Introduction to NetRosterIntroduction to NetRosterTraining CourseTraining Course

TR-011.006TR-011.006

Central Support LineCentral Support Line

0871 288 21010871 288 2101

OverviewOverview

NetRosterNetRoster is a web based application. It can is a web based application. It can be accessed from any PC with an Internet be accessed from any PC with an Internet connectionconnection

online.netroster.biz/online.netroster.biz/your company nameyour company name

The NetRoster HierachyThe NetRoster Hierachy

EmployersEmployers

SitesSitesStaffStaff

RegionsRegions ClientsClients

Employers:Employers: Your company and your sub-contractors Your company and your sub-contractorsRegions:Regions: Geographic splits, e.g. “UK”, “North and South” Geographic splits, e.g. “UK”, “North and South”Clients:Clients: Your customers Your customersStaff:Staff: Guards GuardsSites:Sites: Client sites Client sites

You can only appoint staff to sites that are in the same regionYou can only appoint staff to sites that are in the same region

Logging onLogging on

A license is used for each A license is used for each activeactive member of staff in member of staff in NetRosterNetRoster

When licensing reaches When licensing reaches 90%90% the licensing message will turn the licensing message will turn red and we’d advise you to red and we’d advise you to contact us and purchase more contact us and purchase more licenseslicenses

Part 1Part 1

Setting up NetRosterSetting up NetRoster

Setting Up NetRosterSetting Up NetRoster

EmployersEmployers RegionsRegions ClientsClients SitesSites StaffStaff

EmployersEmployers

Your company details have Your company details have been entered into been entered into NetRosterNetRoster

RegionsRegions

What are your geographic splits?What are your geographic splits?

Remember…you can only appoint Remember…you can only appoint staff to sites that are in the same staff to sites that are in the same regionregion

ClientsClients

SitesSites

Compulsory fields;Compulsory fields; Site NameSite Name ClientClient RegionRegion

Sites - FinancialSites - Financial

Enter the Enter the hourlyhourly charge rates for charge rates for the sitethe site

NoteNoteSite shift rates can be over-ridden Site shift rates can be over-ridden by staff shift ratesby staff shift rates

Sites - OtherSites - Other

Enter the site contract start and end Enter the site contract start and end datesdates

Sites – Shift TemplatesSites – Shift Templates

A A shift templateshift template needs to be created needs to be created for every shift you provide at the sitefor every shift you provide at the site

Call FreqCall Freq = how often staff need to = how often staff need to call in during the shiftcall in during the shiftTypeType = shift type (contracted = = shift type (contracted = regular shift and Adhoc = one offs)regular shift and Adhoc = one offs)

Use the Use the DuplicateDuplicate button to create button to create additional shiftsadditional shifts

Sites – Shift TemplatesSites – Shift Templates

Enter the Enter the hourlyhourly charge rates for charge rates for the sitethe site

NoteNoteSite shift rates can be over-ridden Site shift rates can be over-ridden by staff shift ratesby staff shift rates

Sites – Shift TemplatesSites – Shift Templates

Enter the Enter the hourlyhourly charge rates for charge rates for the sitethe site

NoteNoteSite shift rates can be over-ridden Site shift rates can be over-ridden by staff shift ratesby staff shift rates

StaffStaff

Compulsory fields;Compulsory fields; First NameFirst Name SurnameSurname RegionRegion EmployerEmployer

Staff - BusinessStaff - Business

Payroll numberPayroll number can be overwritten can be overwritten on Business screen but not on on Business screen but not on Personal screenPersonal screen

ImportantImportantEnter a date in Date Joined as this Enter a date in Date Joined as this is used to determine what staff are is used to determine what staff are available for shiftsavailable for shifts

Staff - FinancialStaff - Financial

Bank DetailsBank Details are not compulsory – are not compulsory – they are not used by they are not used by NetRosterNetRoster

NoteNoteStaff shift rates over-ride site shift Staff shift rates over-ride site shift ratesrates

Staff - AbsenceStaff - Absence

Use the key to select the type of Use the key to select the type of absence you want to record and absence you want to record and then click on the day that you wish then click on the day that you wish to apply the absenceto apply the absence

Staff – Banned SitesStaff – Banned Sites

Part 2Part 2

Using NetRosterUsing NetRoster

Rosters - CreatingRosters - Creating

To create rosters select the To create rosters select the ShiftsShifts button and then click on the button and then click on the RosterRoster buttonbutton

Enter the Enter the site namesite name or or site numbersite number and the week commencing dateand the week commencing date

NetRosterNetRoster will calculate the number will calculate the number of shifts that haven’t been rostered of shifts that haven’t been rostered yet (yet (outstandingoutstanding shifts) shifts)

Click on the Click on the >>>> button button

Rosters - CreatingRosters - Creating

The shift created in the The shift created in the site shift site shift templatestemplates will be listed for the week will be listed for the week selected. Now assign a staff selected. Now assign a staff member to a shiftmember to a shift

Click on the Click on the (Y/N)(Y/N) checkbox for checkbox for the shift you want to assign staff the shift you want to assign staff and click on and click on Find StaffFind Staff

Select the member of staff by Select the member of staff by clicking on the clicking on the …… button button

Select the shifts you want to Select the shifts you want to roster and click on the roster and click on the RosterRoster buttonbutton

Rosters - ChangingRosters - Changing

To change rosters enter the site To change rosters enter the site name and the week commencing name and the week commencing date and set date and set Outst OnlyOutst Only to to NoNo

NetRosterNetRoster will calculate the number will calculate the number of shifts that have been rosteredof shifts that have been rostered

Click on the Click on the >>>> button to access button to access the shiftsthe shifts

Click on the Click on the Shifts RosteredShifts Rostered linklink

Rosters - ChangingRosters - Changing

To change the member of staff To change the member of staff rostered click on the rostered click on the …… button button

To cancel the shift click on the To cancel the shift click on the CancCanc checkboxcheckbox

To save the change click on the To save the change click on the Save Y/NSave Y/N checkbox and click on the checkbox and click on the SaveSave button button

Rosters - VerifyingRosters - Verifying

To verify rosters select the To verify rosters select the ShiftsShifts button and then click on the button and then click on the Verify Verify buttonbutton

Enter the Enter the site namesite name or or site numbersite number and the week commencing dateand the week commencing date

NetRosterNetRoster will calculate the number will calculate the number of shifts that haven’t been verified of shifts that haven’t been verified ((outstandingoutstanding shifts) shifts)

Click on the Click on the >>>> button button

Rosters - VerifyingRosters - Verifying

Check the shift details and make Check the shift details and make any necessary changes.any necessary changes.

Click on the Click on the VfdVfd box and then on box and then on the the SaveSave box box

The Control DeskThe Control Desk

From the Control Desk you can:From the Control Desk you can:

Manage clocking on, clocking off Manage clocking on, clocking off and check callsand check calls

Amend shift timesAmend shift times Create new shiftsCreate new shifts Assign or re-assign staff to shiftsAssign or re-assign staff to shifts Cancel shiftsCancel shifts Re-instate callsRe-instate calls

The Control DeskThe Control Desk

Select the shifts you want to view within a date range and select Select the shifts you want to view within a date range and select OutstandingOutstanding Calls Calls

ImportantImportantIt’s recommended that you limit the calls selected to 1 days worth of calls – listing too many It’s recommended that you limit the calls selected to 1 days worth of calls – listing too many calls at a time may impact performance. calls at a time may impact performance.

The Control Desk lists all clocking on, clocking off and check calls dueThe Control Desk lists all clocking on, clocking off and check calls due

Hover over Site or Staff name to view telephone numbersHover over Site or Staff name to view telephone numbers

Colour codesColour codesBlack = call not dueBlack = call not dueOrange = call overdue by <10 minsOrange = call overdue by <10 minsRed = call overdue by >10 minsRed = call overdue by >10 minsGreen = call madeGreen = call made

The Control DeskThe Control Desk

To confirm that a call has been To confirm that a call has been made simply double click the made simply double click the Call Call DueDue button – it will turn green button – it will turn green

To re-instate a call, select it and To re-instate a call, select it and select select Reinstate CallReinstate Call from the from the options dropdown. Click on the options dropdown. Click on the button below and confirm that you button below and confirm that you want to re-instate the callwant to re-instate the call

NoteNoteIf the screen has refreshed, made calls If the screen has refreshed, made calls will not appear on the will not appear on the Outstanding Outstanding Calls Calls list – to reinstate the call you will have to list – to reinstate the call you will have to go to the go to the MadeMade Calls List Calls List

AutoCallAutoCall

Guards can use Guards can use AutoCallAutoCall to clock on and off and to make check calls – to clock on and off and to make check calls – this significantly reduces the number of telephone calls that the Control this significantly reduces the number of telephone calls that the Control Desk has to answerDesk has to answer

AutoCallAutoCall will not permit the Guard to call either 15* minutes before or 15* will not permit the Guard to call either 15* minutes before or 15* minutes after the call is due – if the Guard attempts to use minutes after the call is due – if the Guard attempts to use AutoCallAutoCall outside the permitted time ranges outside the permitted time ranges AutoCallAutoCall will divert the call back to the will divert the call back to the Control DeskControl Desk*Times can be changed*Times can be changed

When the screen refreshes, calls made with When the screen refreshes, calls made with AutoCall AutoCall will automatically will automatically move into the move into the MadeMade calls list and reference the caller’s telephone number calls list and reference the caller’s telephone number*The control screen refreshes every 10 minutes*The control screen refreshes every 10 minutes

Other FeaturesOther Features

ReportsReports Daily Occurrence Book (DOB)Daily Occurrence Book (DOB) Access PermissionsAccess Permissions Proof of PresenceProof of Presence

Next StepsNext Steps

Verify Employer, Region, Client, Site, Site Verify Employer, Region, Client, Site, Site Shift Templates & Staff detailsShift Templates & Staff details

Determine internal roles & responsibilitiesDetermine internal roles & responsibilities Set-up access permissions accordinglySet-up access permissions accordingly Determine “go live” dateDetermine “go live” date Set-up and test AutoCallSet-up and test AutoCall Start using NetRosterStart using NetRoster

Questions?Questions?

What are your timeframes?What are your timeframes?