ReadySub for Administrators. Administrator User Guide Version 2.0. ReadySub

Transcription

1 ReadySub for Administrators Administrator User Guide Version 2.0 ReadySub

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3 ReadySub ReadySub is a state of the art employee absence management and substitute placement system. Organization Administrators can create employees and substitutes, assign, release, transfer, and cancel jobs, Employees can post jobs, assign and request substitutes, and track their absences. Substitutes can review jobs, accept jobs, and be requested for jobs they are qualified for as well as track their work history and review employee notes. ReadySub is built on a robust set of technologies offering added security, adaptability, and optimal performance. Signing-in To sign-in to ReadySub, enter into your Internet browser to access ReadySub landing page. Navigate to the top right corner of the screen and select Log in. You will then be taken to the log in page where you can enter your address and password before clicking the Log in button. If you would like ReadySub to remember your password and log in credentials for future sign-ins, make sure to check the Remember Me box towards the bottom left corner of the screen. Dashboard The administration Dashboard offers a snapshot of the current day s activities. The current day synopsis includes the total number of open jobs, filled jobs and cancelled jobs. Dashboard Browse Jobs The Alerts section highlights the number of filled jobs within the past 7 days that have yet to be confirmed. Page 2 of 15

4 Browse Jobs The Browse Jobs page offers a comprehensive list of all open, filled, and cancelled jobs. The current status of a job is denoted by the colored tabs adjacent to the job date. You can view, assign, release, transfer, and cancel any job from this page. Dashboard Browse Jobs To change the status of a job, click the corresponding Actions button towards the right portion of the screen. A drop down menu will appear with the ability to Assign, Transfer, Release, and Cancel the job. Assigning the job will automatically fill the opening with whichever Substitute is selected. You can only assign a Substitute to an Open job. Releasing the job will automatically open the job to all qualified Substitutes and remove the current Substitute from the job. You can only Release a job that has already been assigned to a Substitute. Open or Cancelled jobs cannot be released. Transferring the job will prompt you to choose an alternate Substitute. Upon selecting an alternate Substitute, the current Substitute will be removed from the job and the new Substitute will be assigned. Cancelling the job will void the ability to accept and/or work that job. To view the details associated with any job. Click the white Details button. In addition to the time, date, organization, and site, you can see notes, attachments, sub preferences, job history and who it was posted by via the tabs towards the top of the page. You can assign, release, transfer, and/or cancel the job from this page. In all cases, Substitutes are notified via and text (optional) of any changes to their jobs. Page 3 of 15

5 Post Jobs The Post Job page allows you to submit jobs to be filled by qualified substitutes. To post a job, select the Job Date, Employee, Reason for the Absence, and Job Classification. You will then choose to assign or request a Substitute, or leave it blank in which case the post will be viewable by all qualified Substitutes. To assign a Substitute, select the Substitute drop down and choose anyone that meets the classification and scheduling requirements of the job. Once you have assigned a substitute, the job will be filled however, you must check the Confirm Prearrangement box to complete the assignment. If you do not check this box, the system will not allow you to create the job. To request one or more Substitutes, click the Add button next to Requested Substitutes. All Requested Substitutes will have 72 hours from the time the job is posted or until 5:00PM local time the night before (whichever is sooner) to accept the position. After the request period is over, if none of the Requested Substitutes have accepted the job, it will be posted for all qualified Substitutes to view/accept. In addition to the date, employee reason for the absence, and classification, you can input the room number as well as any job notes, and attachments. To complete the job form, click Post. The job will then be posted for Substitutes to view. You will also be sent directly to the job details page so you can review the submission Dashboard Browse Jobs Post Jobs Sign-in Sheet Classified Certified Page 4 of 15

6 Confirm Jobs Confirming a job is an administrative action that notifies ReadySub whether a substitute has arrived at their scheduled job site. Upon arrival, substitutes will add their name to a sign-in sheet which is viewable from the administrative account (details on next page) Dashboard Browse Jobs Post Jobs Sign-in Sheet To notify ReadySub that a substitute has arrived at the job site, access your Browse Sites page via the Jobs drop down and click the Details button next to the job in question. From the Job Details page, you can see a Confirmation section towards the bottom left hand portion of the screen and two buttons allowing you to notify ReadySub that the substitute arrived (or didn t arrive) at the job site. Assuming the substitute arrives at the job site and you click Confirm, ReadySub will add the job to the list of confirmed jobs. If the substitute doesn t show up and you click No Show, Ready will add the job to the list of no shows. There is no way to confirm a job ahead of time. Only once the job has passed. Once a job has been confirmed, there is also no way to change it. It cannot be cancelled and substitutes can no longer be assigned, transferred, or released. When printing payroll, the only jobs will be included in the report are those that have been confirmed by an administrator. For this reason, it is important that jobs are confirmed in a timely manner. We have created an Alerts section on the Administrator Dashboard to help track unconfirmed appointments. Page 5 of 15

7 Sign-In Sheet ReadySub administrators have the ability to access and print daily sign-in sheets. Included in these sheets are the employee names, their substitutes, the schedule and duration of the job, and a column for each substitute to sign upon arriving at the site. Dashboard Browse Jobs Post Jobs Sign-in Sheet The sign-in sheet is viewable and printable for the entire organization or for each specific site. To print the sign-in sheet, click Print. Briarwood Elementary Maple Hills Elementary Tiger Mountain Elementary Announcements As an administrator you have the ability to post announcements that are viewable by employees and/or substitutes. To view an announcement that you have previously posted, select Browse Announcements. You will see the date and time of your post as well as the account type that can view it. You also have the ability to delete announcements and filter them by account type and date. Browse Announcements Post Announcements To post an announcement, hover over the Announcements tab and select Post Announcement. Input the Headline and Body of the post and select the account type that will be able to view the announcement. Once the information has been added, click Post to complete the submission. Browse Announcements Post Announcements Page 6 of 15

8 Organization An Organization is a parent entity often with multiple Sites operating under it. The relationship between an Organization and its sites can be compared to that of a district and its schools. Organizations have employees, administrators, and in many cases substitutes and can specify classifications and schedules for each of their sites. The Organization profile page provides a variety of information about your organization including contact information, administrators, site types, job classifications, and job reasons. Two main categories within the Organization page impact the way in which employees and substitutes use ReadySub. The first is the Job Classifications section which determines the classification of Substitute that is able to view each job post. The second category is Job Reason Options which allows Employees to disclose the reason for an absence. To edit either of these categories as well as your Organization s contact information, select Edit Organization. Highlight the section in question and update the information within. The contact information, site types, and Job Reason Options sections can be completed on your own, however changes to the Job Classifications Options section require you to contact the ReadySub team. To update your Job Classifications, us at contact@readysub.com with the new Classification and its description. To save any updates to your Organization click the Save button toward the bottom right corner of the screen. Page 7 of 15

9 Sites A Site operates underneath its parent Organization much like a school operates under its parent district. Sites have employees and administrators. The Sites page provides quick access to your Organization and Sites with the ability to edit each entity. To view and/or edit your organization or one of its sites, simply click the corresponding title. To filter the results, check any of the site type boxes located on the left side of the screen or input your search term in the search bar towards the top right portion of the screen. The Site page includes contact information for the site as well as the time zone, site type, and schedule. To edit this information, click the Edit Site button. You can edit the Site Type and Time Zone via their respective drop down menus. You can also add a Schedule via the adjacent Add button. Page 8 of 15

10 Users There are three types of ReadySub users. Employees, Substitutes, and Administrators. Organizational Administrators have access to all three account types Browse Users Create User Import Users The Users page offers access to all information pertaining to the Employees, Substitutes, and Administrators that exist within your Organization s network. You can access their name, address, phone number, and role within the organization. You can also an Employee, Substitute, or Administrator through an external service by clicking their corresponding address. Accessing more detailed information about a specific Employee, Substitute, or Administrator can be accomplished by clicking their name. This will take you directly to their profile page to view their information. You can view their profile, notification preferences, availability, and a history of their account activity. From the Employee and substitute User Profile page, you can edit their profile, reset their password, and deactivate them from the system. Resetting their password will send them an link to create a new password. Deactivating an Employee or Substitute from the system will remove them from the view of all other ReadySub users and prevent them from signing-in entirely. Activating them will allow them to sign back in to ReadySub. Page 9 of 15

11 Create User To create a new user, select Create User under the Users tab. Step 1 is to select the Account Type (employee, substitute, administrator), and Status (active, inactive). Only active accounts can login to ReadySub. Browse Users Create User Import Users Browse Users Create User Import Users Step 2 asks for the user s first name, last name, phone number, address as well as the mailing address, and personnel ID (optional). Step 3 depends on the user s account type. For Employees you will select their school(s). For Substitutes you will select one or more Job Classifications. This Classification will determine which jobs they are able to view and accept. The Administrator account requires no additional information. The final step summarizes the User and allows you to finalize creation of the account. Import Users ReadySub offers multi-user import capabilities to Organizational Administrators when creating user accounts. To utilize this feature, download the Employee Import Template or Substitute Import Template. Browse Users Create User Import Users Once you have downloaded the Template (Microsoft Excel format), input the users role(s), name(s), phone number, country, organization site(s), and the addresses of the site(s). Once all of the information has been input into the EXCEL document, save the file to your desktop and import it to ReadySub using the Import button. Page 10 of 15

12 Daily Jobs Report The Daily Jobs Report highlights the job activity for any day of the week. You can see the number of Filled, Open, and Total Jobs in three different formats. To export or print the jobs information, simply click Print or Save to XLSX. Daily Jobs Monthly Jobs Employee Absences Substitute Jobs Payroll Fill Rate Monthly Jobs Report The Monthly Jobs Report is a robust representation of the number of Open, Filled, and Total jobs for any given month. Jobs are highlighted in a chart format where the x-axis (horizontal) represents the total number of jobs, the y-axis (vertical) represents the date, and the orange and green bars indicate the number of open and filled jobs for each day of the month. Daily Jobs Monthly Jobs Employee Absences Substitute Jobs Payroll Fill Rate To change the month, select the Month filter and adjust. To Print and/or Export the Monthly Jobs Report to Excel simply click Print or Save to XLSX. Further down the page you can see a spreadsheet highlighting the same Monthly Jobs Information. At the bottom of the screen, you can see where the job took place as well as the absent teacher and the substitute that worked the job. You can also access the Job Details page and the Site or Organization pages from this section. Page 11 of 15

13 Employee Absence Report The Employee Absence Report highlights your employees absence activity. To adjust the date range, simply click on the start and end date filters. The Summary segments teacher absences into buckets. The first bucket is perfect attendance and any subsequent buckets represent varying levels of absences. Within each bucket you can see the total number of employees and percentage that falls within it. Daily Jobs Monthly Jobs Employee Absences Substitute Jobs Payroll Fill Rate Below the summary is a list of all of your employees in order of the most absent to the least absent. You can also see the reason your employee was absent. Just below this list are the employees that fall into the Perfect Attendance category. To access any of your employee s individual absence page simply click on their name. In addition to a list of all of their absences you can see the reasons the employee was absent and the days of the week when they tend to be the most/least absent. To access the details of any absence simply click the Job ID link towards the bottom of the page. Substitute Jobs Report The Substitute Jobs Report highlights your substitute s job activity. The Jobs Summary groups substitute job activity into buckets. Just below it, the most active section highlights the most active substitutes to the least active. Daily Jobs Monthly Jobs Employee Absences Substitute Jobs Payroll Fill Rate To access an individual substitute s job activity, click their name to see the number of days worked and the days of the week when they tend to be the most active. Both the aggregate and individual substitute reports can be printed and/or exported into Excel. Page 12 of 15

14 Payroll Report The payroll report provides a detailed account of all jobs. Included in the Report is the Job ID, Confirmation Status, Absent Employee s name, Substitute s name, Job Reason, Classification, Schedule, Hours worked and when the job was created and filled. You can also drill down on a specific substitute or time period via the Substitute and Date filters on the left side of the screen. Exporting this report into Excel can be accomplished via the Save to XLSX button. Daily Jobs Monthly Jobs Employee Absences Substitute Jobs Payroll Fill Rate Fill Rate Report The Fill Rate Report is a simplified version of the Daily and Monthly Jobs Report. The key difference is that you can adjust the time period beyond a single day or month. To update the time period, select the start and end date filters. You can also print or export this report via the Print and Save to XLSX buttons. Daily Jobs Monthly Jobs Employee Absences Substitute Jobs Payroll Fill Rate Account To access your personal account information hover over your name and select the Account tab. To edit any of your personal details select the Edit Account button. Towards the middle of the page you will see two additional tabs labeled Notifications, and Permissions. To edit your Notifications or Permissions settings, simply click the corresponding tab. You can choose to receive alerts when Jobs are created, assigned, released, and cancelled. Account Password Log Out Page 13 of 15

15 Change Password To change your password, hover over your name and select Password. Input your current password followed by your new password. Select Change to finalize the newly created password. Account Password Log Out Forgot Password In the event that you forget your password and need to generate a new one, go to the log in page at and select Forgot your password? You will be redirected to the Forgot Password page where you can input your address. Upon selecting Send Reset Link, you will be ed a new password. The Forgot Password will link you directly to the page where you can input and confirm your new password. w Page 14 of 15

16 Log Out To log out of ReadySub from any page on the platform, hover over your name and select Log Out. You will be taken directly out of the system and back to the login screen. Account Password Log Out Page 15 of 15