This video provides an overview over the Dashboard, also called Landing Page or Home Page, and the functionalities accessible via it.
The written instructions duplicate the training video.
Upon logging in you will land on the Dashboard, which is sometimes called the Landing Page or Home page.
(1) Menu Bar:
On the far left-hand side is the Menu bar, which allows you to access all further functionalities. Note, that access to functionalities is restricted (user access). If you feel you do not have the required access contact your company's administrator, which is normally a member of payroll or HR.
To learn more about the menu bar select the support entry on the Menu Bar [Support > General > Navigation > New Menu Bar].
Irrespective of where you are on the platform you can always return to the Dashboard by selecting either the Dashboard Icon from the Menu bar, or by clicking on your comany's logo, which will always feature in the top left-hand corner.
(3) Dashboard Widgets:
Below all Dashboard Widgets are listed. Widgets describe a functional block or box on an interface, which allows you to perform an action.
(a) Unscheduled Staff:
Unscheduled Staff consists of a list of staff that have not been scheduled at all since the last week's rota.and would therefore appear as Available across the whole rota for this week.
Note, that a staff member on holiday would not be Available.
(b) Unconfirmed Worklogs:
Unconfirmed Worklogs are displayed as bar charts, one bar chart per day. 1 bar represents all venues company-wide that use the platform within this country.
The bars are made up of 2 colours:
Red = Unconfirmed.
Green = Confirmed.
It is possible to deep dive by clicking on one of the bars and view which venues still need to confirm their rotas.
It is important to note, that work logs can only be confirmed for the current date or dates in the past, but not tomorrow's worklog or any day in the future. This is so because the worklog reconciles the plan of who works when (which is the rota) with what actually happened on the day (including ad hoc sickness and overtime).
Also note, that is is important to confirm wroklogs before payroll cut off dates.
(c) Rota Completion:
Rota Completion presents us with bar charts each representing 1 week. We see the current week and the next 2 weeks.
The bars are made up of 3 colours:
Red = rotas that have not been started.
Amber = rotas that have been started but not yet shared with the staff members.
Green = rotas that have been Approved and shared with the staff members.
Note, that 1 bar chart represents every venue within the company in this country.
If you select one of the bar charts, we will be presented with a break down. In this example, we are selecting the top bar chart.
After selecting the bar char you will see a regional break down, which you can refine further by selecting the magnifying glass icon in front of a region.
Further, if we wish to view the bar charts for 3 different weeks, then select the date line, pick a target week from the overlay window displaying a calendar and select the re-calculate button in the top right-hand corner of the widget.
Note, that how many weeks in advance rotas should be completed and released to your staff depends on your company's policies.
(d) Department Team Contacts:
Department Team Contacts gives us an overview over the proportion (%) of staff members that do not have a phone number listed or an email address listed.
To deep dive on an area, select the magnifying glass symbol; in this example we selected the area South.
Now we can view the breakdown per venue.
Note, that it is relevant to have a current email address or phone number listed for staff members to receive a rota notification email or SMS once the rota is released to the staff. This widget shows us whether a phone number or email address is listed. Please review the Support entry on either The Staff Portal [Support > General > All Staff] or the Staff Overlay Window [Support > General > Rotas] to find out how to look up which contact details a staff member has got listed. A staff member may have an email address listed, but this may no longer be the current email address of the staff member and therefore they no longer receive their rota notification email.
(e) Staffing Levels:
Staffing Levels are building blocks at the bottom of a rota, which help building the rota.
Different Staffing Levels can be set up and used at different times of the year or in different venues.
It is possible to deep dive and select an area, i.e. North, and then view the different venues within that area.
(f) Annual Leave Planner:
The Annual Leave Planner shows you an overview of: (a) total holidays booked VS all holidays for all members of staff in that region, and (b) the holidays that have already been taken to date VS all holidays for all members of staff in that region.
Note, that the holidays here are displayed in days but your company may display the holidays in hours instead. If the holidays are expressed in days, then a "d" features after the numbers, and if holidays are expressed in hours, then an "h" features after the numbers.
Having an overview of how many holidays for all staff exists per year and how many of these holidays have been booked and used to date helps in planning the business year.
To deep dive into an area select the magnifying glass icon for the area. For this example we used the area/cluster East. This allows us to view all venues within an area. Note, that you may have to page through a few displays if an area contains many venues.
(g) Expired Visa:
This widget is only visible to users with the needed access rights, i.e. HR or Payroll.
The Expired Visa widget alerts us before the work visum of a staff member runs out. It's purpose is to trigger a conversation with the staff member in question: Will the visum be renewed? Has the process been started? When can the paperwork proving the new/extended work visum be expected? And without evidence of the new/renewed work visum the staff member in question will not be allowed to work for the company between the date on which the visum expires and the date a new/renewed visum is in effect.
It is important to note, that the workforce management tool will not allow you to schedule a member of staff once the work visum has expired. The new work visum needs to be entered into the contract by the Administrator of your company. Normally this is a member of HR or payroll.
(h) Minimum Wage Alert:
Not all companies are using this widget.
The alert flags staff members whose pay rate per hour no longer matches the minimum wage requirement. There are a number of factors that may impact what the minimum wage rate is and when it changes, i.e. the country of operation will impact the rules used by this widget, and other factors such as the staff member's age may. For example: In a country where the minimum hourly wage depends of the age of the employee the pay rate might have to be adjusted when a birthday has been reached for the staff member.
Payroll can use the information provided in the widget to look up the staff member's contract and make necessary adjustments.