Create Jobs

There are two options to create a job:

Absence - This is a job where an employee is away from their work location.
Vacancy - This is a job for which no employee is absent, but a substitute is needed.

Parameter settings determine if you can enter an absence when a substitute is not required. This allows the system to track employee benefits and find and pay substitutes. Parameter settings also determine if administrators can report vacancies.

Job information includes absence information, vacancy information, and the assignment information associated with the substitute.

Job Numbers

A job number generates upon entry of the absence or vacancy and confirms the successful entry and acceptance of a job. The job number does not play on the telephone or display on the Web until you enter all required information.

During substitute and employee training, we recommend you emphasize the importance of obtaining a job number. If there is no job number, you cannot record the absence or vacancy.

Job Status

As jobs process, a status indicates the current condition of that job. A job's status determines what job information you can modify and what actions you can perform on that job.

Regular Status

Open
Active
Finished
Canceled
Verified
Stopped

Use the Parameters - Configuration tab to define settings for how long Finished and Canceled jobs remain viewable.

Only operators can modify Verified jobs.

Operators and administrators can stop open jobs for call-out.

Subsidiary Status

There are numerous subsidiary statuses that indicate how the job was found, how it was filled, or if it was not filled.

IVR = Interactive Voice Response system.

NSR = No Substitute Required.

Open
Not Filled
Web Substitute Search
IVR Substitute Search
NSR - Filled In-House
NSR - Exceeded Sub Allocation
NSR - Minimum Job Days
NSR - User Request
NSR - No Sub Allowed
NSR - No Sub Day Required
Admin Assigned
IVR - Assigned
IVR - Answering Machine
Auto Assign

Specify a Substitute

When you specify a substitute, the system performs the following checks:

Is the person a substitute?
Is the substitute active?
Is the substitute not already assigned?
Is the substitute available for new jobs?
Are substitute work units not exceeded?

Use the options on the Parameters – Jobs and Parameters – Administrator tabs to determine how and when a substitute can be specified.

From Parameters, choose Jobs.
In the Specify a Substitute section, select the fields as needed.
Click Save.
From Parameters, choose Administrator.
In the Browser Access section, select Allow Specifying a Substitute by name to enable the Name Lookup button.
Click Save.

Job Override Function

There are conditions when you cannot create an absence as entered. The administrator or operator can use the job override function to create the absence as entered when this occurs.

The job override function is always available for operators. It is only available for an administrator if you enable the Allow Job Overrides option on their profile. If the system determines that a job override is required to create the absence, click Override or Yes to create the absence or make corrections to the absence information.

Reason for Override	Description
The job will be created as No Substitute Required	In-house filling capacity (IFC) is not met. Minimum job days (MJD) are not met. Substitute allocation units (SAU) are exceeded.
The job will be created as Auto Assigned	An automatic substitute is available.
The Specified Substitute cannot be assigned	The substitute does not have the location in their profile. The substitute does not have the classification in their profile. The substitute is not registered. The substitute is temporarily unavailable. The substitute is not available for new jobs. The substitute does not have daily availability for the job. Validations are performed for the specified substitute based on setting on the Parameters – Job tab.
The job will not be created due to Max Absences	The reason has exceeded the location's limit on the number of absences reported on any day.
The job will not be created due to Reason Balances	The reason balance for this employee and absence reason is at zero.