Scheduling and Attendance: Attendance and Resolution How To

Follow
Introduction

Attendance & Resolution lets you handle scheduling exceptions, such as:  Admin access to the time clock, resolving vacant shifts and Shift Board shifts, following up on unconfirmed shifts or shift offering, and looking into any shift notes added to a shift.

Attendance Watch

Click on the Attendance Watch section to get access to a real-time view of the current shifts and officer's attendance. For each officer, you will see their name, the name of the site or zone where the shift is scheduled, and the position:

Dashboard > Schedules & Attendance > Attendance Watch

Shift Bars:  The black bars represent the scheduled hours for the shift.

Work Bars: The work bars show the hours logged by the officer. They will appear green if the officer is currently clocked-in and blue if the officer has clocked-out or completed their shift. Identify problems quickly by observing the difference between the beginning of the shift bar and the work bar.

Current Time: A vertical red line running through the shift bars represents the current time.

Edit shifts and log times from this view by clicking on any of the shift bars. The pop-up window provides several options for modifying the shift. Different options will be available based on the status of the shift and if the shift was vacant or not, such as:

Log Time: If an officer is no longer working you can manually log the time the officer worked. Click on the Log Time button and adjust the current time logged to the correct times.

Punch-In: Manually clock an officer into their shift. Click on the Punch-In button and select the officer’s start time.

Replace: If an officer is unable to make their shift you can use the Replace option to look through the list of officers available to cover the shift.

Delete: Delete/remove the shift.

Edit Shift: The Edit Schedule tab allows you to edit the scheduled times for the shift. You can modify the start or end time for the shift. From this window, you can also edit the length of the break, add comments about the shift, or change which employee is assigned to the shift.

Operation Dashboard - Google Chrome

You can also access Attendance Watch directly for the Dashboard by clicking on Attendance in the Activity Feed tab section.

Batch Timeclock

This section is used to remotely clock in officers. Shifts in blue are already clocked in while the ones in grey are not. For this second type, you have two different options:

Clock In now: The start of the shift will be the exact time you decide to clock the officer in.

Clock in On Schedule: The start of the shift will be retroactive and be identified as if the shift started on time according to what was planned in the schedule.

Handling Vacant Shifts

You can offer Vacant shifts to a single guard or several guards via SMS. Guards will have the option to respond to the SMS with their confirmation of taking the shift. Once this is complete the guard will be automatically assigned to the shift.

Select the Shift to Offer

Begin by locating all the current vacant shifts. Do this directly from the Schedule Dashboard or by clicking on the Vacant Shifts button to your left:

Dashboard > Schedules & Attendance > Vacant Shifts

From the Vacant shifts panel, select the Lookup Employees button associated to the desired shift.

Select The Guard To Receive The Offer

Once you have selected the shift, the information for that shift appears on the left-hand side of the assignment panel.

In the assignment panel, you can filter the officers based on different criteria such as experience at the site, not overtime, skills requirements, hourly only, etc. The list of available officers will appear below. You can select one or several guards at a time, or, use the option to select all officers.

Once you have selected the ones you want to offer the shift to, simply click on Offer by SMS.

Filter By:

Experience at The Site: The guard has worked at the site before.

Not Overtime: Display only guards who would not incur overtime if they worked the shift.

Skills Requirements: Enforce skills requirements for the position/shift.

Hourly Only: Select only hourly employees.

Enforce Minimum Rest Period Between Shifts: Enforce the rest period defined in the settings.

Primary at Site: Select only guards for whom the site is primary.

Has Grievance: Select only guards who have filed grievances.

Maximum Distance: Define a maximum distance the guard can live from the site.

Maximum Rate: Select only guards whose hourly wage equals or is less than the amount entered.

Sort By:

Grievance: Sort by guards who have filed grievances.

Primary Site: Sort by guards for whom the selected site is primary.

Seniority by Assigned Site: Sort guards by seniority at the site.

Company Seniority: Sort guards by seniority at the company and regardless of site.

Employee Class: Sort guards by employee class.

Choose the Offer Method

Use the Technique drop-down menu to select the distribution method for the SMS offer.

Send All at Once: This method will send the SMS to all selected officers at the same time. The first officer to respond will be assigned to the shift.

Send in Sequence: Send the SMS to officers in the order you selected them from the employee list. This option allows you to choose the delay between each SMS that does not get a response.

There are some pay options available to help incentivize officers to work the shift. Select the pay option before sending the vacant shift offer via SMS. Use the Premium Type drop-down to select which pay option will be used for this shift.

Pay Regular Rate: No adjustments to the pay rate configured for the shift.

Same Premium: Select the dollar amount as a fixed rate for anyone that picks up the shift regardless of their pay rate or that assigned to the shift.

Dollar Amount on Top: This option will add a selected dollar amount as a premium on top of the default rate for the shift. 

Click on the Save button to send the SMS offer.

Assign the Guard

You can also bypass the offer process and assign the guard to the shift. You can do so by clicking the Assign button.

Fill out the fields to assign the shift.

Comments: Enter optional comments about the shift assignment.

Acknowledge Shift: Acknowledge the shift for the guard.

Notify of Shift Change: Check this option to send an email notifying the guard of the assignment.

Click the Save button to assign the shift.

Log the Call to The Proposal Queue

If you would like to call the guard to offer the shift, you can do so using the Log Call button. This will add the offer to the Proposal Queue.

Assign: Select Yes or No depending on whether the guard accepts the shift.

Call Number: Select the phone number you called to offer the shift.

Called At: Select the Date and Time at which the call was made.

Comments: Enter optional comments about the shift proposal.

Proposal Queue

When you log a call to offer a shift to an officer, it will automatically appear in the proposal queue. The proposal queue allows you to manage all your proposals at the same time to make sure they are handled in a timely fashion.

Access the proposal queue by following this path:

Dashboard > Schedules & Attendance > Proposal Queue

Click the View button corresponding to the right shift proposal and get access to all the information you need.

When you log a call to offer a shift to an officer, it will automatically appear in the proposal queue. The proposal queue allows you to manage all your proposals at the same time to make sure they are handled in a timely fashion.

Access the proposal queue by following this path:

Dashboard > Schedules & Attendance > Proposal Queue

Click the View button corresponding to the right shift proposal and get access to all the information you need.

  1. Type: If the proposal was by SMS, a mobile device icon will show in this column. If by phone, a phone icon will appear.
  2. Proposals: The number of proposals for the shifts.
  3. Day: The day of the shift.
  4. Start Date: The start date of the shift.
  5. Time: Start time of the shift.
  6. Position: The name of the site and position.
  7. Status: The status of the shift.
    • Green: Accepted. The guard accepted the shift.
    • Yellow: Pending. The proposal is pending an answer.
    • Red: Refused. The guard refused the proposal, or
    • Failed/Expired. Time ran out to accept the proposal.
  8. View the additional shift information, as well as the list of officers it was offered to and the Status of their response.

Unconfirmed Shifts

The Unconfirmed Shifts section works the same way the Vacant Shifts section does, only for shifts that have not been acknowledged by your officers. 

Begin by locating all the unconfirmed shifts. They can be accessed by clicking on the Unconfirmed Shifts button:

Dashboard > Schedules & Attendance > Unconfirmed Shifts

From there, click on the view shifts button for the employee you wish to look at.

Select the Officer(s) to Receive the Offer

Once the employee has been selected, the information for all the unconfirmed shifts will appear below the original list.

There you can either get access to the same Shift edit options as above or send a reminder email to the guard. You can also acknowledge the shift for the guard by clicking the Acknowledge button.

Shift Notes

This section serves as a single repository for all the system notes and manual notes entered for every shift. The system generates shift notes when users make changes to shifts. Users can also enter shift notes manually.

Follow this path to view this area: Dashboard > Schedules & Attendance > Shifts Notes.

This section serves as a single repository for all the system notes and manual notes entered for every shift. The system generates shift notes when users make changes to shifts. Users can also enter shift notes manually.

Follow this path to view this area: Dashboard > Schedules & Attendance > Shifts Notes.

Click on the view button to get access to the panel on the right-hand side of the screen. It compiles all relevant shift information and comments made by users.

Note: When you flag a shift note as billing-related from a shift tile, it is for reference purposes only and will not cause the shift to automatically be billed.

Time Approval

Approve Shifts

This section will help you validate the hours worked by your employees across the portal. You will also learn how to un-approve shifts so that you can make changes if you need to, and re-approve later.

To access the complete list of Time Sheets, follow this path:

Dashboard > Schedule & Attendance > Time Approval

  1. Shift Tile Button: Click on this button to view/modify the shift tile.
  2. Name: The name of the guard.
  3. Day: The day of the shift.
  4. Start Date: The start date of the shift.
  5. Time: The start and end times of the shift.
  6. Clocked Shifts: The clock in and clock out times of the shift.
  7. Position: The name of the position and the site.
  8. HOL Pay: The holiday pay indicator.
  9. HOL Bill: The holiday billing indicator.
  10. Schedule: The scheduled number of hours for the shift.
  11. Scheduled Breaks: When break management is used, the duration of the scheduled meal and coffee breaks. Without break management, the total number of minutes of scheduled breaks.
  12. Clocked: The clocked number of hours for the shift.
  13. Actual Breaks: When break management is used, the meal and coffee breaks are clocked. Without break management, the total number of clocked minutes for breaks.
  14. Approved: The number of approved hours. You can enter the hours manually, or click on either the Clocked or Scheduled fields to approve the hours.
  15. Pay Override: If you would like to pay a number of hours different from what has been approved, you can enter the hours manually in this field. Otherwise, this field will auto-populate.
  16. Billing Override: If the number of hours you are billing for is different than the number of approved hours, enter them here. Otherwise, this field will auto-populate when you click on the Approved or Clocked columns.

You can also access the same functionalities for a specific Site.

In order to access it, please follow this path: Sites (Client) > Select Site > Time Sheets.

8ddac82d-80d7-40f5-91d9-f2b3f01f0297.png

You can also view the time sheets of a specific employee by clicking on the Employees tile. You can also approve shifts from this view.

7cc884c8-7be5-4dd5-8221-2372201eed34.png

Un-Approve Shifts

You may need to un-approve shifts after you have approved them. This may occur if you need to make changes to the payable or billable hours, breaks, or to clock-in or clock-out times.

To un-approve a shift in time sheets under the employee:

  1. Click on the Employees tile.
  2. Select the employee whose shifts you would like to un-approve.
c016884f-d105-440c-9fbb-812f3ea3e3b4.png
  1. Click on the gear button.
  2. Click the "Unapprove Shift" button.
b53262a2-ab35-4e3d-b1ee-501ed6e5debc.png
  1. Confirm that you would like to un-approve the shift.
  2. Click the "Unapprove" button.

Note: After you un-approve the shift you will need to make any changes to the shift manually before re-approving the shift.

4589f200-6e14-44f1-8429-a0f5d3c3286c.png

You can also access the shift tile from the Live Schedule by clicking on any of the shifts.

87c1faef-45c8-4ace-8a41-ff5102437880.png

You can also access shift tiles from within the site on the site's schedule.

1c9cfc11-98c1-4d26-8783-5d8a60d74722.png

Unplanned Shifts

This section displays Shifts that happened outside of a Schedule. They were unplanned, since there was no shift scheduled for the guard who was working. By resolving unplanned shifts, you ensure that your schedules represent reality when you approve and pay shifts.

To access this section, please follow this path: Dashboard > Schedule & Attendance > Unplanned Shifts.

b1d204cf-39b4-487d-8ef8-fad31237f7b4.png

Create a Shift by clicking on the green button “Create Shift” for each of the items you wish to approve. Then, fill in the fields as you would for any shift.

8a375fc9-203d-48b2-b413-2fb8686cb680.png
Exceptions Review
cf301c47-3874-4416-b051-473b41d0b073.png

To change the status of an Exception, click on the green button “View” to the right of the screen. 

Exceptions are treated as tickets and each have a unique number. 

From the following screen, you can add a comment and set the status to Pending / Attention Required or Approved.

ca110a20-197f-4f35-899a-98a31998d501.png

Comments

0 comments
Please sign in to leave a comment.