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The user account contains the information associated with each user in WorkSchedule.Net.
In the General Information section, you can set the user's name, logon info, email address, and other contact info, as well as free-text notes about the user. Free-text notes section is ideal location to put the employee's address, emergency contact information, certifications or other important information about the employee that you need to keep track of. The password must be at least 6 characters long. Some of this information can be changed by the user via the employee area, including the email address, phone numbers, and the password.
In the User Permissions section, you choose the level of access this user has. You have three choices: employee, manager, or admin.
Employee: Can only access the employee area. Employees generally can not change their schedules, except through sign up and swap features if those features are allowed by the manager.
Manager: Can access either the employee area or the manager area. A manager can not set global settings such as setup for categories, rules, and departments. Managers can be restricted to specific departments (See Managed departments) below.
Admin: Can access anything in the system, including all setup areas.
Allow employees to see schedule history: Indicate whether or not you want your employee to be able to view scheduled shifts that are in the past
Allow employees to indicate their availability online: Indicate whether or not you would like your employee to indicate their Availability.
Restriction of schedule view for employees: This set of options controls how much an employee can see in the schedule view in the employee portal. You can set these options to allow them to see the schedule for the entire company, only employees in the departments they are qualified for, or only the time blocks assigned to them.
Do not schedule: Check this box if the user is a manager or admin who would never be scheduled themselves. This eliminates the user from being chosen in the auto-scheduling and best fit features, and also excludes the employee from being shown in the drop down menu on the availability screen.
Disable user from logging on: Check this box to lock the user out of WorkSchedule.Net.
In the Attendance section, you can allow an employee to use features such as clocking in, and only allowing them to clock in from a certain IP address (such as in the office so they could not clock in at home).
You can also allow employees to edit their attendance, or disallow this option and have a scheduling manager take care of issues related to the time clock, such as an employee forgetting to clock in or out.
In the Managed Departments section, you can choose which departments a manager has authority over. This section will only show up if the user is set to be a manager since employees do not manage at all and administrators can manage all departments.
In order to add departments to a Manager account, click on the add button and select one or more departments (multiple selection can be done by holding CTRL and left-clicking more than one department) and moving them over to the destination box on the right side using the control buttons in the middle of the boxes shown below. Once you are satisfied with the departments you want to add, click the blue Submit button to add those departments to that user.
In the Manager Settings section, you can change alert settings for Managers/Admins.
In the Default View section, you can change settings for users regarding how their time block editor/schedule view appears by default.
Time block font and size: Changes the Font face and size
Show hours inside time blocks: In the schedule view, this setting will display how many hours a time block is for (08:00 - 12:00 will display 4 hours)
Employee name format: Change how the employees names are displayed in the time block editor view. (ex. First Initial Last Name: D Brown)
Sort by: Change the default sorting categories for time block and schedule views. This will conveniently partition the schedule view into different categories and make it easier to read.
Employee color scheme: Change how the time block editor and schedule views are color coded. This only applies if you have set colors for various categories.
In the Time Off section, you can change settings that govern a user's time off activities in WorkSchedule.Net.
**Default Paid Hours will only show up if you have the option "Based on user default" selected in the general options for Time Off. See Time Off for more information.
Time Off Ledger: Go directly to the Time Off Ledger of the specific employee
Time Off Manager: This option gives you the ability to allow a manager outside of the user's main department to approve/deny time off requests submitted by the user.
Allow employee to request/cancel time off: Turning these options on will allow a user to create or destroy (respectively) time off requests in their employee portal view.
Employee time off request form: Allows you to change how a user puts in a time off request in the employee portal.
Basic Time Off Request Form:
Advanced Time Off Request Form:
Year Hired: This is only for record keeping purposes and is not used elsewhere in the system.
Hours per day: Since time off requests are recorded as days in the system, and the time blocks are in hours, a time off request will be divided by this number of hours. While this should generally be set to 8, make sure you set it to how many hours is equal to one day off for that employee. This affects reporting features such as the time off ledgers.
*Default Paid Hours: See Time Off for more information.
In the Auto-scheduling information section, you can set the properties of this user that affect how the user can be chosen with the auto-schedule and best fit features. The only values here that will take any effect are those that pertain to some rules that you have added in the Rules area. See Automatic scheduling for information on how each of these settings effect the auto-schedule process.
In the Home Department Items section, you can assign the user a main category item in each category. These settings are used for the following purposes:
l Only managers who are authorized to manage this user's main department, can edit this user's record.
l If using the Attendance module, when this user clocks in, in the case that no time block is found in the current schedule, these properties will be used to attach category items to the time block which is created to record the time worked. See Attendance for more information.
In the Payroll section, the Payroll ID must be set if you would like to use Payroll Export
Payroll ID: If you wish to export your payroll information, this number must match the Payroll ID for your payroll service. **This number must be unique between users.
In the Qualifications section, you can qualify users for departments, as well as any of your other categories that you have indicated are "qualifiable " in the Categories Setup. Qualifying an employee for a category item can be used in conjunction with the qualification rule, to ensure that employees are only scheduled where they are qualified. You can enter a rank which can be used in conjunction with the rank rule, to prefer employees who are better suited for certain tasks, departments, areas, etc. when using auto-scheduling features. Qualifications and ranks have no effect unless the corresponding rule has been added in the Rules section.
DEPARTMENT QUALIFICATION: Qualifying a user for a department is more significant than qualifying an employee for any other category. Managers can only schedule those employees who are qualified for the departments that they manage. This means that if an employee is not linked (through his or her department qualification) to a given manager, that manager can not even see the employee to schedule.
Adding Qualifications: Adding qualifications for a user is easy. Select the category you want to add qualifications for and click Add. You can select more than one category by holding down CTRL and left-clicking multiple categories. Use the control buttons to move the categories you want to add to the right side box, then click Submit.
In the Reminders and Alerts section, you can set the system to send automatic reminders about the shifts to employees. To use this feature, you have to check the option Allow Reminders in the General Options screen.
Check Remind this employee if you want the system to send at least one reminder. You can choose to remind the employee before all the shifts, or only unusual shift (shifts that don't occur in the recurring schedule). Specify the number of hours before the shift on which the system should send the reminder to the employee.
If you want the system to send more than one reminder, check the box on the second line in the Reminders section, specify how many ADDITIONAL reminders you want to be sent, and how often the system should send them.
Please note that the system will send a maximum of 5 reminders per shift per employee, and the reminders should be at least an hour apart.
Specify the email that the employee should receive the reminder to. If you don't enter an email in this section, the system will ignore the reminder and will NOT use the default email address that you already provided for the employee.
You can use the Reminders feature to send the reminders to your employees cellular phones as SMSs. Here are the email addresses for the 6 most popular cellular phone carriers:
Allow employees to swap shifts: Check this box if you want your employees to be able to swap shifts with each other, within the restrictions of the applicable rules and swap method.
Swap Method: This option allows you to change the swap method of approving employee's shift swaps.
Allow employees to sign up for open shifts: Check this box if you want your employees to be able to sign up for open shifts, within the restrictions of the applicable rules, but without manager approval. Once the employee signs up for the shift, the shift is immediately assigned to the employee.
Use Bidding Feature: Check this box if you want employees to request to work a particular shift before the manager assigns the shift to a requesting employee.
Allow employees to sign up for partial shifts: (Applies only if above option is checked.) Check this box if you want your employees to be able to sign up for partial open shifts, leaving as many as two fragments of a shift leftover for other employees to possibly take.
Email upon sign up success: Check this box if you want the employee to receive an email upon successfully signing up for a time block.
Email upon sign up failure: Check this box if you want the employee to receive an email upon failure to sign up for a time block.
In the Miscellaneous section, you can set a user's session time-out setting.
This setting (in minutes) will allow you to change how long a user can be idle on WorkSchedule.Net before they have to return to the sign-in screen and log back in.