This video on the Staff Portal is for all employees of the company and shows:
(a) How to log into the staff portal;
(b) How to view your own Rota/week's working schedule on the Staff Portal,
(c) How to request Time Off using the Staff Portal,
(d) and How to manage your own data, i.e. phone number, on the Staff Portal.
The written instructions mirror the content of the training video. The instructions apply to all users of the Staff Portal.
1. URL & Log In
Log into your staff portal.
The URL will normally consists of https://yourcompanyname.theshopworks.com/portal/login .
Enter your user name and password > select Sign In.
You will receive your user name and password from your company.
2. Welcome Page
Upon logging in you will see the welcome page.
The welcome page may display a different message. This message may change over time.
Select Rotas from the left-hand navigation column.
You automatically see your own rota for the current week. To view past or future rotas select the backward/forward arrow.
Your personal rota will display: shifts, training (i.e. offsite meeting), all time off types (i.e. holiday, or maternity leave), and days off.
At the very bottom the total hours worked paid, the total hours time off paid and total hours paid are listed. Note, that the listed hours may change as the week progresses to reflect changes to the time worked, i.e. the total hours paid may jump up if overtime was worked.
Select Shop Schedule to view the rota for the entire department/venue.
The day displayed is defaulted to today. To view a different day select the date and chose the day you wish to view, then select the magnifying glass icon.
Note, that not all companies use the Shop Schedule.
4. Time Off
Select Time Off from the left-hand navigation column.
To make a time of request use the Holiday Entitlement widget. Make sure the correct year is selected to make your time off request. Example: You may want to make a time off request for next year January in October of this year. In that case, you need to select next year to log a valid request.
Next select the green button Request Time Off.
This will activate an overlay window. Here you select:
(a) a Time Off Type, i.e. Holiday, or TOIL. Note, that the types of time off available to you are limited. Please contact your store manager to request time off for time off types that are not listed on the staff portal.
(b) First and Last date: click into the empty field and select the dates from an overlay calendar.
(c) Hours per day: please enter the average hours worked here.
(d) Note: It is not mandatory to enter a note, however, this can be used to enter the purpose of a time off request. For example: "Brother's wedding in the South of France" or "Glacier walking in Iceland".
Then select Save Request.
Select Training from the left-hand menu tab.
Here you find documents or videos that your company is making available to you; the example here is Allergens.
Note, that not every company uses the Training tab. If you do not see the tab upon logging into the platform, then it is safe to assume that your company is not using it.
To access content of a category, select the bar, here entitled Allergens.
This will show the content; in this example a downloadable document entitled Allergens and a video entitled Allergens Video.
If there is a button called Confirm, select it after viewing the video or reading the document to log that you have noted them.
6. Training Calendar
Select Training Calendar from the left-hand menu bar.
Here you will find a monthly overview showing all training courses you have been scheduled for.
To view a calendar month different to the current one, use the backward or forward arrows at the top of the calendar. To view details of a training session select the session.
After selecting a training session an overlay window will open, supplying details of the session.
7. User Name & Password
To view your personal details, select your name in the menu column on the left.
Your company may not be using all features shown here. If any of these options do not show on your own staff portal, then it is safe to assume that your company is not using the feature.
Some companies allow you to manage your own contact details, which are part of your Personal Details. In this case, you can select the pen icon to edit your contact email address and phone number. Note, that having current contact details (phone number/email address) will ensure that you receive your rota once it is released via a notification email or notification SMS. If you do not have current contact details listed with your company you cannot receive a rota notification email/SMS. Instead, consult your rota using the staff portal.
Should you not have the option to edit your own contact details on the staff portal, then you update your contact details with a member of payroll/HR within your own company.
If you with to be notified via email/sms when a shift becomes available at short notice, then the options in the Preferences widget should be checked.
To change your password for the staff portal select Change Portal Password.
This will open an overlay window. Enter your current password, > then enter the new password twice > select Change Portal Password.
Note, that it is important not to save passwords on shared devices.
To log out of the staff portal select Log Out.
This will return you to the log in screen.
Note, that it is important to log out at the end of a session, particularly on shared devices.