Ops Home Page - The Ops Home Page is the default page of the Personnel Manager, the page that first opens once you login. This page displays the Jobsheets and if selected (Global Settings Page), the Invoices and Quotes. On this page you can Create a Jobsheet (enter a booking) by selecting the Client, the Date and pressing Add a Jobsheet.

Jobsheet - A Jobsheet is a collection of Shifts for a client. Each Jobsheet automatically creates a corresponding Invoice and Quote (If selected in Admin). If a Jobsheet contains shifts that span more than one Payweek, it will display on the Ops Home Page with a + symbol next to it. The way to Enter Shifts into the system in Administrator Access is to Add a Jobsheet.  Clients can enter bookings through their access which will create Jobsheets. In this case the Client Name to the left of the Jobsheet will appear yellow. Until a Jobsheet has been ‘locked’ (all the shifts inside the Jobsheet have been ‘locked’), the Jobsheet will appear Red and Underlined. Once all the shifts inside the Jobsheet have been ‘locked’ it will turn black, signifying that all shifts have been completed, times have been ’signed off’ and the Invoice can now be sent.

Shift – A period of time that a Crew Member works for a client. Each shift contains the following information: Shift Number, Client, Crew Member, Date, and Unconfirmed Shifts. You can edit shifts to change their Date, Time on, Time off, Crew Member, Activity, Rate, Charge, Bonus, Venue, Meeting Place/Address, Client Job No, Onsite Contact Name, Onsite Contact Number, Instructions. The shifts can be searched, viewed, edited and booked in the Shifts Page.

Shift Number - Each Shift is automatically assigned a 6 digit Shift Number. The first character of the Shift number is in fact a letter, A or I, A denotes an Activity and I denotes an Item. The other 5 numbers create the unique identifier for each shift. When a job is offered to staff via SMS, the last 3 digits of the shift number are used to identify the shift. When a booking has been made by a Client, a yellow C appears to the right of the shift number. If you hover the mouse over the yellow C you will get a flyover revealing the IP address of the machine that the booking was made from. If you are in the Shifts Page and you click on the Shift Number, the Jobsheet containing this shift will open.

Client - A Client is the entity on whose behalf all the work is being conducted. In Ops Home, a Client must be selected in order to create a Jobsheet. For Labour Hire companies the Clients of the company can be listed. Some business may prefer to enter their account managers or supervisors as clients. It is possible in Global Settings to change the word Client to another word.

On the Client Page, you can Add a New Client but in order to do this, you must have View All Company Details: ON (Superuser mode) switched to ON on the top right of the screen in Admin Login. Once you have created a Client, you can assign all their details, give them booking/edit delete permissions, assign certain Crew Members that can work for those clients. Clients also have the ability to Login to the Personnel Manager with their own Access where they can View Upcoming Shifts, Make Bookings (optional).

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.

Unconfirmed Shifts - On the Shifts Page, there is an option, Search Unconfirmed Shifts Only, with a tick box. When this is selected and the GO button on the right hand side is clicked, only those shifts that have not been confirmed (unbooked shifts) will be displayed.

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.

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.

Activity - An activity must be selected. The Activity has to be entered in the Activities/Rates Page first before it will appear in a Jobsheet, Shifts or Shift Edit Page. Once an Activity has been entered, the Rates will be automatically adjusted to match the Activity and

Crew Member - A Crew Member is a member of staff in the Personnel Manager. In the Crew Page, you can Add a New Crew Member and fill out all the details for them.

Ticketed Activity - In Activities/Rates, when an Activity is entered or edited, there is the following tick box:

Tick to indicate that this is a licensed (ticketed activity).

If a ‘Ticketed Activity’ is assigned to a certain Crew Member, it is then possible to edit the Activity within the Crew Member’s Details page to add custom pay rates, Ticket Number and Ticket Expiry Date. If a person is booked on a shift for a ‘Ticketed Activity’, a warning will display on the Shifts Page if the Ticket Number and/or Ticket Expiry Date have not been entered for that person for that Activity. Therefore it is not possible to accidentally book a person for a job that he/she is not qualified for.

Rates - Rates are assigned when adding or editing an Activity in the Activity/Rates Page. Pay Rates and Charged Rates can be entered at this point. Pay Rates are the rates of pay your staff will be paid for conducting a certain activity. The rate entered here will be generic for that activity, although it is possible to edit the pay rates of individual staff members for each Activity in their Crew member Details Page. Charged Rates are the rates that will appear on the Invoice as the rates that will be charged to the Clients. Once again these rates can be individually edited for each Client.

Bonus - This is an optional feature not available on all versions of the Personnel Manager. It allows a Bonus Rate to be added to the Pay Rates of Crew Members for the purposes of deducting this pay rate when their performance is less than satisfactory. On the Global Settings Page under Software Configuration there is the feature Crew Bonus Rate with a box where the bonus rate is entered. In the Jobsheet or Shift Edit Page, there is a checked box in each shift under the word Bonus. If this is deselected, then that Crew Member will not receive the bonus for that shift in the Payroll Page in that week’s payroll.

Venue - A Venue is the location that the shift is to take place in. Anytime a Venue is entered into the database, it is stored for future reference in the Venues Page.

Meeting Place/Address - The actual address or meeting place of the Venue. Each time these are entered they are stored in the system. It is possible for the one Venue to have several Meeting Place/Address points. When a venue is selected, the different Meeting Place/Addresses will be displayed for selection.

Client Job No - The Client Job Number (such as a PO number) is entered by the Client when they are making a booking online through their own Client Login or it can be entered in a Jobsheet or in Shift Edit mode in Administrator, Duty Manager or Manager Login. It is also possible in the Global Settings Page to Show Inhouse Client Reference Numbers. This will display the Client Job No in the Client Login on the View Shifts Page under Job No, to the left of the Shift No. If one of the Job No is clicked, the view will reduce to only those shifts associated with that Job No (Jobsheet), so that the client can reference the shifts by their own Job Numbers and also they can see at a glance only the shifts associated with a certain job. Also in the Globals Page it is possible to select Use Inhouse Client Reference Numbers. When selected this feature will enable the user to enter the Client Job No on the Ops Home Page. Once this is done and entered by pressing tab, the Job No can be entered directly on the Ops Home Page to appear on Jobsheets, Invoices and Quotes, as well as in the Client Job No fields in the Jobsheets and Shift Edit Pages.

Onsite Contact Name/Onsite Contact Number - The Onsite Contact is the person that staff will report to from the Client company. When an Onsite Contact is entered, the name and mobile number are stored in the system for future reference in the On-Contacts Page and in the individual Client entries. They are also listed in the Client Access. If Dual Text Activity is selected in the Activities/Rates page when adding or editing an Activity, then both the Crew Member AND the Onsite Contact will receive reminder SMS messages (if they have been activated)

Instructions - Instructions can be entered for a shift in the Jobsheet/Shift Edit Page. These instructions will then appear in the Crew Access on the Crew Support Page, they can appear in the SMS messages sent to crew (if configured in Global Settings) and in the View Shifts as Graph Page they appear in the Flyovers for each shift (when you hover your mouse over the shift)

Shifts Page – The Shifts Page can be opened by clicking the Shifts tab near the top of the page in Ops Home. It lists all upcoming shifts in chronological order. It can display shifts in graphical or calendar form. Shifts can be searched by Shift Number, Client, Crew Member, Date, and Unconfirmed Shifts. Shifts can be edited to change their Date, Time on, Time off, Crew member, Activity, Rate, Charge, Bonus, Venue, Meeting Place/Address, client job No, Onsite Contact Name, Onsite Contact Number Venue Instructions. Shifts can booked by SMS in the Shift Edit Page.

View Shifts as Graph - On the Shifts page near the top, on the left is a link View Shifts as Graph. When these words are clicked a new page opens with the shifts displayed as a bar graph with the crew names on the left and the shifts represented by different coloured bars on the right below their corresponding Day and Time which is listed above. This page defaults to display 14 days of shifts from Yesterday, to 13 days into the future. Rollovers (flyovers - when you hover the mouse over the shift) display the Name, Client, Activity, Venue, Instructions, Meeting Place, Onsite Contact, Duration, Start Date/Time, Finish Date/Time. Shifts display in differing colours and for each business in the Personnel Manager. Each business can be expanded/collapsed so it is possible to view the shifts in one or all, or a selection of some businesses at a time. It is possible to scroll from left to right and zoom in and out in this view by using the left/right arrows or clicking the zoom in and zoom out icons.

View Shifts as Calendar - On the Shifts Page there is the link View Shifts as a Calendar. This page defaults to two weeks view, this week and next week with the week commencing on Monday and ending on Sunday. It is possible in this view to scroll back and forward in time, a week at a time. The Calendar view refreshes in real time every two minutes. It displays the calendar in a variety of ways, customisable by the user in Global Settings. Show Start Time on Calendar, Show End Time on Calendar, Show Crew Name on Calendar, Show Crew Mobile on Calendar, Show Crew Shift Number on Calendar, View Calendar by Client/Site. This last feature will break up the calendar into different locations for clients and is not recommended for those seeking a ‘typical’ calendar view. The Calendar view is also available in the Client Access.

Shift Edit Page - The Shifts Edit Page is the page in which you can edit selected shifts. On the Shifts Page, when you select one or multiple shifts by either clicking the box to the left of each shift or by clicking anywhere on the shift that is not a link, thus ticking the box to the left, if you then select the edit icon denoted by the picture of a pencil to the far right of any of the shifts that have been selected, the Shift Edit Page will open. Or to put it another way:

Shifts - Select Shifts - Edit Shift (pencil icon)

Once in the Shift Edit Page it is possible to edit all details of a shift. It is also possible to access all of the SMS features from this page.

When in the Edit Shifts Page, if you scroll through the Crew Members for an available Shift, they will be displayed in the order of their ‘Ranking’ (you can rank them in the crew page) and if they are already booked, an asterisk * will appear next to their name and if they have entered unavailability for this time period, a hash symbol # will appear next to their name.

Link Shifts - Once in the Shift Edit Page, by selecting the tick boxes to the left of multiple shifts, the shifts are ‘linked’ together so that any change made to one of these shifts, will affect all of the shifts that are linked (selected)

Save - In the Shift Edit Page, simply click the Save button to save any changes you have made.

SMS? - In the Shift Edit Page, when you click the SMS? button a new page displays. If you have a name selected before you press the SMS? button, a page will open up with the text of an SMS message (editable) and a button Send SMS. When you press this button, the SMS message will be sent to the mobile phone of the crew member. The content of the SMS message is predetermined by the database and is customisable in the Global Settings Page. An example of how the message might look is this:

Can you do G - Sat 04-07, 05:45am, until 18:00pm approx at Cronulla Beach? Client - X Productions. Reply 714y for YES, 714n for NO. Await Confirmation.

Once the message has been sent to a certain Crew Member, their name appears green on the Shifts Page with an S after it (under the SMS field) denoting that the message has been sent to this Crew Member.

When the Crew Member replies 714y by SMS to the message, that Crew Member will automatically be booked for the shift by the system, receiving a message that may look like this:

Confirmed: G, Sat 04-07, 05:45am - 18:00pm approx, at Cronulla Beach, Surf Rd , X Productions, John Smith, 0400123123 , Bring Sunscreen! cheers.

Once this happens, the Crew Member’s name appears black in the Shifts Page with a C after it (under the SMS field) denoting that that Crew Member has been confirmed for that shift.

If the Crew Member were to reply 714n, their name would appear in the Shifts Page in red. You could then edit the shift and press Make Unavailable which will automatically enter unavailability for this Crew member in this time slot.

MultiSMS? - In the Shift Edit Page, if you press SMS? without having a Crew Member’s name selected, it opens up a page that we call the MultiSMS? Page because it allows you the opportunity to offer this shift (or multiple shifts) to multiple people. What happens is the default SMS appears in the text box again (editable and customisable in Global Settings) but this time there is a box with the entire list of Crew in it (only those crew that are assigned to the Activity will appear). In this list, Crew Members that are already booked have an asterisk * next to their name and Crew Members that have entered their Unavailability have a hash symbol # next to their name. So you know to select the crew names that do not have these symbols - available crew. If you were to offer one shift to two people, they would both receive the SMS in the textbox asking them if they can do that shift. If they both were to reply with a y (yes) the system will wait a predetermined length of time inputted by you (Global Settings - SMS Incoming Configuration - Incoming SMS Accept Shifts Interval) before awarding the shift to the highest ranked Crew Member by sending them the Confirmed SMS. The unsuccessful applicant will receive a ‘decline message’ informing them that the shift has already been filled and to standby for more shifts.

Once a MultiSMS? has been sent, on the Shifts Page, under the SMS field in the Shift/s that you have sent the MultiSMS? for, a (?) appears.  If the (?) is pressed a little window opens with a list of all the Crew Members you have sent the MultiSMS? message to as well as the time the message was sent. As the Crew start to reply, a Y or N (yes or no), start to appear next to their names so you can trace the progress of the booking. If at any stage you wish to cancel the sequence and book the Crew manually, you must press the Cancel MultiSMS button inside this window (bottom left). Then you can manually add the crew to the booking and send them the Confirmed SMS. If you attempt to manually assign crew to a shift without cancelling the sequence, the MultiSMS sequence will override what you have done. After a predetermined time set by you in Global Settings, the message will Time Out. This is denoted by a Yellow T under the SMS filed for that Shift.

LinkSMS? - We call it a LinkSMS? if you have sent a MultiSMS? for more than one shift without Crew Member names selected (Crew name field left blank). In this way it is possible to send a group SMS to multiple staff for several shifts if the shifts all have the same details (Same Client, Activity, Start Time, Finish Time, Venue etc). For example, if you had four identical shifts you wanted to fill, you would select these four shifts on the Shifts Page, and then press the edit button (pencil icon) to the right of one of the selected shifts, thus opening the Shifts Edit Page. Once here, you would leave the Crew Member name field blank and press SMS? Now a list of all the staff assigned to that activity will appear and the default text of the SMS message. You could select eight names to send the message to, or ten, or twenty, or however many you want to improve the chances of getting those shifts filled. After this the sequence will be the same as it was for MultiSMS?, the system will wait the amount of time you have programmed it to before sending out Confirmation messages to those staff of the highest rank that accepted the job, and declined messages to those that missed out because their ranking was too low. If you have sent a MultiSMS? for more than one shift, the database will assign one shift number to multiple shifts. One of the shifts will have the (?) next to it and the others will have the new assigned shift number.

Same Crew SMS? - The Same Crew SMS features works in two ways.

1. You can book multiple people on several shifts, with a view to keeping consistent staff booked on those shifts, provided you select an equal number of shifts on each occasion. For example, if on the Shifts Page, you had a four shifts for four people from 8am to 12pm and you needed the same four people to return on four subsequent shifts, perhaps that evening from 8pm to 11pm, you would have to select all eight shifts (it has to be an even number of both to work, four morning shifts and four evening shifts) press the edit (pencil icon) to enter the Shift Edit Page, then leaving the Crew Member name blank, press Same Crew SMS? This will bring up the default SMS (customisable, editable) and a crew list of available crew for that Activity. Once again crew that are already booked in all time slots will have an asterisk * next to their name and those that have entered their own unavailability will have a hash symbol next to their name #. In this Same Crew SMS? mode if a Crew Member is already booked for one but not all of the shifts, a *+ will appear next their name and if they have made themselves unavailable for one but not all of the shifts a #+ will appear next to their name. The message will create one shift number for both (or all shifts) but will offer crew both shifts in the message. Depending upon how you have set the default settings for the Same Crew SMS? message in Global Settings, the message you send, may in the case of this example, look like this:

[715] Can you do 2 shifts, Sun 05-07, 07:45am - 12:00pm & Sun 05-07, 20:00pm - 23:00pm approx, at Cronulla Beach ? Client - X Productions. Reply 715y for YES, 715n for NO. Await Confirmation.

The Crew Members by replying 715y are accepting both shifts. With this facility it would be possible to select all eight shifts (four in the morning and four in the evening) and send this Same Crew SMS? message to eight or ten or twelve Crew Members (however many you think necessary to get the job filled). Once again, the system will wait the predetermined length of time that you have programmed into it; the first four of the highest ranking to reply in the affirmative will be awarded the job and will receive the confirmation messages (they will receive one for each shift). Those that missed out will receive the declined message to inform them that they will not be needed and to stand by for more shifts. Once again, on the Shifts page, it will be possible to see which shifts have been offered to Crew Members using the Same Crew SMS? feature because in the shifts, under the SMS field, it will sow SC and the shift number created by the system for these shifts, in this example SC715. There will be the (?) next to the SC715 of the first of these ‘linked’ shifts. If you pressed this (?) a list will open of all the crew you sent the Same Crew SMS? message to, including the time the message was sent. As you refresh the page you will see Y and N appear after the names of the Crew Members that have responded yes or no to the shifts and the times they responded.

2. The second way that the Same Crew SMS? can work is for offering multiple shifts to one Crew Member, for example, an entire week or fortnight’s work. In the Shifts Page, you need to select all the shifts that you wish to offer to the one Crew Member and press the edit (pencil icon) to open the Shift Edit Page. Press the Same Crew SMS? button, select the crew member you wish to offer the shifts to from the Crew list and press Send SMS. The content of the SMS will say how many shifts are being offered and will put the details of the first and last shift.

Confirm SMS - In Shift Edit Page there is the button Confirm SMS. When this is pushed the Confirm Messages for all Shifts selected will be opened up. These can be edited or left as is and sent to the intended recipients by pressing the Send SMS button. Once this has been done, in the Shifts Page the Crew member’s name/s will be black with a C after them (under the SMS field) denoting that the Crew Member/s are confirmed for those shifts.

Confirm w/o Sending SMS - By pressing this button in the Shift Edit Mode you simply make a Crew member confirmed for a shift without sending them a Confirmation message. Their name will appear black on the Shifts Page with a C next to it (under the SMS field) denoting that they are Confirmed

Make Unavailable - By pressing this button in Shift Edit Mode you automatically enter unavailability for Crew Members selected for the time period of the shift. This is most commonly done when a Crew Member has declined a shift they have been offered. The entry in the Unavailability Page will say Made Unavailable by Admin and the time and date this occurred. Next time you attempt to book that shift, the Crew Member/s you have made unavailable will appear in the list with a hash symbol # after their name so you will know they are not available and you can offer the shift to other Crew Members.

Admin Login - The access granted to the Personnel Manager software by selecting the Administrator as Usertype in the Login Page and entering the correct Username and Password. Admin Login is the highest level of access to the system.

Duty Manager Login - The next highest level of access is the Duty Manager Login which is accessed by selecting Duty Manager as the Usertype in the Login Page. The Duty Manager has the same features as the Admin Login but without access to the Global Settings Page, the Businesses Page, Payroll and Invoices Pages. Duty Managers cannot change or view passwords or anything to do with finances or the overall command settings of the database, but they can manage all the rostering access across all Businesses in the database.

Manager Login - Manager Login is the access that is granted when Usertype Manager is selected in the Login Page. The Manager has the ability to only view and edit the roster in one particular business. They have no ability to see what happens in other businesses. The Manager enters the Username and Password that is assigned in their Crew Member Details page (usually their mobile number for both until changed). Then in the Admin Login, at the top left of the screen, the Businesses Tab must be selected, and the particular business edited (pencil icon) and the Business Manager is selected here from the list of available Crew Members.

Client Login - Client Login is the access granted to Clients by selecting Client in the Login Page as the Usertype. Client Login allows the Clients to View Upcoming Shifts. There are many optional features that can be added to the Client Login on the Admin Login (Global Settings) such as the ability for selected Clients to be able to make bookings online, even the ability for clients to view staff and book them via SMS if these features are enabled. The Username and Password for Clients are entered in Admin on the Clients Page when adding or editing a Client as the Client Code. See Instructions for Clients for more information.

Crew Login - Staff can select Usertype Crew in the Login Page to be directed to their Crew Support Page.  See Instructions for Staff Members for more information.

Logout - By pressing this button you logout of the Personnel Manager system.

Superuser - In the top right hand corner of the screen in Admin Login are the Words View All Company Details: Off with a triangle containing an exclamation mark to the left. When you click these words they change colour and say View All Company Details: ON with a green circle with a tick in it to the left. When this mode is switched on, the system is operating in ‘Superuser’ Mode. In this mode, instead of seeing the details of the Business that is selected, you see the details of ALL businesses entered into the system. On the Ops Home Page you see ALL Jobsheets, Invoices and Quotes and on the Shifts Page you see ALL shifts. Also you must be in Superuser Mode to Add a New Client. This prevents Business Managers or Duty Managers from entering clients into the system. Also when in Superuser Mode you have the ability to Disable Clients or Crew. To disable a Crew Member go to the Crew Page with View All Company Details: ON. On the right hand side of the screen there will now appear a green smiley face next to each Crew Member. By clicking this face, you will turn it into a red not smiling face with a line through it, and send it to the folder Disabled Crew. This will take the Crew member off the ‘active’ Crew List. If you ever wish to re-enable the crew member, go to Crew Page, View Disable Crew and press the red not smiling face to make it green again and restore the Crew Member to the Crew List. To disable Clients do the same thing in Superuser Mode in the Clients Page.

Deleted Shifts - To delete shifts, you select them in the Shifts Page, then scroll down to the bottom of the Shifts Page and click on Select an Action, then Delete Shifts. A window will pop up prompting you ‘Are you sure you want to delete these records? Yes or Cancel’. In the Navigation Bar of the Personnel Manager is a Deleted Shifts Page. By opening this page you can access all deleted shifts and restore them to the Shifts Page if necessary.

Search Crew - By Pressing the Search Crew feature in the Navigation Bar, a new window opens up. In this window you can search all the Crew Members in your system by business, date, time and four activities. So if you needed  certain person for a certain time slot, you could enter the time and date you require the person and then you could select up to four different Activities, to narrow down your search s well. It is possible to put Activities in the system for your own personal reference, such as Vehicle (if someone owns car).

In the results of the Search, if you have a Skype account, you can click any of the phone numbers to make a Skype call. In fact anywhere in the database you can call via Skype by clicking any phone numbers you see.

Company:

Job Date:

Time On:

Time Off:

Activity 1:

Activity 2:

Activity 3:

Activity 4:

Activities/Rates - The Activities/Rates Page has a link in the Navigation Bar. In this page it is possible to ‘add a new activity’, name it and assign it pay rates (rate that Crew Members are paid that appear on the Payroll Page) and charge rates (rate that Clients are charged that appear on the Invoices/Quotes). Sub-Activities can be created by assigning certain Activities as Sub-Activities. This will accord the same pay/charge rates to a group of Activities.

* Activity Name:

Activity Code:

Is this a Sub Activity:

E.g. Out is a sub activity of General.
Sub Activity the rates will be the same as the parent.

Show Skill in Clients Booking Area.

Tick to indicate that this is a licensed (ticketed activity).

Crew Rate A:

Crew Rate B:

Charge Out Rate A:

Charge Out Rate B:

Tick to indicate that this is a dual text activity.

If you select Show Skill in Clients Booking Area, the Activity will display in the Client Access (Login) as an Activity that they can select when making a booking (optional). Also, by selecting this feature within an Activity, it will display in Crew Login on the Crew Support pages of Staff in a key which lists all the Activity Codes and their corresponding Activities.

In the Activities Page, it is possible to edit any Activities by pressing the edit button (pencil icon) to the right of each Activity.

If you click on the name of the Activity itself, a list will open up of all the potential staff members per business so that it is possible to assign many Crew Members to the Activity at once, either by double clicking on each name in succession, or by holding control while selecting the names and then press the arrow that puts them across into the right hand box before saving these changes.

Activity Code - This is up to four digits in length and is entered inside each Activity. These codes can then appear in the SMS messages for staff, both request and confirmation messages, if they are configured that way in Global Settings. The Activity Codes will also appear in the Crew Support pages along with an explanation of the Activity.

Dual Text Activity - If this box is selected within an Activity, then not only will the Crew Member receive reminder SMS messages for the job/appointment, but so will the Onsite Contact, provided a correct mobile number is entered for the Onsite Contact. In this way, both the staff and the Onsite Contact will be reminded at 16:00 the day before a job/appointment.

Incompatible Client/Crew - In this page you can make certain Crew Members incompatible with certain Clients. This will remove their names from the list of available crew for a particular client making it impossible to send certain staff to certain clients.

Unavailability - The Unavailability Page in Admin/Duty Manager/Manager Login allows you to enter Unavailability for Crew Members for certain time slots so that they show up with a hash symbol # next to their name in the Crew List for jobs due to occur in that time slot. If a Crew Member is booked for a shift in a time period that conflicts with their Unavailability, then a warning will display on the Shifts Page. If a Crew Member responds No to a request SMS message (SMS?), it is possible in the Shifts Edit Page to Make Unavailable that Crew Member for that shift, which will automatically enter that Crew Member’s Unavailability in the Unavailability Page. The entry will say ‘made unavailable by admin - time/date of entry’. In the Crew Login, Crew Members can enter their own Unavailability as well.

On Contacts - The On Contacts Page is a record of all Onsite Contacts ever entered into the system. The records for each list of Onsite Contacts provided by a particular Client are also found in the Client Pages for each Client and in the Client Login.

Businesses - The Personnel Manager Online Rostering System allows you to operate as many businesses as you like under the one platform. Some users operate several businesses; others use it to break their staff up into regions, state by state, or city by city. The use of different businesses can also be used to operate different departments within the one company where the staffs of each department need to be kept separate from each other. The Businesses Page, in the very top left corner of the Admin Login, is where the different businesses are created and named. If there is a problem creating new businesses please email info@personnelmanager.com.au as an additional fee may be required. Once the businesses are created, then it is possible to edit such details as business name, phone, fax, address, email. A display name can also be added, a different name that will display to Clients in their Client Login. The ability to create Jobsheets can be switched on or off per business, and whether the business is to use the Incoming SMS no. (Optional) is also decided here. It is possible to assign a Business Manager from the list of crew for each business, and assign a bonus rate for that manager (commission of a certain amount of $ per hr of labour worked in that business).  By assigning a Sort Number of 1 to a business, you enable it to be seen by Clients in their Login (you can create a different display name as mentioned to the one you use for your own reference). If you have business that you do not wish to be visible to your clients, then assign it a Sort no of 0 (zero).

Payroll - The Payroll Page displays a calculation of all the payrates for your staff in a certain Payweek. The payweek is Monday to Sunday. The Payroll Page defaults to the previous Payweek and will display all the staff that have worked for  certain business in that Payweek, the Activities they have done the amount of hours they have worked in each different Activity, with a calculation of the total pay for the week. The Total Hours for the Business are also shown for the week and the amount of commission the Business Manager has earned.

It is possible to check any Payweek including the current one by selecting any SUNDAY in the calendar and then pressing Show Payroll Week.

It is possible to check the Payroll records for any individual Crew Member.

Invoices - The Invoice Page displays all the Invoices that have been sent by the Personnel Manager system. You can search Invoices by Invoice no, Client and/or Date.  You can see each Invoice by number, the Business from which it was sent, the Client company, the amount of the invoice, the date it was sent and the date it was locked. To the right of each Invoice record there is a Padlock Icon. When a Client has paid an Invoice, click the padlock Icon to ‘lock’ the Invoice. If you wish to see which Invoices have not been paid, click the Outstanding and Open Invoices box and press GO. This will bring up a list of all ‘unlocked’ (overdue) Invoices. If you wish to see how much money is owed to you by a certain client, repeat this procedure and select the client from the list and press GO. You will see at a glance the total of how much money you are owed by this client, the Invoice numbers, the amounts of each invoice and the dates you sent the Invoices. By selecting a certain date range and pressing GO you can see at a glance your total turnover for that period.

Client Booking Block - This feature allows you to a block on Clients making Autobookings (bookings made directly into the system by clients online) during peak periods where your resources may be stretched to the limit. In the event that a Client attempts to make an Autobooking during that time period that is blocked, they will be informed to call or email your office.

Global Settings- Global Settings is the Page where the entire configuration for your particular version of the database is held. In this way it is possible for many different users of the system to customise it to meet their unique needs.

Client SMS - In Global Settings, under SMS Configuration, there is an option, Automatically Add Used SMS to Clients Tax Invoices. If this is selected, then any outgoing SMS messages used by your Clients will be added automatically to the Tax Invoices you send the clients, as the feature says. In addition, the Client SMS Page in the Navigation Bar will allow you to keep track of how many SMS messages your clients have used in any given period of time.

Display Crew in order of Hrs Worked - On the Crew Page (Admin Login) there is the feature Display in order of Hrs Worked. To use this feature it is important to have View All Company Details Details: OFF, it must be done for each business individually. When the box is ticked, a date from and date to calendar magically appear, making it possible to enter a date range and press GO in order to view your Crew in order of hours worked. A list will be displayed of only the Crew Members that have worked in that time period, the amount of hours each one has performed, from the most amount of hours through to the least.

This new list will show a new Ranking for each Crew Member corresponding to the amount of hours they have worked in the chosen time period. The Crew Member that has performed the most hours will have a new ‘ranking’ of 1 and the list will assign a 2 for the Crew Member that has performed the second most hours, and so on, numerically for the whole list. It will also display their old ‘ranking’ as well. The system will allow you to save the new rankings by pressing the Save Ranks button at the bottom of the page. Any Crew Members that did not work in the time period searched, and whose previous ranking conflicted with a new ranking, will now be ranked one rank lower than the lowest ranked member of the search.

For example: If you searched crew that have worked in the last fortnight, and your list displayed 20 Crew Members, in order of the hours they have worked, from highest to lowest, and you saved these rankings, you would have a ranking order of this ‘active crew’ list from 1 – 20. Any crew that had a ranking between 1 and 20 already, but did not work in the previous fortnight will now have a rank of 21.

Ranking - The Personnel Manager staff rostering system allows you to rank your staff, numerically for the purposes of prioritising them in order, or assigning numbers to particular ‘types’ of staff for your own internal reference. Simply open the Crew Page (Admin/Duty Manager/Manager Login) then put a number in the text box to the left of each Crew Member’s entry under the title Rank. Remember to scroll down to the bottom of the page and press Save Ranks. It is possible to assign the same ranking to multiple staff for your own reference. For example, you could give everyone that has a car a ranking of 20. The database will display all Crew Lists in the Shift Edit Page and the various SMS pages in order of the assigned ranking. In this way you can offer staff work in order of ranking. The MultiSMS? system will use the ranking when prioritising which staff to confirm for shifts. If rankings are not saved, the MultiSMS? sequence will book staff in alphabetical order.

Autobooking - If a Client has Enable Online Client Booking ticked in their Client details in the Client Page (Admin/Duty Manager/Manager Login) then when that Client logs in to their own Client Access (Login), there will be a button at the top of the page that says Make Booking. When they click this button they will have the ability to enter a booking for Crew Members directly into the system, in a simple, two step process. Once this has been done, a Confirmation Email will be sent to the Administrator and the Client Booking Person with the details of the job. See Instructions for Clients for more information.

Incoming SMS - It is possible to have an Incoming SMS number assigned to your version of the Personnel Manager labour management software (extra cost/optional). Messages can be sent directly to the system for the purposes of accepting/declining shifts; entering hours worked ‘locking off shifts’ or just sending an SMS message to the admin department. All Incoming SMS messages sent to the Incoming SMS No. come through as emails. The emails show the name of the Crew Member, the Business they work for, the time and date the message was received, the Shift No (where applicable) and the type of message sent. The Subject Heading of the email will show if the message is:

* Incoming SMS (a standard message)

*Auto Shift Accept SMS (a message accepting an SMS?, a MultiSMS? or a Same Crew SMS?)

*Auto Shift Deny SMS (a message declining an SMS? SMS?, a MultiSMS? or a Same Crew SMS?)

*Auto Lock SMS (a message ‘locking off’ the hours a Crew Member has worked - e.g. 0800 1200)

*Auto Lock SMS - LATE (a message ‘locking off’ the hours a Crew Member has worked that has been sent in ‘late’ after the time that has been entered in Global Settings under Incoming SMS)

Any of these Incoming SMS messages that do not work as intended (if a Crew Member sends them in the wrong format) will display as - FAILED in the Subject Heading of the email.

Admin Username - In the Global Settings Page the Admin Username can be entered. This is the Username that is entered in the Login Page when the Usertype Administrator is selected. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Admin Password - In the Global Settings Page the Admin Password can be entered. This is the Username that is entered in the Login Page when the Usertype Administrator is selected. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

NB: General advice for passwords - Do not use dictionary words, make them alphanumeric, do not email them.

Duty Manager Username - In the Global Settings Page the Duty Manager Username can be entered. This is the Username that is entered in the Login Page when the Usertype Duty Manager is selected. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Duty Manager Password - In the Global Settings Page the Admin Username can be entered. This is the Username that is entered in the Login Page when the Usertype Duty Manager is selected. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

NB: General advice for passwords - Do not use dictionary words, make them alphanumeric, do not email them.

Company Details - In the Global Settings Page, you can enter your Company Details such as your Company Name, Company ABN, Street, Suburb, State, Postcode, Email Address, Phone, Fax and Mobile Number. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Accounts Details (for Tax Invoices) - In the Global Settings Page, you can enter your Accounts Details. These will appear on the Tax Invoices you send to Clients. Payment Terms entered will appear on the Tax Invoice and are measured in days, letting your clients know how many days they have to pay your Tax Invoice after you send it to them. Other account details are your Accounts Email Address, Bank Name, Business Account Name, Business Account Number, BSB, and Bank Country Number (for international transfers). Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Enable Quotes - Global Settings Page - Manager Homepage Configuration. If this feature is selected, Quotes will be functional on the Ops Home Page. If this feature is deselected, Quotes will disappear altogether from the Ops Home Page. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Enable Tax Invoices - Global Settings Page - Manager Homepage Configuration. If this feature is selected, Tax Invoices will be functional on the Ops Home Page. If this feature is deselected, Tax Invoices will disappear altogether from the Ops Home Page. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Show Inhouse Client Reference Numbers - Global Settings Page - Manager Homepage Configuration. Select this feature to create a text box on the Ops Home Page next to the Jobsheets for the purposes of ‘renaming’ the Job Numbers by entering the new Job Number (it can be alphanumeric) in the text box and pressing the tab key on your keyboard. This will ‘rename’ the Job Number for the Jobsheet, Invoice and Quote on the Ops Home Page. If this feature is not selected, the database will automatically assign a Job No to the Jobsheet, Invoice, and Quote. Each time a new Jobsheet is created, a new Job No will be assigned which is sequentially greater than the last Job No by 1. The Job No assigned by the system will also contain the Client that the Jobsheet is for and the date of the last day of the payweek that the job occurs in (Sunday). Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Use Inhouse Client Reference Numbers - Global Settings Page - Manager Homepage Configuration. When selected, this feature will enable the user to enter the Client Job No on the Ops Home Page. Once this is done and entered by pressing tab, the Job No can be entered directly on the Ops Home Page to appear on Jobsheets, Invoices and Quotes, as well as in the Client Job No fields in the Jobsheets and Shift Edit Pages. This will display the Client Job No in the Client Login on the View Shifts Page under Job No, to the left of the Shift No. If one of the Job No is clicked, the view will reduce to only those shifts associated with that Job No (Jobsheet), so that the client can reference the shifts by their own Job Numbers and also they can see at a glance only the shifts associated with a certain job. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Logo - Global Settings Page - Manager Homepage Configuration. Click the Browse button to Upload a file (Jpeg, gif,png,tiff,eps) to appear on all pages of the database as your Logo, including Tax Invoices and Quotes. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Crew Available Across All Businesses - Global Settings Page - Software Configuration. If selected, all Crew will be assigned to all businesses in your system. If deselected, the Crew will need to be assigned to businesses individually. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

AM/PM Rates - Global Settings Page - Software Configuration. This feature will create two different rates, Rate A and Rate B. Rate A comes into effect from 0800am until 2000pm. Rate B comes into effect from 2000pm until 0800am. This enables both Pay and Charge Rates to be different during these hours. For flat rates of pay, deselect this feature. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Crew can Lock Shifts - Global Settings Page - Software Configuration. This feature will allow Crew Members to ‘lock off’ their shifts in their own Crew Support pages (Crew Login). When they have finished a shift, they login, edit their finish time and press the opened padlock icon, locking it. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Crew can Accept Shifts - Global Settings Page - Software Configuration. This feature will allow Crew Members to accept shifts in their own Crew Support pages (Crew Login). If they have been offered a shift, they can login as Crew, select Upcoming Jobs and press either YES or NO under Accept Shift. If YES is pressed, the system will prompt the following message:

Are you sure you can do this shift?
Once you have accepted this shift you will not be able to decline it.

OK                           CANCEL

On the Shifts Page, the Crew Member’s name will appear black with a C next to it under the SMS field indicating that the Crew Member has been confirmed for the shift. If NO is pressed, the following message is displayed:

Are you sure you wish to DECLINE this shift?

OK                           CANCEL

On the Shifts Page, the Crew Member’s name will appear red with a D next to it under the SMS field indicating that the Crew Member has declined the shift. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Crew Can Update Personal Details - Global Settings Page - Software Configuration. By selecting this feature, you are giving your Crew Members the ability to edit their own details in their Crew Support page (Crew Login). On the Personal Details screen, on the right hand sign is the button:

:: EDIT MY DETAILS ::

Once the Crew Member presses this button, they can edit their own details such as their Date of Birth, Email Address, Mobile Phone Number, Phone Number, Street, Suburb, State, Postcode, TFN or ABN. Once completed they press the Update Details button to save these changes and send them in n email form to the email address that is entered in Global Settings - Software Configuration in the text box next to Upload Notification Email Address. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Crew Can Upload Files - Global Settings Page - Software Configuration. When selected, Crew Members can upload files such as their photograph and any files which may be of relevance to their employment (1st Aid, Police Check, Vehicle License etc) in the Crew Support Page (Crew Login).  They click the Browse button next to Upload a File, name it and save it. They can do this either by editing their Personal Details or selecting the Files Page. An email will be sent to your Notification Email Address to let you know this has occurred. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Upload Notification Email Address - Global Settings Page - Software Configuration. The email address you enter here is the one that will receive any notifications of changes made to the Crew Pages by any Crew Members such as change of address, new email address, new photo and any file uploads. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Clients Can View Crew Details - Global Settings Page - Software Configuration. When this feature is selected, Clients are able to view the Names and Mobile Numbers of Crew Members that are booked on shifts for them from their Client Login (Client Access) in the View Upcoming Jobs Page. When this feature is deselected, clients will see either a blank field or the word ‘Confirmed’ depending on the status of the job. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Clients Can View Shifts - Global Settings Page - Software Configuration. When selected, this feature creates the View Upcoming Shifts Page in the Client Login. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Crew Shift Buffer Warning - (Double Booking Warning) Global Settings Page - Software Configuration. This feature allows you to enter a number in the box for the amount of minutes you would like to leave between shifts before a warning will display. If you enter 60, the Crew Member will be able to do a shift with a start time one hour after the finish time of their previous shift. If you set this to 600, a warning will display if you book a Crew Member for a shift within ten hours of their previous shift’s finish time. Another way to think of this feature is as a ‘double booking filter’. It alerts you if you book the same Crew Member on two shifts at the same time, or indeed within a certain time period of each other. An example of how the warning will display on the Shifts Page is as follows:

X Crew Member is double booked by X Client :: Job No X Client 11062 01-01 Shift No 57010 :: Shift On Fri 08:00 :: Shift Off Fri 14:00

Note: there is currently a 60 minute time buffer on the double booking filter to allow crew to get to their next job.
This means back to back jobs will be mentioned above.

Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

SMS Shift Time Buffer - Global Settings Page - Software Configuration. The amount of minutes entered here will dictate the Start Time of the Shifts as they appear in the SMS messages to staff. If you entered 15 in the box, the system would then deduct 15mins from the start time of your SMS messages to Crew Members. If you had a booking for 1000am, the start time would appear as 0945am in order to encourage the Crew members to be early. If you do not wish to use this feature, just leave the box blank or enter a 0 (zero). Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Crew Car Pool Shift Overlap - Global Settings Page - Software Configuration. This feature allows Crew Members to see the other Crew Members working on the same shift as them on their Crew Support Page (Crew Login), in Upcoming Jobs at the far right of the screen if they click View Other Crew on this Job. They will see only those staff working with them, and their mobile numbers.  If you enter 60, then even if the start times and venues are different, as long as Crew Members are working for the same Client within 60 minutes of each other. This way Crew Members will still be able to see the others on the job with them even if some start at a different location, earlier than others. Enter 0, or leave the box blank to only display those Crew Members with an identical start time. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Crew Bonus Rate - Global Settings Page - Software Configuration. The dollar amount entered here will be added to Crew Member’s rate in their payroll. In the Shift Edit Page and Jobsheets, there is a tick box under the title Bonus. If this is deselected, the bonus rate will NOT be included in that shift. For example, if you had a Crew Member on a rate of $22 per hour, and you recorded a bonus rate of $3 in Global Settings, then the Crew Member will receive a rate of $25 per hour ($22 + $3 bonus). By deselecting the bonus box in Shift Edit Page or Jobsheet, you would effectively be depriving that Crew Member of the $3.00 per hour bonus rate in the Payroll Page. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Long Shifts - Global Settings Page - Software Configuration. A warning will display on the Shifts Page if a Crew Member exceeds the amount of hours entered here in a single shift. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Long Shift Break- Global Settings Page - Software Configuration. A warning will display on the Shifts Page if a Crew Member does not receive the amount of hours entered after a Long Shift and their next shift. So if the Long Shift were set to 12 hours, and the Long Shift Break were set to 10 hours, the warning will appear if a Crew Member was booked on a shift having a start time occurring within 10 hours of the finish time of a 12 hour shift. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Enable Webboard- Global Settings Page - Software Configuration. Tick this feature to enable the ‘webboard’ to be displayed in Client Login. When this feature is selected a new page will appear in the Client Login titled View Webboard. This will show a version of the Shifts Page that is not able to be edited, listing all the shifts across all businesses. If the shift number (or client job no) on the left is clicked; only the shifts associated with that particular Jobsheet will be displayed. Businesses tend to use this feature when they use their Project Managers as Clients, rather than their actual clients, as it does display all the shifts for all Clients. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Codes - Global Settings Page - Software Configuration. Code 1, Code 2, Code 3, Code 4 allow you the option of creating 1 digit codes that can be transmitted to Crew Members in their SMS messages and on their Crew Support Pages. These Codes are a 1 digit Code, a Code Description and an Email Text for Code. For Example, you may enter for Code 1 - V, for the Code Description - Crew Member Vehicle, For Email Text for Code - Crew Member must supply their own Vehicle. When the Crew Member is sent the SMS for their shift or they check their page, the Letter V will appear alerting to them fact that they must bring their vehicle. Tick boxes appear in the Autobookings (Client Login) and in the Shift Edit Page and Jobsheets (far right) to add these Codes to a shift. You can have a total of four codes. F-O-V-H may alert Crew that they must return to the client’s factory (F) at the end of their shift, the job is outdoors (O) so they must bring a hat, sunscreen, water, raincoat, they must wear a safety vest (V) and a Hard Hat (H). The Codes can be anything you like. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Calendar - Global Settings Page - Software Configuration. On the Shifts Page there is the feature View Shifts as Calendar. It is possible to customise this Calendar on the Global Settings Page by selecting or deselecting the following fields: Show Start Time on Calendar, Show End Time on Calendar, Show Crew Name on Calendar, Show Crew Mobile Number on Calendar, Show Crew Shift Number on Calendar and View Calendar by Client/Site. This last feature will make the Calendar display the shifts in sections for different venues and clients. So if you had Crew Members working on different sites for the same client, those different sites will be separated on the Calendar. If you prefer a normal calendar view it is best to deselect this last feature. The most common calendar configuration is to select all the tick boxes pertaining to the calendar with the exception of the last two. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Show Warning if Crew Member has Completed more than X Hours/Shifts in X Weeks/Financial Year/Calendar Year - Global Settings Page - Software Configuration.  This feature enables you to enter values into the boxes denoted by X. You could for example set the system to display a warning on the Shifts Page if a Crew Member was booked to work more than 40 hours in one payweek. Or you could set it to alert you if the Crew Member was booked to work more than 90 days in a Financial or Calendar year. It is possible to tick a box if the warning is to be displayed per client. In this way you could set the system to alert you if you had a Crew Member booked to work more than 90 days in a financial year for a certain client, so that you could transfer that Crew Member to another client. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Fields that are visible on Spreadsheets - Global Settings Page - Software Configuration. At the bottom of the Shifts Page, under Select an Action, the first option is Export to Excel. By selecting certain shifts and then choosing this option, you can export the selected shifts to an Excel spreadsheet. It is possible to configure exactly which fields from the shifts you would like to export into the Excel spreadsheet by using the table in the Global Settings Page. The unused fields stay in the left section of the table and the fields you wish to export go in the right section of the table. Click on the up and down arrows to arrange the order of the fields to be exported. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Auto Booking Email Cancellation Warning - Global Settings Page - Software Configuration. Whatever is written in this text box will appear at the top of the email that is sent to Clients and your Admin email address when the Clients make a booking online. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

After Hours Start Hour - Global Settings Page - Software Configuration. If Send After Hours Reminder SMS is selected in Global Settings - SMS Configuration, then it is possible to change the start time that the SMS messages will take effect in. If 22 is selected for the After Hours Start Hour and 09 is selected for the After Hours End Hour, any Crew Members booked on a shift between the hours of 2200pm and before 0900am will be sent the After Hrs reminder SMS. The content of this SMS message can also be customised in Global Settings Page, SMS Configuration. It is possible to change the times that the After Hrs reminder SMS messages are sent in. It is also possible to edit the time the message is sent (how many minutes before the start of the shift the message is sent). Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

After Hours End Hour - Global Settings Page - Software Configuration. If Send After Hours Reminder SMS is selected in Global Settings - SMS Configuration, then it is possible to change the end time that the SMS messages will take effect in. If 22 is selected for the After Hours Start Hour and 09 is selected for the After Hours End Hour, any Crew Members booked on a shift between the hours of 2200pm and before 0900am will be sent the After Hrs reminder SMS. The content of this SMS message can also be customised in Global Settings Page, SMS Configuration. It is possible to change the times that the After Hrs reminder SMS messages are sent in. It is also possible to edit the time the message is sent (how many minutes before the start of the shift the message is sent). Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Alternate Text for Client - Global Settings Page - Software Configuration. The word Client can be substituted for a different word to appear anywhere in the database where the word Client appears by default. For example it is possible to refer to Clients as Project Managers, Departments, Stores, Facilities, and Venues etc. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Alternate Text for Shift - Global Settings Page - Software Configuration. The word Shift can be substituted for a different word to appear anywhere in the database where the word Shift appears by default. For example it is possible to refer to Shifts as Jobs, Appointments, and Meetings etc. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Your BULK SMS Username/Password - Global Settings Page - SMS Configuration. The Personnel Manager online rostering system currently outsources the SMS functionality from a company called Bulk SMS. The Bulk SMS Username and Password for your Bulk SMS account is recorded for your reference in the Global Settings Page. If you wish to see your Incoming/Outgoing SMS history, or see how many SMS messages you have left, you can go to http://www.bulksms.com.au/ and Login (top right corner) to view these details.

Send Next Day Reminder SMS - Global Settings Page - SMS Configuration. The Personnel Manager automated employee scheduling system can be configured to automatically send a reminder message to Crew Members at 16:00pm the day before their shift by selecting this feature. It is possible to customise this message to include any information you like. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Crew that are NOT to receive SMS reminders - Global Settings Page - SMS Configuration. It is possible to have both reminders active, the 1600pm next day and the after hrs reminder message, for certain Crew Members only. The Crew in the left side of the table will receive the messages, the Crew in the right side of the table will not. If there are certain Crew Members that you do not wish to receive the Reminder SMS messages, ensure that their names are in the right side of the table. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Send After Hrs Reminder SMS - Global Settings Page - SMS Configuration. Select this feature to enable the Personnel Manager system to send your staff After Hours Reminder SMS messages. These can be configured to include the information of your choice.  Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Send After Hrs SMS - minutes - Global Settings Page - SMS Configuration. Enter the amount of minutes before the start time of the shift that you would like the after Hrs Reminder SMS to be sent. The SMS Shift Time Buffer will also be taken into account. So if you would like your staff to receive a Reminder SMS message 25 minutes before their shift is due to commence, and the SMS Shift Time Buffer is set to 15 minutes (Global Settings Page - Software Configuration), then set the Send After Hrs SMS - minutes feature to 10.  Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Crew that are NOT to receive After Hrs SMS - Global Settings Page - SMS Configuration. It is possible to have both reminders active, the 1600pm next day and the after hrs reminder message, for certain Crew Members only. The Crew in the left side of the table will receive the messages, the Crew in the right side of the table will not. If there are certain Crew Members that you do not wish to receive the Reminder SMS messages, ensure that their names are in the right side of the table. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Automatically Add Used SMS to Clients Tax Invoices - Global Settings Page - SMS Configuration. When this feature is selected, Clients that use the outgoing SMS messages can be billed for them in the Tax Invoices. To check how many SMS Messages a Client has used in a time period, visit the Client SMS Page in the Navigation Bar. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Charge per SMS - Global Settings Page - SMS Configuration. Enter the amount you would like to charge your clients per outgoing SMS they use. This amount will appear on the Tax Invoices as well as how many SMS messages the Client has used when Automatically Add Used SMS to Clients Tax Invoices is selected. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

SMS Message Customisation - Global Settings Page - SMS Configuration. There are nine different SMS messages sent by the Personnel Manager system to Crew Members automatically. These are:

-  SMS Request Message - The SMS sent to Crew Members when SMS? is selected in Shift Edits Page

-  SMS Request Message (2 connected shifts) - The SMS sent to Crew Members when Same Crew SMS? is selected in Shifts Edit Page and only two shifts are offered (one or multiple Crew)

-  SMS Request Message (more than 2 connected shifts) - The SMS sent to Crew Members when Same Crew SMS? is selected in Shifts Edit Page and several shifts are offered (one Crew)

-  SMS Confirm Message - The SMS sent to Crew Members when they have been confirmed for a shift

-  SMS Decline Message - The SMS sent to Crew Members when they have accepted a shift, but the shift has been awarded to someone else to let them know they are not required

-  SMS Crew Reminder (16:00) - The SMS sent to Crew Members at 16:00 the day before their shift to remind them of the shift details

-  SMS Onsite Contact Reminder (16:00) - The SMS sent to the Onsite Contact at 16:00 the day before their shift if Dual Text Activity is selected in the Activity

-  SMS Crew Reminder (After Hours) - The After Hours Reminder SMS sent to Crew Members

-  SMS Crew Reminder (After Hours) - The After Hours Reminder SMS sent to the Onsite Contact if Dual Text Activity is selected in the Activity

Each SMS message above can be customised to send in many different ways by adjusting the text in the text box to the right of the message. Different fields from the shift can be included or omitted such as Start Time, End Time, Date, Client, Onsite Contact, and Onsite Contact Mobile Number. All these different ‘merge fields’ are listed below the last message. When they are included in the SMS text they must be in square brackets. It is best to copy the merge field you require from the Tip list at the bottom and then paste into the message you wish to customise. It may be preferable to include less information in the SMS Request Message than in the Confirm Message. Static messages such as Thank you or Cheers can also be included. The default settings can be selected at any stage by pressing the Back to Default button. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Your Incoming SMS to Web Number - Global Settings Page - SMS Incoming Configuration. This displays the mobile number that your version of the Personnel Manager uses for Incoming SMS messages. It is not recommended to edit this. The Incoming SMS number is activated in the Business Page (Admin Login, top left of screen) by editing an individual business and assigning the Incoming SMS number to it. If this is not done, the mobile number of the Business Manager will be the default mobile number for Incoming/Outgoing SMS messages (the messages will ‘appear’ to come from the Business Manager’s mobile phone so that when people reply, they will in fact reply to that mobile phone). None of the Incoming SMS functionality will work if an Incoming SMS number is not assigned to your system.

Incoming SMS IP Address - Global Settings Page - SMS Incoming Configuration. This displays the Incoming SMS server IP address. It is not recommended to edit this.

Incoming SMS Lock Off - Global Settings Page - SMS Incoming Configuration. Select this feature to allow Crew Members to ‘lock off’ their shifts via SMS. This allows Crew Members to send an SMS at the end of their shift to notify the system of the hours that they have worked. If they send the SMS of their hours in the correct format, the system will automatically ‘lock off’ their shift on the Shift Page/Jobsheet so it can appear in the Payroll Page. When this has been done correctly, a padlock icon appears under the Lock field with an M next to it denoting that a Member (Crew Member) has locked off their own hours. An email will also be sent to the Business Email Address with Auto Lock in the subject heading. If the Crew Member does not send the SMS in the correct format, the email will say Auto Lock - FAILED and the shift will NOT be locked off in the Shifts Page/Jobsheets. It may be possible to see from the email the hours the Crew Member worked and manually ‘lock off’ the shift by opening the shift in the Shift Edit Page, editing the Time On and Time Off and pressing the Lock button. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Incoming SMS Lock Off Within - Global Settings Page - SMS Incoming Configuration. The number entered here will be the number of minutes after a shift has finished that the Crew Members are accorded to send in their Auto Lock SMS message to ‘lock off’ their hours. After this time period has elapsed, if an Auto Lock message comes in from a Crew Member, it will be deemed to be late. On the Shifts Page, it will still lock off the shift and place a padlock icon under the lock field, but instead of there being an M there, there will be an L, denoting that the SMS was sent in late. The email associated with the SMS will have in the subject heading Auto Lock - LATE.  Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Incoming SMS Accept Shifts Interval - Global Settings Page - SMS Incoming Configuration. The length of time entered here (minutes) is the length of time the system will wait to send a Confirmation SMS to Crew Members that are booked using the MultiSMS? sequence. For example, if you had this feature set to 15 minutes and you sent a SMS? message to 2 crew for 1 one shift (MultiSMS?), and they both accepted via SMS, the system will wait 15 mins before sending a Confirmation SMS to the highest ranked Crew Member and a Declined (rejection) SMS to the lowest ranked Crew Member to inform them that they will not be required for that particular shift. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

SMS Cut-Off Time - Global Settings Page - SMS Incoming Configuration. The length of time entered here (minutes) is the length of time the system will wait once an SMS? has been sent before timing out. When an SMS? times out a T denoting Time Out will appear in the Shifts Page under the SMS field. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Footer Email Address/Website Address - Global Settings Page - Footer Information. The Email Address and Website Address (URL) entered here will appear at the bottom of all pages of your Personnel Manager website, in all levels of access. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Terms and Conditions - Global Settings Page - Terms and Conditions. The Personnel Manager online labor management system allows you to enter Terms and Conditions that will appear on the Login Page for the different levels of access. There is a text box available for Clients Terms, Crew Terms, Manager Terms, Admin Terms and Duty Manager Terms. Simply copy the relevant terms and paste them into the text boxes. Whenever Crew Members, Clients, Managers, Duty Managers or Administrators Login, they will have to tick a box stating that they have read and understood the Terms and Conditions before being granted entry into the system. Once they have selected their Usertype, they can click the view terms link to open a box with the Terms and Conditions to be read. It is possible to use this not just for contracts, but for Job Descriptions or any information you like. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Primary Booking Skill - Global Settings Page - Client Booking Settings. Select an Activity from this list to create a Primary Booking Skill. This will appear in the Make Booking Page of the Client Login when a Client makes n Autobooking. If this drop down box is left blank the Primary Booking Skill will not appear on the Make Bookings Page. It is to be used when you have a main Activity that staff will be performing so that Clients do not always need to select the Activity from the Select Other Activity box. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Secondary Booking Skill - Global Settings Page - Client Booking Settings. Select an Activity from this list to create a Secondary Booking Skill. This will appear in the Make Booking Page of the Client Login when a Client makes n Autobooking. If this drop down box is left blank the Primary Booking Skill will not appear on the Make Bookings Page. It is to be used when you have a main Activity that staff will be performing so that Clients do not always need to select the Activity from the Select Other Activity box. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Clients to Have Booking Edit/Delete Permissions - Global Settings Page - Client Booking Settings. This feature will actually allow your clients to book Crew Members themselves from their Client Login in the View Upcoming Shifts Page. The Clients in the right side of the table have the Booking Edit/Delete Permissions, those on the left do not. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Clients to be able to view Payroll - Global Settings Page - Client Booking Settings. This feature will actually allow your clients to view the Payroll themselves from their Client Login in the View Upcoming Shifts Page. The Clients in the right side of the table can view the Payroll, those on the left cannot. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Site Name - Global Settings Page - Other Configuration. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Website Slogan - Global Settings Page - Other Configuration. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Email Slogan - Global Settings Page - Other Configuration. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

Select an Action - At the bottom of the Shifts Page, there is the drop down box, Select an Action. From here you can select the following options (actions): Export to Excel, View Shifts, Edit Shifts, SMS Shifts, SMS Confirm Shifts, SMS Same Crew Shifts, Confirm Shifts w/o SMS. Lock Shifts, Admin Lock Shifts, Unlock Shifts, Crew Chief PDF, Repeat Shift/s, Copy Shift/s, Delete Shifts.

Export to Excel - This feature enables you to export selected information from the shifts page to an excel spreadsheet. At the bottom of the Shifts Page, under Select an Action, the first option is Export to Excel. By selecting certain shifts and then choosing this option, you can export the selected shifts to an Excel spreadsheet. It is possible to configure exactly which fields from the shifts you would like to export into the Excel spreadsheet by using the table in the Global Settings Page. The unused fields stay in the left section of the table and the fields you wish to export go in the right section of the table. Click on the up and down arrows to arrange the order of the fields to be exported. Any changes to the Global Settings Page must be saved by scrolling down to the bottom of the screen and pressing Save Configuration.

View Shifts - Shifts Page - Select an Action (bottom of page) - When you select a shift/s on the Shifts Page (clicking on the box to the left of the shift, or anywhere on the shift that is not a link) you can then press the View Shifts button (the eyeball icon) on the right hand side of any of the selected shift/s to view the shifts details of the selected shift/s. This view is not editable. Alternatively, you could select the shift/s and then scroll down to the bottom of the Shifts Page, use the Select an Action drop down box to select View Shifts in order to view the selected shift/s details.

Edit Shifts - Shifts Page - Select an Action (bottom of page) - When you select a shift/s on the Shifts Page (clicking on the box to the left of the shift, or anywhere on the shift that is not a link) you can then press the Edit Shifts button (the pencil icon) on the right hand side of any of the selected shift/s to edit the shifts details of the selected shift/s. Alternatively, you could select the shift/s and then scroll down to the bottom of the Shifts Page, use the Select an Action drop down box to select Edit Shifts in order to edit the selected shift/s details.

Lock Shifts - Shifts Page - Select an Action (bottom of page)

Admin Lock Shifts - Shifts Page - Select an Action (bottom of page)

Unlock Shifts - Shifts Page - Select an Action (bottom of page)

Crew Chief PDF - Shifts Page - Select an Action (bottom of page)

Repeat Shift/s - Shifts Page - Select an Action (bottom of page)

Copy Shift/s - Shifts Page - Select an Action (bottom of page)

Delete Shifts - Shifts Page - Select an Action (bottom of page) - When you select a shift/s on the Shifts Page (clicking on the box to the left of the shift, or anywhere on the shift that is not a link) you can then scroll down to the bottom of the Shifts Page, use the Select an Action drop down box to select Delete Shifts in order to delete the selected shift/s from the Shifts Page. When this is selected a pop up display will prompt the question:

Are you sure you wish to delete the selected shifts?

OK                                          Cancel

The Deleted Shifts tab in the Navigation Bar will opens a page containing all the shifts that have been deleted. Deleted shifts can be selected and restored to the Shifts Page.