign

To ensure fields required are filled in and filled in correctly, you can: