Job Inquiry and Reports

Create and Export Job Inquiry Report

1. From Administrator, choose Job Inquiry/Reports.

2. Enter your report criteria, then click Search.
3. Click Create Report.
4. Select the information you want to include in the report.
5. Click View Report.
6. If you want to export the data, click Export.
7. Choose the Export Type and Format.
8. Do one of the following:
   • Click Run Now to create a text file.
   • Click Detailed Export to create an xls file.
9. Review and save the downloaded file.

Manage Job Details

Parameter settings affect the availability of job detail information. System parameters determine how long job information is saved and available for reporting. The information is not available after the number of days indicated in the Number of Days to Keep Finished Jobs, Number of Days to Keep Cancelled Jobs, and Number of Days to Keep Calling Information fields have passed.

Review and modify job details, create job detail reports, obtain job-filling details, split the job, stop callout on a job, and reset the job record to its default information. The job's status determines other possible job actions and which items of the job detail can be modified.

1. From Administrator, choose Job Inquiry/Reports.

2. Enter your report criteria, then click Search.
3. Click the Job # for the job to view.
4. If you make any changes, click Save.

Callouts

Start Callout re-opens a job and displays a job with a status of Stopped, Unfilled, or NSR (no substitute required) during a callout period.

If you did not stop the callout on the job, check with the system operator before you re-open the job.

Stop Callout stops and displays jobs in Open status and are currently in callout.

Cancellations

Cancel Job is available for all jobs. If the job is active, choose Yes or No for the following options:

• Call the canceled substitute?
• Send notification to canceled substitute?

Verify Jobs

You can only verify jobs in Finished status. After you verify a job, only an operator can make modifications to the job. You can verify jobs in two ways:

• From the Job Details page:
  1. Click Verify Job.
• From the Job Inquiry page:
  1. Choose Finished for the Job Status in the search criteria, then click Search.
  2. Click Set All to Verify.
  3. Click Save Verified.

If the Substitute Time Worked exceeds the maximum value, the Job override permission determines the user's next steps:

• If the user has job override permission, the user can:
  • Choose to set the substitute time worked to the max value to report.
  • Verify the job with the exceeded value.
• If the user does not have job override permission, the user must modify the time worked to be equal to or less than the maximum value to report.

Substitutes

You can modify the assigned or specified substitute in this section.

If the administrator has the Allow Job Overrides function enabled on the Administrator profile, the system does not perform the normal checks.

1. In the Assigned Substitute or Specified Substitute section, enter the Substitute ID or click Name Lookup to search by name.
2. Click Save.
3. Enter Text Instructions to indicate the text the system voices to the substitute on the phone.
4. Click Choose File to attach files for the substitute or administrator.

Modify No Substitute Required Jobs

Administrators and operators with job modify permission on their profile can modify Active and Finished No Substitute Required jobs. When you assign or specify a substitute for a job with a status of No Substitute Required, the job status changes as follows:

A job with no applicable search rule is set as NSR -no sub allowed. You cannot change this job status to Open. You can assign a substitute and the job status changes to Active.

Job Filling Details

Use this option to review calling information for the job. You can configure the number of days calling information stores on the Parameter - Configuration tab.

1. Click Filling Details.
2. Do one of the following:
   • Click Create Report.
   • Click Export to Excel.

Split Job

Use this option to split the single or multi-day job into new job segments and add or modify substitute assignments for each job segment. Employees and substitutes receive an email notification when an absence is split. Substitutes also receive a notification when you add or remove them from a job. The original job retains the job number and the new job segments created from the split receive new job numbers and you can make other job-specific modifications can be made to the new jobs.

For multi-day jobs, there are two options:

• Separate Job – This separates specific days of the job from the original absence.
• Split At – This separates the job beginning from the selected day.

The system displays various alerts before and during the Split Job process to ensure that system users are aware of the Split Job action being performed on a job. When you split a job, the system displays a preview for the new segments.

1. Click Split Job.
2. If it is a multi-day job, select the following:
   • The Separate Job field on the column header to split all days or select the Separate Job field for the individual days.
   • The Split At fields for the days to create new segments.
3. If it is a single-day job, do one of the following:
   • Use the slider to set the job durations.
   • Select the start or end time and manually enter the times. Select the Tab key to create both segments.
4. Click Continue.
5. For each segment, click Edit Substitute.

6. Enter the Substitute ID or click Name Lookup to search by name.

   

   You may leave this blank and assign a substitute later.

7. Click Confirm.
8. Click Done.

For multi-day jobs, you can use the Separate Job and Split At options together when splitting a job.