Adding a job

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

Defining the terminology for your Jobs

To change the name for jobs within the system to fall in line with your business terminology

  • Go to Settings > Job options > Jobs to be called.
  • Here you can define a Job in your system to be called one of the following:
    • Jobs
    • Events
    • Campaigns
    • Projects
    • Assignments

 

Setting up default and mandatory fields for adding a job

To add defaults to the fields when adding a job and to determine which fields are mandatory go to Settings > Job options > Job setup mandatory fields > Edit

See: Job mandatory fields and defaults

 

Adding your job

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 wish 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 in the job market.
  • Job code
  • 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 all the details for the job here. You can use this description in your booking confirmation and briefing emails using the tag [[campaign_description]]. When you publish the job to the job market you will be able to use this description and be able to change it before publishing.
  • 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 submissions, and see these in the notifications sidebar
    • Add All for all user accounts to see information about the campaign on the dashboard and to receive notifications.
  • Notes for booked staff
    • You can add notes here to use in your booking confirmation and briefing emails, thereby only allowing staff who are booked onto shifts to see these notes. Use the email tag [[campaign_booked_staff_notes]] in those email templates.
      Alternatively, you can also add specific role-based notes in your booking confirmation and briefing emails. When you have added the job simply go to Actions > Role rate and defaults and click on the Role notes tab. You can then use this email tag in those emails [[role_staff_notes]].
  • Tags
    • Tagging your campaigns can be used to group them and then using these tags later to search and filter campaigns throughout the system.
  • Timezone for this job
    • If the shifts for this job are outside of your main country select the timezone here

SHIFT TYPE
Your selection here for the type of shifts required for the job will pre-determine the remaining settings you have for the rest of the job setup. Open shifts will hide available options in the rest of the sections where they are not applicable for such shifts.

  • Fixed shifts
    • Fixed shifts have a set date, start time and end time. Staff can check-in to a fixed shift when they arrive at the shift location, and check-out before they leave.
  • Open shifts
    • Open shifts allow you to create shifts that don't have a set start and finish time. The shifts are created only when the staff clock-in and clock-out. The payroll for these shifts is calculated based upon the staff clock-in and clock-out times. By default, staff must be at the shift location in order to clock-in and clock-out.

OPEN SHIFTS
This section is only available if you are creating Open shifts

  • Allow staff to amend their clock-in and clock-out times
    • This will allow staff to amend their clock-in and clock-out times for open shifts on the same day 
  • Allow staff to add clock-in and clock-out times at a later date
    • This will allow staff to retrospectively add clock-in and clock-out date for any open shift in the past
  • Duplicate to a new open shift upon check-out
    • Upon checking out of an open shift another exact duplicate shift will be created for the next visit to this location. One shift can only create one duplicate shift, therefore multiple check-outs from the same shift will still only create one new open shift.

COLOUR CODING

  • You can use this colour coding in the dashboard calendar and timeline view

INTERNAL ACCOUNT 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, but this custom name cannot be used on the dashboard calendar when categories by ownership
    • 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

SHIFT SETTINGS AND OPTIONS

  • Use the locations database when creating the schedule
    • 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 job you cannot change this option. If you need to change it you will need to add the job again
  • Only show shift town and postcode prefix on the Job Market
    • This allows you to hide the address of shifts on the job market that might be confidential or personal locations. Staff will see the full address only once booked.
  • 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.
  • Turn off comments when applying for shifts
    • Remove the need for staff to supply a comment when they apply for shifts
  • Agreeing of terms, consent and opt-ins with the shift confirmation
    • 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
  • Allow staff to request to decline shifts
    • Staff will be able to request to decline shifts in their staffarea next to each of their booked shifts.
    • NOTE: This request will not remove them from the shift, admin will receive an email to action accordingly.
    • Staff can decline a shift up to 2 hours before the shift starts.
    • Staff can undo their decline request up until they are removed from that shift
  • Allow staff to submit a Covid-19 temperature check
    • Allow staff to submit a covid temperature check. You can also ask for a photo.
      • Upload temp check photo
        • Can upload if asking for a Covid temp check
  • Override default check-in radius (meters)
    • Leave blank to use the default check-in radius. This will also override the custom radii added to locations in the location database.
  • Allow staff to record their shift break
    • This will allow staff to tell you when they are on their breaks. It will flash red on your main dashboard when they have started their break. This has no effect on their pay.
  • Allow shift approval in staffarea
    • Get signoff and approval from someone at the venue with a signature
  • Allow staff to check-out before the end of the shift
    • If your shifts are more task-based you can allow staff to check-out before the end of the shift. They still have to be at their shift location.

RATES AND EXPENSES

    Hide rates on the 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 exceed the max amount.
  • Override mileage A-B expense claim cost per mile
    • If you utilise the mileage A-B expenses claim you can allocate a cost per mile for this job only. Please note that this will override the global costs per mile settings but will not override individual staff costs per mile.

HOLIDAY PAY

  • Schedule rates to not include holiday pay
    • By ticking this you will be adding rates to the schedule for this job excluding Holiday Pay. All staff will see rates without Holiday Pay and will be informed that the rate does not include Holiday Pay. The Holiday Pay will be added when creating Payroll for the shifts on this job

PERMISSIONING

  • Allow the following staff roles to see staff phone numbers
    • Select who can see whose phone numbers. For example, if you add ‘Event Manager’ all the staff at the same location can see the Event Manager's phone number and the Event Manager can see all the staff's phone numbers.
  • 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.

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 Email / SMS / Push / Viber
    • 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
    • Add the roles to be excluded from this automatic reminder such as reserves and backups
    • This is the default SMS message that will be received by staff:
    • By clicking the eCheck-Me link in the message 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 notification
  • Send a shift reminder to staff at [hh:mm] the day before by Email / SMS / Push / Viber
    • 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
    • Add the roles to be excluded from this automatic reminder such as reserves and backups
    • This is the default SMS message that will be received by staff:
    • Select the method of communication for staff to get a reminder of the shift the day before at the selected time
  • Send an en route reminder to staff [?] minutes before their shift by Email / SMS / Push / Viber
    • Add total minutes 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
    • Add the roles to be excluded from this automatic reminder such as reserves and backups
    • This is the default SMS message that will be received by staff:
    • By clicking the eCheck-Me link in the message 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 [?] minutes before their shift by Email / SMS / Push / Viber
    • Add total minutes 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
    • Add the roles to be excluded from this automatic reminder such as reserves and backups
    • This is the default SMS message that will be received by staff:
  • Send a check-out reminder to staff [?] minutes before the end of their shift by Email / SMS / Push / Viber
    • Add total minutes for staff to receive their check-out reminder before the end time of their shift 
    • Select the communication method to remind staff to login to their staffarea to click Check-out to let you know they at their shift
    • Add the roles to be excluded from this automatic reminder such as reserves and backups
  • Send a post-shift reminder to staff [?] minutes after their shift by Email / SMS / Push / Viber
    • 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
    • Add the roles to be excluded from this automatic reminder such as reserves and backups
    • This is an example SMS message that will be received by staff:

Upon pressing Submit you will be asked if you want to create your schedule. Select Yes to create your schedule now. Go to Adding a schedule to see details on how to add your schedule