The calendar displays all jobs for the week in one glance. You can set this page to be the home page, however you can also access the calendar page through the Jobs tab. You can edit the display information and starting day of the week through General Settings. This is explained in guide 10.2.
Colour Codes for Calendar:
|Red||No Shifts have been confirmed.|
|Blue||Some or All Shifts confirmed.|
|Green||Some shifts are locked but there are still unlocked shifts in the job.|
|Grey||All shifts have been locked.|
On the top right-hand side, you can click each button to view your jobs by month, week, 3 days or day.
Note: Hover mouse over the job to view more information
To make changes to a job or view more details you have to expand the job. There are two ways you can do this; click ‘expand all’ at the top of the calendar, or click the arrow on each job to drop down the details.
Scheduler: If there are no confirmed staff for your shift, use the Scheduler (guide 4.11) function to send job offers to the available crew.
Quick Edit: Show limited editing options for the shift.
Edit: This will take you to the job sheet pages which will enable you to make changes to the shift for the job.
Click on options to expand more buttons:
Shifts: Tick box on or more crew and press the shift button. This will open up the shifts page so you can edit a shift
Jobs: Tick box on or more crew and press jobs button. This will open up the job sheet just for the selected crew.
Day Sheet: After a job has been completed, the Day Sheet button will appear. This will direct you to the Day Sheet page. The Day Sheet allows you to enter times directly into the system and to report the performance of a crew (applicable for Team Leaders, Client and Duty Managers). To access the Day Sheet, go to the calendar and find the job that you want to view the Day Sheet. Click Options then select the Day Sheet.
Job Details: Click the box to open up information about the job number, date, venue, meeting place and the activities of the job
Supervisor Details: If there is a supervisor assigned to the job, it will be displayed here. This is not available in the Day Sheet of the crew
Signature: Affix your signature and submit it
Venue: Click the venue icon to quick edit the venue for the job.
A pop-out window will open. In this window, you can edit the details of the Venue by clicking the pencil icon. It will redirect you to the venue’s page where you can edit the details of the Venue. Additionally, you can set the Meeting Place by selecting from the dropdown menu. Expand the map of the Meeting Place by clicking the plus icon.
Crew Profile: To open up the crew profile, click the name of the crew. This will redirect you to the crew profile.
Crew Rating: Once the job is completed, you can expand to see all the crews that were on the job. Click on the star icon to provide feedback and a rating.
4.4.1 Day Sheet
The Day Sheet allows you to enter times directly into the system and to report the performance of a crew (applicable for Team Leaders, Client and Duty Managers). To access the Day Sheet, go to the calendar and find the job that you want to view the Day Sheet. Click Options then select the Day Sheet.
You will be redirected to the Day Sheet where you can save crew times and feedback as you go. This is what the Day Sheet will look like for Admin, Duty Managers, Team Leader and Supervisors.
This section will display the details of the job which includes the job number, date of the job, venue of the job and its meeting place and the activities. You can click on the house icon where the details of the Venue can be edited (applicable for Admin and Duty managers only). You can also click on the direction arrow of the Meeting Place where it will open in a new tab and will display the Meeting Place on a map and the directions on how to go to the meeting place.
If there is a Supervisor assigned to the job, it will be displayed here. Otherwise the fields will be blank and information will need to be entered before submitting the Day Sheet.
SAFETY INDUCTION BUTTON
When the Induction Button is clicked, a new window tab will open for Induction. Depending on your login credentials, the Induction can be for Client Induction, Team Leader Induction or General Activity. The Induction Button is not available on the Day Sheet of the crew. Further, the Induction function is for Team Leaders and Supervisors only. Though the button will appear for Clients and Admin, the function will not work for them.
You will be redirected to the Induction page where you should completely fill out the Induction Form. This is how the Induction Team Leader will look like. The contents of the induction will depend on the settings of your system.
Click on the Job Details to open its content and select the job from the dropdown list.
Tool Box Talk
Click on the Tool Box Talk to open its content and select the job from the dropdown list.
Policies and Procedures
Click on Policies and Procedures to open its contents. It will list down all available policies and procedures. You can click on the policies and procedures to view its entire content.
Once you are done with the Induction, you can now affix your signature and submit it.
VENUE INSPECTION BUTTON
When the Venue Inspection Button is clicked, a new window tab will open for Venue Inspection. The venue inspection function is for Team Leader and Supervisors only. Though the button will appear for Clients and Admin, the function will not work for them.
Select the job from the dropdown menu where the venue inspection will take place. Then follow all necessary inspection steps as outlined in the window. When you selected a job from the dropdown menu, it will display the venue and the client for that job.
NOTE: The content of these sections will vary and will depend on the settings configured in the Safety Forms.
Take 5 – Before You Start
This section will provide users with some tips on how to effectively inspect a venue. Follow these guidelines to ensure your venue inspection is effective.
Open All – when you click on this button all accordions will be opened.
Close All – accordions will be minimized.
Photo – can take a photo or Upload image of the venue
Based on your observation and inspection, you can now fill out the information needed in the Venue Information. Provide info for Staff Entry Location, Security Location, First Aid Location, Emergency Meeting Point, Restroom Points and Other info.
Staff Entry Location – this is the entrance dedicated for the crew members
Security Location – the location of the security personnel
First Aid Location – the location where first aid is kept
Emergency Meeting Point – this is the assembly meeting point if there’s an emergency
Restroom Locations – the location of the restrooms
Other Info – other relevant and important information about the venue
Work Areas Inspected
Tick the box of all the areas you’ve inspected. If you inspected other areas, you can enter it on the info box provided at the bottom of this section. You can also enter your notes in this field.
Existing Safety Measures
Tick the boxes of the applicable safety measures in effect in the venue.
If you have previously signed a form, your signature will appear here. You can always click Clear if you want to re-affix your signature. You can now click Submit once you have completed all the sections under the Venue Inspection Form.
After you submit the form, a pop-up will appear asking if there are any safety issues you want to report. Click No if there are no safety issues and click yes if there are safety issues you want to report.
The next section in the Day Sheet page is the photo. You can attach a picture in the day sheet by clicking the photo button. If you are using a mobile phone to access a day sheet, it prompts you to use your camera or to browse for photos. If you are using a web browser, when you click on the photo button, it will ask you to search the photo in your files so you can attach it in the day sheet.
The timesheet can be accessed within the Day Sheet by clicking the link provided for the timesheet. When clicked, the timesheet information will pop-up.
It displays the time entered by Crew, Supervisor, Client, Team Leader and Admin.
The star icon is for crew rating. When you click on this icon, you will be able to send ratings and feedback for the crew. Go to 4.4 Calendar >> Crew Rating for more details.
DAY SHEET INDICATORS
There are numerous indicators on the Day Sheet that signify something. For example, the green text and time on the Day Sheet with code “CM” on the below screenshot signify that crew has entered his/her check in and check out time.
These are the codes to indicate the user who entered the time on the Day Sheet.
Admin – Admin
Duty Manager – DM
Manager – M
Client – CL
Supervisor – S
Team Leader – TL
Crew – CM
The green handshake icon signifies that crew has fully understood the content of the Induction, Toolbox Talk, SWMS and that crew member will abide by all policies and has confirmed all details in the Day Sheet are correct.
The footer buttons are the buttons used for entering and submitting time.
Check In Button – to enter the start time of the crew
Check Out Button – to enter the end time of the crew or to mark the crew as absent
Breaks – to enter the break time of the crew
Submit – to submit the time
To enter the check in time for the crew, select the crew by ticking the box of their names, then click the check-in button. A window will pop-up to select time for check in. Select time from the dropdown menu and click ok.
The page will refresh and the check-in time will be reflected with a green text followed by the code of the person who entered the time.
Follow the same steps when entering check out time. Select the crew by ticking the box of their names, then click the check-out button.
A window will pop-up to select time for check out or you can mark the crew member as Absent.
The page will refresh and the check-out time will be reflected with a green text followed by the code of the person who entered the time.
Follow the same steps when entering the break time. Tick the box of the crew then click the Breaks button.
Click the plus icon to add break time. Then click the down arrow to select break start and break end. After that click the Save button to add the break time.
CLIENT SIGN OFF
Affix your signature in the box and click the submit button if you are ready to submit the Day Sheet.
SUBMIT DAY SHEET
A pop-up window will appear to confirm submission of the Day Sheet. Click YES if you are ready to submit the day sheet, otherwise click CANCEL.
Once a Day Sheet has been submitted successfully, this pop-up window will appear.
The check in and check out times will now have a lock icon beside them.