Employee Profile

Employee profiles are created for long-term positions, or substitutes on a long-term assignment. These users can be absent. Employees call the system to register. To register, call the system and voice the employee's name and enter a PIN. To access, the employee profile must have "Is Active" selected.

Substitutes that are on a long-term assignment would have the same location and classification as the employee who is absent. It is recommended to suffix the employee profile of a Substitute with "LTS" or "*" to differentiate a regular employee from a substitute.

Complete the profile using the Substitute menu options:

From Administrator, select Profile Inquiry/Reports. Choose Employee.
Enter criteria and click Search.
Click the Name of the employee to view the profile page.

Schedule

This page collects information on the locations, classifications, workdays, and times for the employee. Employees can have any number of work schedules with overlapping days and times. Each schedule must have a unique location or classification order, like:

Different times for different days at the same location.
Different classifications for the same location.
Multiple entries for the same location and classification combination.
Location with many classifications in the same work schedule.

When employees report an absence, they must select a work schedule if they have multiple work schedules for the same day. Substitutes are assigned for each schedule an employee marks absent.

The Yes or No values in the Schedule List indicates if a location's time is blocked for a schedule.

Create Standard Schedules

From Employee, choose Schedule.
Click New.
Choose the Location and Classification. Enter an Order for each.
Click Save.

Create Alternative Schedules

When a work schedule requires different times on different days of the week, you can enter custom times for each day.

Enter the start and end times in the format HH:MM AM/PM. For example, enter 08:00 AM or 01:00 PM.

Follow the procedure to set up a standard schedule.

Use one of the following methods:
- Select the field by Autofill to clear the Use Location Default Times fields. The Employee Custom Times autofill with your entry. You can select and clear days as needed. For days that you do not enter custom times, select the Use Location Default Times field for the workday.
- Clear the Use Location Default Times fields and select the Days fields you want to enter custom times. Enter the start and end times.
Click Save.

Absences

Use this page to view information about employee absences. You can enter the job number or enter any combination of the search criteria. The More Search Options button displays additional search fields that can be used to narrow the search. You can search by Location, Classification, Location Group, Classification Group, Substitute, Budget Code, or Reason. The Location drop-down menus will display all authorized locations and location groups. Similarly, the Classification drop-down menus will display all defined classifications and classification groups. You can create a report based on the search results, and export job information. You can export information for use in other databases or applications.

To perform a more specific search, click More Search Options.

From Employee, choose Absences.
Enter criteria and click Search. Click More Search Options to use additional criteria.
Click Create Report to print the details.
Click Export to create a text file.

Calendar

From Employee, choose Calendar.
Click the Job Number to view job details for that workday.

Dates

Dates can include the employee's birth date, hire date, certification date, and other important dates.

From Employee, choose Dates.
Click New to add a new record or click the Code to view or modify an existing record.
Choose the Name and enter the Date.
Click Save.

To delete dates, select the record you want to remove, then click Delete.

Optional Information

From Employee, choose Optional Information.
Enter or modify the fields as needed:
1. If you select Use Itinerant Schedule, employees can select any location and classification when reporting an absence. Itinerant teachers still must have a primary location and classification defined in their profiles.
2. Enter the Budget Code if an employee's absence should be billed to a specific account.
Click Save.

Priority Lists

Use this page to add or remove substitutes from Priority Lists.

From Employee, choose Priority List.
Click New.
Complete the fields as needed.
Click Save.

To remove a substitute from a list, select the record you want to remove, then click Delete.

Reason Balances

This feature allows you to view and modify reason balances for an individual employee. All reasons set up to use balances appear in the Reason Balances List.

From Employee, choose Reason Balances.
Click the Reason Name for the reason to modify.
Update the fields as needed.
Click Save.

Phantom Employees

Create phantom employees when exceptional situations require a substitute when an employee is not absent. You can use a phantom employee to enter an absence that does not have an absentee. You may use employees with an access ID and PIN generated by the operator to represent these extraordinary circumstances. You can enter as many phantom employees as you desire. The best way to address this situation is to use the vacancy option. However, vacancies may not address all needs like:

Assign a name and budget code to the special circumstances that can occur regularly.
Divide an absence into separate reasons while keeping (for payroll purposes) that absence as one single absence for the employee.

Concurrent absences that have overlapping dates and times may not be reported. You must have a different phantom employee for each absence that you need on a given day or period. The process of adding a phantom employee is the same as the process of adding a regular employee, except you must decide on the location, classification, and an artificial ID for each phantom before entering the information for that position.

Suppose you are not using the vacancy option. In that case, when a location needs a substitute for one of these positions, the location's administrator accesses the system and reports an absence for the appropriate position. The system follows its standard procedures for locating a qualified, available substitute.