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Using the Personnel Manager - Administrator

Monday, June 1st, 2009

Login as an Administrator:
User Type: Adminstrator
User Name: demo
Password: demo

STEP 2 - Configure your Global Settings
Click here for more details

STEP 3 - Add a New Business

  • Click the Business tab in the top left corner of the screen.
  • Click Add a New Business Record.
  • Add your business details into the fields provided.
  • Click Add/Edit Client to save.

TIP: You can add as many different businesses as you like

STEP 4 - Add a Business Manager

  • Click the Crew tab under the Personnel Manager logo
  • Click Add a New Crew Member
  • Add your business manager’s details into the fields provided
  • Click Add/Edit Crew Member to save
  • Click the Business tab in the top left corner of the screen again
  • Click the pencil icon (edit record) to the right of the business you have added previously
  • Select your Business Manager from the drop down field to the right of Manager Name (this will be the New Crew Member you have just added)
  • Click Add/Edit Client to save

STEP 5 - Add a New Client Record

  • IMPORTANT! To add a New Client you must first click View All Company Details On in the top right corner of the screen. This puts you in Superuser mode which you must be in in order to add a New Client.
  • Click the Client tab under the Personnel Manager logo
  • Click Add a New Client Record
  • Add your client’s details into the fields provided
  • Click Add/Edit Client to save

TIP - You can enter your own Project Managers as your clients if you intend to use the Personnel Manager as an internal roster system

STEP 6 - Add Activities

  • This is where you add the Activities your staff will be performing such as ‘Accountant’ or ‘Cleaner’. You can enter as many different Activities of your choice as you like.
  • Click the Activities/Rates tab under the Personnel Manager logo
  • Click Add an Activity
  • Type the name of the activity in the field Activity Name
  • Add the amount you will pay your staff members on the fields Crew Rate (where applicable)
  • Add the amount you will charge out your staff members for on the fields Charge Out Rate (where applicable)
  • Click Add/Edit Activity to save

STEP 7 - Add Crew Members

  • Click the Crew tab under the Personnel Manager logo
  • Click Add a New Crew Member
  • Add your crew members details into the fields provided
  • Click Add/Edit Crew Member to save

STEP 8 - Create a Job Sheet (for more info see Ops Home)

  • Click the Ops Home tab under the Personnel Manager logo (this is the Personnel Manager default page)
  • Select a Client from the drop down tab, input the date in the box provided (dd/mm/yy) or click on the little calendar and select a date for your shifts.
  • Click Add a Jobsheet to open the new Job Sheet you have created.
  • Enter the Date (dd/mm/yy), Time On (Shift Start Time), Time Off (Shift End Time), Crew Name (select staff member from a drop down box), Activity, Venue, Meeting Place/Address, Client Job No, Onsite Contact Name, Onsite Contact No, Venue Instructions.
  • Enter the number of shifts you require in the box Repeat Yellow Row _ Times
  • Press Repeat/SAVE Jobsheet to save the info entered

STEP 9 - Confirm staff via text message SMS Jobs

  • Once you have created a Job Sheet you can select the staff members you want from the drop down fields under the title Crew Name
  • This can be done in either the Job Sheet or the Shifts Page (all editing can also be done in the shifts page. The Job Sheet is only for data entry)
  • Once the staff members have been selected and SAVED, you can click the little boxes to the left of the staff member’s shifts to select them.
  • To SMS the details of a shift to a staff member scroll to the bottom of the page and select SMS Jobs in Select an Action
  • In the Shifts Page you can select the box to the left of a shift or shifts by clicking anywhere on the line. Then you can click the pencil icon (edit record) to the right of any of the selected shifts to enter Shift Edit Mode. From here you can press Save & SMS which will notify all of your staff members via text message of the details of their shift.

STEP 10 - Lock completed shifts

  • Once a shift is over you can edit the actual hours that your staff member worked and ‘Lock’ the shift. This will send all the payment info to the Payroll Page.
  • The procedure is similar to Select an Action - SMS Shifts, and can be done from the Job Sheet although it is always better to edit changes in the Shifts Page.
  • In the Shifts Page, select the shifts you wish to lock by ticking the boxes, click the pencil icon to the right of any of the selected shifts to enter Shift Edit Mode.
  • Edit the shift times and press Save & Lock

OPS HOME PAGE

Personnel Manager opens automatically on the Ops Home Page. This page displays Job Sheets, Quotes and Invoices for a certain business for a pay week. The default pay week is Mon - Sun. In the Global Page this can be changed also to Sun - Mon. If View All Companies Details On (VACD) is selected (top right hand corner of the screen) the Ops Home Page will display the Job Sheets for all businesses in a pay week.

Once a Job Sheet has been added, the Quote and the Invoice are automatically created. The database assigns a Job Number to each Job Sheet automatically. The corresponding Quote and Invoice share this same Job Number.

If a Job Sheet is created that spans more than one pay week, it will appear, with the same Job Number in each pay week in which it appears and it will also display a + next to it.

To create a Job Sheet, select a client from the dropdown menu and select a date for the job, either by entering the date (DD-MM-YY) or opening the little calendar and selecting the date.

If you wish to create another Job Sheet for the same client in the same pay week (for instance if you would like different jobs to appear on different invoices), click Add another Job Sheet for this client in this week at the top of the Job Sheet.

Once a new Job Sheet has been opened, you will be required to fill in the following info. The Date, the Time On, Time Off, Crew Name, Activity, Venue, The Meeting/Place Address, Client Job No, Onsite Contact Name, Onsite Contact No., Venue Instructions.

It is vital to click “Repeat/SAVE Job Sheet” once data has been entered, before loading another page.

Pressing Tab will advance you to the next field. Pressing Shift + Tab will take you back to the previous one.

The Date.

  • The date is to be entered in DD-MM-YY format.
  • It will default to the first day of the pay week (Monday)
  • Always check the month is correct at the beginning/end of months as the date may default to the previous or following month
  • Always check the date is correct after entering either 24:00 or 00:00 to make sure that it has not changed the intended day
  • Once you have clicked “repeat/SAVE Job Sheet” the day of the week will also appear to the left of the date

The Time On.

  • This must be entered in 24hr format e.g. 00:00 or 17:45
  • The : (colon) can be substituted for a . (full stop) so to enter 03:30 you can simply type 3.3
  • For 15:00 you can simply type 15 and press Tab
  • 00:00 refers to midnight at the very start of the day
  • 24:00 refers to midnight at the very end of the day.
  • If you type 24:00 on a Monday the database will automatically translate it to 00:00 on the Tuesday.

The Time Off.

  • The same rules apply for Time off as for Time On
  • If a shift commences on one day and finishes on another, you can enter the finish time in either day’s time.
  • E.g. If a shift commenced at 22:00pm on Mon 02-04-07 and finished at 02:00am on Tue 03-04-07, then you can enter either 26 or 2 as finish time and the database will understand what you mean.

Crew Name.

  • Here you must select a Crew Member’s name from the drop down list. The list will appear empty until you Add New Crew Members Details on the Crew Page
  • You can type the Crew Name and it will appear and use up and down arrows to narrow your search
  • If a ranking has been assigned to a Crew Member then that number will appear before their name. You can enter this crew member simply by typing their number.
  • If a Crew Member is already booked on a shift a ** will appear before their name to let you know they are unavailable.
  • If a Crew Member has made themselves Unavailable for a shift on their own Crew Page, a ## will appear before their name.
  • In the Global Page there is the feature “Permit Crew Member Unavailability to be Viewed by a 3rd Party”. If this feature is switched On then the bookings/unavailability information for crew members will be “shared” by other subscribers to the Personnel Manager software.

Activity.

  • An activity must be entered. As soon as you start typing an activity it will auto complete for you
  • The Activity has to be entered in the Activities/Rates Page first before it will appear in a jobsheet
  • Once an Activity has been entered, the Rates will be automatically adjusted to match the Activity and Crew Member
  • Rate A - (amount a person earns per hour between the hours of 08:00 and 20:00) and Rate B - (amount a person earns between 20:00 and 08:00)
  • In the Global Page you can select A/B Times or Standard Times (to turn off Rate A and Rate B)
  • Charge A and Charge B are the rates charged to a client for a certain “Activity”. If “Standard Times” is selected in the Global page, it will be one standard “Charge Rate”.
  • In the Global Page, if View Invoices is switched to Off, the Charge Rate will not appear in the Job Sheet.

Bonus.

  • After Activity there is a box which can be selected for the bonus or deselected if you do not wish the crew member to get the bonus rate for that shift
  • In the Global Page, there is a “Bonus” tab. If you click the this you have the option to have Bonus On or Off, and you have the ability to enter the bonus amount. If Bonus mode (global) is switched on, then the amount specified for the bonus will be added to the rate. If Bonus mode is switched off, the bonus box will not appear in the Job Sheet and the actual rate will apply.

Venue.

  • Type the name of the location where you would like your staff member to meet for his/her shift to commence. (It will be the location that is sent to them via SMS and that they can view online on their “Crew Page”

Meeting Place/Address.

  • Type the meeting place (for obvious venues) or the address. Whatever you type here will be remembered by the database for future reference. The next time you enter the same Venue, the previous Meeting Place/Address will appear automatically.

Client Job No.

  • Type your PO number here.
  • It will appear on Invoices (If View Invoices is switched On in Global Page)

Onsite Contact Name.

  • Type the name of the person whom your staff member should contact once they arrive at their shift.

Onsite Contact No.

  • Type the mobile phone number of the Onsite Contact person (or landline including area code)
  • This will always be remembered by the database for future reference. The next time you enter the same Onsite Contact Name, the previously entered mobile number will appear automatically.

Venue Instructions.

  • Type any special instructions you would like your staff member to be able to access from their “Crew Member Page”.

Repeat Yellow Row _ Time(s).

  • The number which you type in the box here, will be the amount of times this shift will be repeated once you click Repeat/Save Job Sheet.
  • If you have ten people working on this shift, you type 10 in the box and the row will be duplicated 10 times.

TIP: The best thing to do when entering a Job Sheet is to work out how many shifts there will be in total, type that number in and then edit all the shifts that have been created.

Repeat/Save Job Sheet.

  • Once you have entered in all the details of a shift correctly, you can click Repeat/Save Job Sheet to save them. You must always save any changes you make before navigating to another “page” or you will lose them.

No.

  • A Shift Number, assigned to each shift automatically by the database, is listed under No. to the left of the Date.

Select an Action.

  • Under the shifts you will find Check All/Uncheck All and Select an Action
  • If you check a box to the very left of a shift, you can then click Select an Action to be able to:
    - SMS Jobs
    - Lock Jobs
    - Unlock Jobs
    - Delete Jobs
  • If you Check All the boxes to the left of the shifts you can Select an Action that will apply to all these shifts.

Link Shifts.

  • This feature enables you to edit multiple shifts at once.
  • If you check multiple boxes on the left of the shifts, whatever changes you make to one shift (any of the selected) will apply to all the shifts selected.

Lock Jobs.

  • When a shift is completed, it should be “Locked”
  • To lock a shift, click the box to the very left of it and then at the bottom of the Job Sheet click Select an Action and select “Lock Jobs”.
  • To lock multiple shifts, employ the use of “Link Shifts” (click more than one box and editing one will edit them all)
  • When a shift is locked, the symbol of a locked padlock will appear in the “Locked” column.
  • When a Shift is locked, it will be sent to the Payroll page.

Delete/Restore Jobs.

  • If you wish to delete a shift, simply select the box to the very left of the shift and click Select an Action then select Delete Jobs.
  • If you wish to Restore a shift that has been deleted, open the “Deleted Shifts” page in the navigation bar at the top of any Ops Home/Shifts Page. Once there you can Restore any shifts that have been deleted.

SMS Jobs.

  • Selecting an Action - SMS Jobs will take you to another page, the SMS Page.
  • This page will appear differently depending upon whether a crew member has been assigned to a shift or not.

Selecting SMS Jobs when no Crew Member is assigned to a Shift:

  • If a shift has been saved, but no crew member has been assigned and you select SMS Jobs for that particular shift, the SMS page will bring up a list of all crew that can be selected to send a generic message to check the crew members availability for that shift.
  • The message will appear:
    Can you do ? “Date”, “Time On” (minus 15 mins), until “Time Off” Approx at “Venue”?
    For Example the SMS will appear like this:
    Can you do - Fri 25-05 08:15am, until 11:30am approx at Opera House?
  • You can then select as many crew members as you like from your list to send this message.

Selecting SMS Jobs when a Crew Member is assigned to a Shift:

  • If a shift has been saved with a crew member assigned to it and you select SMS Jobs for that particular shift, the SMS page will bring up the Confirmed message for the selected shift to be sent to the crew member.
  • If numerous shifts have been selected then all the SMS will be brought up with their respective Confirmed messages.
  • The message will appear: Confirmed: “Date”, “Time On” (Minus 15 mins) until, “Time Off” approx, at “Venue”, “Meeting Place Address”, “Client”, “Onsite Contact Name”, “Onsite Contact Mobile”, cheers
    For Example the SMS will appear like this:
    Confirmed: Fri 25-05, 08:15am until, 11:30am approx, at Opera House, Stage Door, SHS, Dave Neil, 0412968412, cheers
  • This message can be sent to many people at once.
  • In the Global Page, SMS Reminder can be switched On or Off.
  • SMS Reminder 1 can be selected for:
    ? days before the Shift - and
    Time of SMS Reminder
    For Example:
    You can select an SMS Reminder to go out to your staff with the details of their shift at 16:00 the day before their shift
  • SMS Reminder 2 can be selected for:
    ? Mins before commencement of Shift and Between the hours of Time and Time.
    For Example:
    You can select a secondary SMS Reminder to go out to your staff with the details of their shift 30 mins before the commencement of their shift if their shift is to take place between the hours of 22:00 and 10:00.
    This can wake them if they are asleep or alert them if the have forgotten their shift.

WARNINGS!
The Personnel Manager will display warnings to inform you if you have Double Booked a staff member or if they are marked themselves as Unavailable for a shift you have booked them on (note: the software will not allow the crew member to mark themselves as unavailable for a shift that you have already booked them for.)

STEP 2 - Configure your Global Settings

Click the Global Settings tab in the top center of the screen

Set your Admin Username and Admin Password

  • These will be your new Log In Username and Password

Add your Company Details into the fields provided

Add your Accounts Details into the fields provided

  • These will appear on Tax Invoices (Where applicable)

Set your Manager Homepage Configuration

  • Enable Quotes - Select this feature if you would like to be able to generate pdf Quotes attached to an outgoing email to your Clients/Project Managers
  • Enable Tax Invoices - Select this feature if you would like to be able to generate pdf Tax Invoices attached to an outgoing email to your Clients/Project Managers
  • Show Inhouse Client Reference Numbers - This feature will display your own Reference No/Purchase Order No instead of the Reference Number automatically assigned by the Personnel Manager to each Job Sheet. It will display this number in all levels of access.
  • Use Inhouse Client Reference Numbers - This feature will activate your own Reference No/Purchase Order No instead of the Reference Number automatically assigned by the Personnel Manager to each Job Sheet. It will display this number in all levels of access.

Set your Software Configuration

  • Enable AM/PM Rates - This feature creates two different payrates and charge out rates, Rate A and Rate B. Rate A refers to the hours between 08:00am and 20:00pm and Rate B refers to the hours between 20:00pm and 08:00am. Switch this feature OFF if you want one standard rate for Staff.
  • Crew to Lock Shifts - ONLINE TIMESHEET for your Staff. When this feature is activated your staff can Lock their own shifts online when they are Logged Into their Crew Support Pages. In other words, once a they have finished a shift, they will be able to input the hours that they have worked. Once a shift has been Locked it is sent to the Payroll page.
  • Crew can Accept Shifts - When this feature is activated your staff can confirm their own shifts online when they are Logged Into their Crew Support Pages. Once they click ‘Yes’ to an unconfirmed shift on their web page, it will show up as confirmed on your web page. On your shifts page their name will be in black and in the Job Sheet there will be a little ‘c’ for confirmed next to their name.
  • Clients can view Crew Details - Select this feature if you would like your Clients (or Project Managers) to be able to view the names and mobile numbers of the staff you have booked on upcoming shifts.
  • Crew Shift Buffer Warning - Input the number of minutes you would like to allow between shifts for an individual staff member. If you put 30 here, a warning will be displayed if a shift starts within 30 mins of a previous shift finishing. If you would prefer to allow your staff member 60 mins between shifts, type 60 in the box. This feature notifies you when a staff member has been ‘Double Booked’ and is also referred to as the Double Booking Filter.
  • SMS Shift Time Buffer - Input the number of minutes you would like to deduct form a shift’s start time in the reminder SMS which is sent out to staff. If you type 15mins here and a shift starts at 07:00am, the SMS which is sent to the staff member with the details of the job will display 06:45am as the start time of the shift. Set this feature to 0 if you wish to display the actual start time in your SMS messages.
  • Crew Car Pool Shift Overlap - This feature allows your staff to view other staff members that are booked on the same job as them and their mobile numbers when they are logged into their Crew Support Pages. If you select 30 mins here, Your staff will be able to view online all the other staff members working for the same client within 30 mins of the same start time as themselves. It provides all staff with a list of who is on the job with them. Staff supervisors can print this list out and take it with them to shifts.
  • Crew Bonus Rates - This feature adds a bonus rate the pay rate of your staff. Type 0 if you would not like to have a Crew Bonus Rate. This is the most recommended option.
  • Long Shifts - This will set up a warning which will display when a staff member has been booked on a long shift without a suitable break afterwards before the start of the staff member’s next shift.
  • Long Shift Break - This is where you input the amount of hours break time required for a staff member after a long shift before the start of another shift. If you type 12 for Long Shifts and 10 for Long Shift Break, a warning will displayed to advise you that a staff member has not had a 10 hour break after a 12 hour shift.

Set your SMS Configuration

  • Your Bulk SMS Username - You will need this to log into your sms gateway to see a log of your sent/received sms messages
  • Your Bulk SMS Password - You will need this to log into your sms gateway to see a log of your sent/received sms messages
  • Send Next Day Shift Reminder SMS - An automatic SMS reminder message will sent at 16:00 the day before a shift
  • Send After Hours SMS (0 turns off feature) - minutes - An automatic SMS reminder message will sent just before a shift which commences between the hours of 22:00pm and 09:00am.

Set your Footer Configuration and Other Configuration

  • Footer Configuration will display your email address and website address at the bottom of each page of the application
  • Other Configuration will display your website and slogan on the emails to Clients generated by the Personnel Manager when sending Invoices or Quotes

Click Save Configuration to save all the details you have entered in Global Settings.

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