New employees can be added either using the Actions options on the employee header found in Personnel or through the Employee Panel's Actions.

Both methods follow the same system rules for adding a new employee.

To use the Employee Panel from other modules:

▪Click in the Employee Name window and open the Employee Panel.

▪Click on the Actions icon to open the option list.

▪Select Add Employee.

The system will provide the Add Employee template. Follow the same steps listed  below for using the employee header.

You may also use the Actions icon on the Employee Header in Personnel menu.

▪Select the Personnel menu.

See Personnel Menu Options for details on selecting different employees from your employee list.

▪Click on the Actions icon to open the drop-down list.

▪Select Add Employee from the drop-down list.

A pre-saved template is provided to enter the employee's information.

▪Add all the employee's data. Drop-down menus will contain your facility’s pre-configured data where applicable.

▪If you miss any fields that have been configured as Required when you click save there will be red warning circles.

▪Click Save.

Optional Fields

Completion of these fields is optional but use of them is dependent on how you operate your system i.e., some fields will become required fields if configured in your system.

Holiday Group

If you pay your employees holiday benefit time for non-worked hours, or your employees bank their earned holiday time when they work on a holiday then you must assign them to a holiday group.
Also, and equally as important, if your employees are paid differently for working on a Holiday, i.e., all OT or all OT, the holiday list associated with each group will let the system know when a day is to be considered a holiday, so this special type of pay is awarded (Holiday is a required field in the example above).
 

Type Code

Are Full Time, Part Time, Casual, etc., and can be used as a restriction throughout the system.  Also, the Type Code option can be used for printing reports and restricting call in on the Daily Schedule.

Union

A restriction option throughout the system, mostly used for reporting.
 
Supervisor

This field, while optional, is a critical field to define if you are using supervisor restrictions as part of the supervisor’s login to edit schedules, Time Cards, etc.

Security Access Group

Assigns the employee to a security access group which determines their access rights if they use the Employee Self Service option of the system. This information can also be added through the login info section.

Email

Adding an email address is optional but helpful if you are using the Employee Self Service/manager Self Service option of the system which will allow employee requests for time off etc. to be process and then acknowledged by email by a supervisor/manager. This field can be configured as a required field. Populated here will also populate the email field in the Login Info section.

If the employee's email address is provided, then the system will send a Welcome email to the employee that will include default login and password. If you facility is using the Two-factor Authentication feature the employee's email address is required if they would like the verification code sent to them via email.

Adding Additional Information

Once an employee is added to your database, maintenance of their data is ongoing as personal information changes i.e., name change, address change, department, or class change, etc. There is specific data you MUST be sure to complete for new hires on the Terminals and Login Info Tabs.

Login Info Tab (User Security)

This is where you will designate the employee's login ID, password, and security access group for access to Employee Self Service (ESS). If this information has been entered as part of the template information, it appears here and not need to be adjusted. If you will be utilizing the email notification feature of the software the employee(s) will require an email address on their profile. If the email field was populated when you added the employee, it will auto populate the email field on this screen.

Terminals Tab / General

Here you will designate which terminals, specific or all, an employee can perform in and out punches. You can click All Terminals, which means the employee can punch at any of the terminals in your facility. You can be specific by using the Plus icon and tick only those terminals that you want them to use for in and out punches, e.g., the terminals closest to their work area.

Other Required Information (Facility Unique)

There may be other information unique to your facility that you must include such as:

1.The Assignment of applicable Time Banks to the new employee to ensure that the employee’s bank is included in future updates.

2.The Assignment of Skills, Units or Tasks to new employees if required for your Wizard configuration, so they appear available to accept unfilled shifts.

3.The Assignment of Full Time Equivalency hours per day, if applicable for certain Time Banks or Holiday Updates settings.

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An existing employee's information is modified from Personnel menu.

▪Select the Personnel menu.

▪Navigate to the employee you wish to modify by using the Employee Panel or the Find option.

See Personnel Menu Options for details on selecting different employees from your employee list.

Modify Employee number, badge number or status

▪Click on the Actions icon and select the Modify Employee option.

The following pop-up menu will appear.

Modify General Information

▪Select the option you wish to edit along the left side panel of the Personnel screen.

▪Expand the main option by clicking on the arrows shown below (both an expanded and a collapsed area are displayed).

▪Edit your data as required.

▪Click Save or, to undo your changes click Refresh.

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The employee Personnel menu can store photos of your employees.

1.Photos should be in a centrally located (accessible) folder.

2.The photo size will compress during the upload, but if it is too large the system will present a warning advising of the maximum size you can use.

Follow these instructions to upload pictures:

▪In the Personnel header click on the Upload Photo icon.

The navigation pane will appear.

▪Path yourself to the folder that contains your employees' photos.

▪In this image it’s Desktop / Employee Photos

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▪To select the photo, double click on the file name OR click on the file name and select Open. The photo will now appear as shown:

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Please note that StaffScheduleCare will not retain the data history of employees who are deleted from the system.

We recommend that you change the status of the employee instead as described in this section.

▪Select the Personnel menu.

See Personnel Menu Options for details on selecting different employees from your employee list.

▪Click on the Actions icon and select the Delete option.

▪Select Delete Employee and the system will pop-up a warning. Click Yes to proceed.

Next the system will display the Alteration Screen. The Alteration will appear when the status of an employee is changed.

Please see instructions further down for Changing An Employee's Status.

The next window after Attendance and/or the Schedule Alteration screens allows you to clear out the employee's templates.

Clicking on the check box beside Remove Templates, the employee's templates are removed.
Left unticked (off) the employee keeps their templates.

▪Click Apply.

Because deleting an employee may affect other areas of the staffing process in your facility, there are several options available linked to deleting employees from the system. Please see a description of the Alteration Screen options below.

Changing an Employee's Status

Please note that the Alternation Screen and Remove Templates window shown above will also appear when you attempt to change the status of an employee.

To modify the employee's status (or other employee details), click the Actions icon and Modify Employee.

The following screen will appear.

Select the employee's new Status from the drop-down options.

Selecting a Status that ends the employee's employee will enable the Termination Date field.

The system will default the Termination Date to the current date.

If you would like to enter a date other that the current system click in the field and select using the calendar

The Alteration Screen will appear:

Alteration Screen Options:

Effective Date

This option allows you to select a date in the future for certain changes to take effect.

Schedule Options

Once the employee's status is changed, you can choose to do nothing to this employee’s schedule, to show the employee as unbooked for their scheduled days on the Daily Schedule, to delete this employee's schedules, or replace their scheduled shifts with another employee.

Master Schedule

You can apply the options you selected to the Master Schedule as well by ticking the box at the bottom of this screen. If you do not tick this box, a separate pop-up will appear for the Master Schedule allowing you to select different options for this schedule as required.

Other Employee Modifications and the Alteration Screen

There are several other employee modifications that will trigger the Alteration Screen, such as the options shown below:

Notes About the Alteration Screen:

▪If an employee's status changes, normally the employee will no longer be working for the facility and therefore the option shown below will be greyed out. This option (below) regarding current schedules applies to modifications to employees who are still working and will replace the Active Schedule with the requested modification. For example, if the employee is changing class, the new class will now appear on the Active Schedule. The Effective Date option can also be used in this case where the changes to the schedules will only apply from the effective date forward. Please note that the tick box Apply the same for the Master Schedule is not effective in this case.

▪Please note that the Alteration Screen will not appear if there are no Active Schedules for the employee. The modification will still take place, but the Active Schedules will appear as shown below. In this example the modification was made after the 15th and this employee's schedules for that period were not updated. The next Update From Master will cause this employee's schedules to appear as unfilled on the Daily Schedule although the employee will still appear as assigned to the Master line.

TSR Status Changes and the Alteration Screen

If an employee is booked to another employee's shifts using the TSR (Temporary Shift Replacement) shift replacement option, the following options will be disabled on the Alteration Screen when changing the employee's status:

If you select Replace Employee by (above), the new employee you select will replace this employee on the Active and Daily Schedules. Please note that the employee whose status has changed WILL be replaced on the TSR list (below):

The third Alteration screen will be the Remove Templates window.

Clicking on the check box beside Remove Templates, the employee's templates are removed.
Left unticked (off) then the employee keeps their Templates while Inactive.

▪Click Apply

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You may remove an employee from a Master Schedule line by deleting the line directly on the Shift and Schedule screen.

Click on the X the Schedule Line window. This will remove the existing Line name.

The alteration screen will pop-up.  Select the option Unbook Employee.

The employee will be unbooked from the Active Schedule based on the date defined on the Alteration window.

The Unfilled shift(s) will appear on the Daily. The employee will be removed from the Master Schedule line.

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Changing an employee’s status, facility, department, or type will continue to open the two-window alteration process.

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To find  out if a SIN is already in the system you may use the Validate SIN feature.

The search is done against both the Active and Inactive employees. The search result will provide the employee name and number to help identify the employees.

Click on the Employee Profile Actions icon. From the drop-down list select Validate SIN.

To close the search window, click on the X in the top right hand corner.

In the SIN field, enter the SIN number. This field is case sensitive. Example: search ABC will include abc in the results.

To close the search window, click on the X in the top right hand corner.

If the resulting search does not find any employees, the window will display “No Employee Found”.

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