Staff Member User Manual
Contents
1. StaffMate s powerfully intuitive administrative event calendar allows you to e Easily manage service staff members and position types e Efficiently and securely create and manage staffed events with just a few clicks of the mouse e Automatically and instantly notify all service staff members of new staffing opportunities e Quickly Create and Publish online staff memos for better staff communication e And More How Does StaffMate Benefit The Service Staff StaffMate s graphically enhanced event calendar allows service staff to e Rapidly review staffing commitments amp opportunities 24 7 e Quickly retrieve review amp print vital event information and driving directions 24 7 e Efficiently schedule additional work commitments 24 7 e Securely manage their own contact information e And More 2 Staff Member Instructions User Names amp Passwords When you are first entered into StaffMate as an employee you are automatically assigned a random and unique user name and password This user name and password along with detailed instructions are automatically sent to you via email User names and passwords must be at least 5 characters tn length and are always case sensitive which means that the user name StaffMate is not the same as the user names staffmate or STAFFMATE Log In Reminders If you have forgotten either your user name or password from the log in screen click on the link entitled forgot password and enter the em2. Sunday Monday Tuesday Wednesday Thursday Friday Saturday ad 25 26 a i 2d a i 2 a Review Opportunities Fach events calendar is specific to each employee Only events published to a certain staff member are visible to that employee on 5 7 B their events calendar 12 They can simply click on an event title to review event details for any event published to their calendar Events they have not yet signed up to work gations a in gray Their work obligations appear in red Your staff members are never further than a few clicks from their work schedule The event calendar always displays the 20 21 12 next 31 days in advance of the current date keeping the calendar current each time they log in 2003 StaffMate All rights reserved 5 STAFFMATE ONLINE e Quite simply the most efficient way to schedule YOUR service staff Reviewing an Event The event screen is divided into two sections the event information section and the Staffing section In the event details section you will find the event title event description special instructions event date event start time event end time venue location and driving directions The information provided is dependent upon the information made available by the staffing coordinator when entering the event data so all information may not be available for all events The staffing section provides details on the staffing requirements for the particular event Each lin
3. 00 AM 12 00PM Sign Up Now Sign ot lea Now allowing the staff member to Semice Staff 10000 AM 12 00PM Sign Up How request the shift with one click of the mouse Service Staff 100 AM 12 00PM Sign Up Mow 4 Once the employee Service Stefi 10 00 AM 1200PM Sign Up Now requests a shift for this event it does not allow ae a them to sign up for Service Staff 100 AM 1200 PM Sign Up Now nier Senice Staff 1000 AM 12 00PM Sign Up Now e Service Stafi 10 00 AM 1200 PM Sign Up Now Not Qualified Fositions iii for which this employee Serice Staff 1000 AM 12 00PM Sign Up N is not qualified are meee yed ea tl Available 5 n Backup Semice Staf 10 00 AM 12 00 PMI osition but not allowing Backup Service Staff 10 00 AM 12 00 PM em to mer to work Lead i000 M 12 00 PNI Position Available Requesting to Work an Event When you sign up to work an event you should remember that you are merely requesting to work the event As it always has been it is still ultimately the decision of the Staffing Coordinator of whether to accept your request or not Many factors go into making the right staffing choices including the event type number of guests special requests and needs of the participants and the unique mix of experience and qualifications each staff member brings to the team In some circumstances these factors will favor you in yet other circumstances they may favor another staff member So please be understanding of t
4. STAFFMATE ONLINE e Quite simply the most efficient way to schedule YOUR service staff Staff Member User Manual Table of Contents 1 StaffMate Overview What is StaffMate How Does StaffMate Benefit The Admin How Does StaffMate Benefit The Staff 2 Staff Member Instructions User Names amp Passwords Log In Reminders The Staff Memo Staff Member Account Info Checking Accuracy Making Account Changes The Event Calendar Reviewing an Event Accepting Admin Placement How to Request Work How to Request Backup Positions Requesting to Work an Event Retracting Work Requests Using Yahoo by Phone Online User Manual Logging Out 2003 StaffMate All rights reserved 1 STAFFMATE ONLINE e Quite simply the most efficient way to schedule YOUR service staff 1 StaffMate Overview What is StaffMate StaffMate staff scheduling software is designed specifically for the special events industry to bring speed and efficiency to the chaotic process of event staff scheduling StaffMate s robust online scheduling service is quite simply the easiest way of scheduling your service staff while maintaining the same powerful administrative tools upon which you have come to rely From the moment you first enter event details StaffMate will be saving you more time energy resources and headaches than you could have ever imagined There is no easier way to schedule your service staff How Does StaffMate Benefit The Admin
5. ail address StaffMate has on record for you If the email address is located by our database your user name and password will be immediately sent to that email address It is strongly recommended that once you receive your user name and password via email that you immediately log in and change your password to protect your privacy If you have forgotten your user name and password and the email address you have on file with StaffMate is no longer an email address to which you have access please call your staffing coordinator for user name and password retrieval 2003 StaffMate All rights reserved Dia STAFFMATE ONLINE e Quite simply the most efficient way to schedule YOUR service staff The Staff Memo Once logged in you will be automatically transported to the staff memo This memo is created by the administrator as a communication tool When the StaffMate software is first set up the staff memo defaults to a welcome statement with instructions on how you can get the most from StaffMate See illustration below You can always get to the staff memo again by clicking the Staff Memo tab on your account screen Staff Mate siete vn online Contact Stating Adni Account Info Events Welcome to the StaffMate Catering Company Staffing Section Welcome to the Stafflate Catering Company Staffing Section In this section you can wiew upcoming events for which Stafate Catering Company needs slaf members You can see when and wh
6. e displays a certain position the shift times for that position and the position s disposition The position disposition can be Position Available Position Filled Blocked by Max Hours Already Scheduled Today or Sign Up Now Staff Mate onafvine Account Info Corporate Meeting 06 20 2003 Review Event Details Here itii AM i70 PR on the sign up screen your Staff members can review event details including event times shift positions and times venue Breakfast Bulfel for 100 meeting particepants Hyatt on Capital Square location and driving directions 123 State Street Position Filled When a lie aia shift has already been filled Take any majar Interstate Downtown g itis so noted on the sign up screen Semice Staff 1000 M 12 00 PM Sign Up Now Fositions Semice Staff 1000 AM 12 00 PMI Position Filled for which this employee is qualified show up as Semice Staff 1000 AM 1200 PM Sign Up Hod Sign Now allowing the staff member to Semice Steff 10 00 AM 1200 PM Sign Up How request the shift with one click of the mouse Serice Staff 100 AM 12 00 PM Sign Up Nowi Once the employee Service Statt 1 00 AM 12 00PM Sign Up Now requests a shift for this event it does not allow ae them to sign up for Service Stafi 1000 AM 12 00 PM Siig Up Mow aiae Service Stai 10 00 AM T200 PM Sign Up Nowi Service Staff 10 00 AM 12 00PM Sign Up Now Not Qualified Positions for which this oy
7. ee Service Staff 10 00 AM 12 00PM Sign Up N is not qualified are TE yed aii l Available showing the Backup Serice Staf 10 00 AM 12 00PM sition but not allowing Backup Service Staff 10 00 AM 12 00 PM hah to request to work Lead 1000 AM 1200 PM Position Available 2003 StaffMate All rights reserved 6 STAFFMATE ONLINE e Quite simply the most efficient way to schedule YOUR service staff When a position is marked Position Available it means that the position in question is not yet filled but it is a position for which you are not eligible You may not be eligible for one of two reasons The first is that you are already scheduled to work that event The second reason you may not be eligible is that the position type being offered is not one that you are currently listed as qualified to perform For example if you are qualified as a Server but not as a Bartender a Bartender position will be shown to you as Position Available but you will not be able to Sign up for that position When a position is marked Position Filled or marked with the name of another staff member that simply means that the position in question is filled It does not necessarily mean that the work request has or has not been accepted by the Staffing Coordinator see Requesting to Work an Event below When a position is marked Blocked by Max Hours it means that signing up for this shift would put you over the Max Weekly Hours the Staffing Coo
8. er Manual link in the upper right hand corner of any StaffMate screen If at any time you have a question about the StaffMate service please refer to this user manual for the answer If your question is not answered after reviewing this user manual contact your staffing coordinator or administrator Logging Out In order to keep your information and scheduling as secure as possible please use the LOGOUT link on the upper right hand side of any page to log out each time you are ready to leave the StaffMate service If you forget to use the LOGOUT link please log back in and log out properly Failure to do so can compromise your information by the next person who uses your computer 2003 StaffMate All rights reserved 9
9. ere ove wocoming events are taking place what posdions sill need to be filled and should the event meet your availability you can instantly sign up to make yourself eligible to wark the ewent Additionally you have access to a handy interactme event calendar io keep track of upcoming events and those events for which you have signed up to work On thal calendar which is on the Everts Page ihe events thal show up in Red are the events for which you hawe signed up All oher events in gray are events for which you are not currently signed up To view an event orto sign up for an event simply click on the title ofthe Staff Memo The staff memo is the the necessary event information first e each staff member sees upon logging into the StaffMate service It is a great Event Title communication tool to keep your employees Event Date and Times informed Event Location Orrang Directions i l Staffing Needed List any upcoming staff meetings announce a sh the information using the staff E your job title ig consistent with any of the positions wie mi meno Sh baal nformation give out staff awards nd publi opportunity instantly by clicking Sign Up Howi Two caveals once you sign up to make yourself available for an event Any way you choose to use it the staff memo coordinator will review your request and efher accept or deny your request je g simp B yet effective way stay in touch stafing coordinator has made ihe final decisi
10. ers an error will occur and the information will not be updated If this occurs simply enter the information in the required format and click the Modify Your Info button to complete the update Tt is strongly recommended that you change your Password every few months to protect your privacy 2003 StaffMate All rights reserved 4 STAFFMATE ONLINE e Quite simply the most efficient way to schedule YOUR service staff The Event Calendar You can reach the Event Calendar by clicking on the Events Tab at any time during your session The Event Calendar always displays the current day and 30 days in advance Each upcoming event that has been published to you by the staffing coordinator will appear on your calendar on the day for which it is scheduled Event Titles are displayed in two colors Those displayed in a grayish color are events for which you are NOT scheduled to work Event Titles displayed in Red are events for which you ARE scheduled to work To review work opportunities Grayish and work commitments Red simply click on the Event Title for the event in which you have an interest This will transport you to that event s screen Event Review Once they re finished reading the staff Staff y Mate memo your staff members can reach the events pos out anfine calendar AUR aa elle SEI on the Events tab Contact Stafival Home Events Calnadar View June 2003 July 2003 Previous H Days Nesi 20 Days
11. he decisions that need to be made by the staffing coordinator when considering your request to work Whether accepted or not you will receive an email verification of the decision reached by the Staffing Coordinator NOTE Based upon choices made by your Staffing Coordinator you may or may not be allowed to electronically and automatically retract a work request once the request has been accepted by the Staffing Coordinator see Retracting Work Requests below for more information 2003 StaffMate All rights reserved 8 STAFFMATE ONLINE e Quite simply the most efficient way to schedule YOUR service staff Retracting Work Requests The staffing coordinator has three options when determining how best to manage electronic retraction of work requests The staffing coordinator can disallow electronic work retractions outright allow request retractions at any time or allow retractions only prior to staffing coordinator acceptance of your request If your Staffing Coordinator has chosen to allow electronic and automatic retraction of work requests at any time simply go to the Event Screen by clicking on the Events Tab then click on the Event Title in question then click on Retract Your Work Request to remove yourself from the shift If your staffing coordinator has chosen to disallow electronic retraction of work requests your shift request will be marked Commitment Locked and you will have to contact your staffing coordinator
12. ically enter you for the position and shift in question and your name will now appear next to the shift for which you signed up Also the event will now be displayed in Red on the Event Calendar page of your account How to Request Backup Positions When backup positions have been made available for an event by the staffing coordinator you have the option of requesting the backup role to make yourself available to be called on in the event of a call off or no show Backups ARE NOT scheduled to work a particular event but are stating their availability in case of an emergency 2003 StaffMate All rights reserved STAFFMATE ONLINE e Quite simply the most efficient way to schedule YOUR service staff Staff XMate Account Info Review Event Details Here on the sign up screen yi staff members can review event details including event times shift positions and times venue location and driving directions s Take any major Interstate Downicen Service Staf Corporate Meeting 06 28 2005 10 00 AM 12 00 PM Hyatt on Capital Square 123 State Street i000 AMi Columbus QH 43215 12 00 PM Breakfast Buffel for 100 meeting particepants Position Filled When a shift has already been filled a itis so noted on the sign up gn Up Now Positions Si Service Staff 1O00 AM 1200 PM Position Filled for which this employee is qualified show up as Semice Staff 10
13. on Also once your request h with vour staff members from the hgt You will be asked to contact the siafing Coordmalar fo remo Y One additional facet you will notice on sarme of the events we make backup positions available ihe position in which you are interested i5 filled you can sign up for one of ihe Backup postions avadable This way if anyone asks to be released of higher obligation to eork the event you will be among the first contacted to peck up the hours and the extra money PLEASE NOTE You can maintain your own contact informatoon by choosing the Account Info tab Keeping this information turari is a necessaly If this is our first time logging in please wisi this Staff information page to fill in any missing information and to vente the information we hawe on record for you Without up to date information you will not be aulomatically notified of available opportunities and you may nol be considered as a fill in replacement thus missing owt on earneng potential TET ANOTHER NOTE In order to keep your information and scheduling as secure as possible please use the LOGOUT link on the top ngh hand side ofthe page to log oul each time you are ready to leave the staffing section If you forget io use the LOGOUT link please log back in and and log oul propery Failure to do so can compromise your information by the next person who uses your computer Continue to Your Staff Calendar 2003 StaffMate All righ
14. rdinator has assigned to your account For example if the Staffing Coordinator has assigned you a maximum of 30 hours weekly and you are currently signed up for 25 hours in that particular week any shift greater than 5 hours in duration will be Blocked by Max Hours When a position is marked Already Scheduled Today it means that you have already requested to work another event on this same date You can not automatically sign up for two separate events on the same day In order to request to work multiple events on the same day you must contact your staffing coordinator to fulfill your request Accepting Admin Placement From time to time the staffing coordinator may place you into a shift and seek a reply from you as to whether or not you can work the event Once the staffing coordinator takes this action you will be sent an email notifying you of the potential placement The email will ask that you return to StaffMate review the event and either accept or reject the work opportunity You can accept the placement by clicking the Green Checkmark next to the shift with your name You can reject the placement by clicking the Red X next to the shift No matter which choice you make the staffing coordinator will be automatically notified via email of your decision How To Request Work When a position is marked Sign Up Now you can request the position and shift at any time by simply clicking the Sign Up Now link This will automat
15. to be removed from your obligation Your staffing coordinator has a third option to allow electronic and automatic retraction of work requests but only before your request has been accepted If you have requested to work an event and have not yet been accepted by the staffing coordinator simply go to the Event Screen by clicking on the Events Tab then click on the Event Title in question then click on Retract Your Work Request to remove yourself from the shift Once your request has been accepted however it will be marked Commitment Locked and you will no longer be able to automatically remove yourself from the shift If you can no longer meet an obligation for which you have already been accepted you must contact your staffing coordinator to be removed from the shift Using Yahoo by Phone For a very nominal monthly fee Yahoo by Phone allows you to call toll free from any phone in the U S and have your StaffMate notification emails read to you over the phone If you don t have a computer access to the Internet or an email account simply consult with your staffing coordinator for more information about setting up a Yahoo by Phone account Yahoo will provide you with your very own email address and a toll free number SO anyone anywhere can send you email that you can then have read to you by phone Online User s Manual You can get to this user manual at any time and from any screen of the StaffMate service by utilizing the Us
16. ts reserved 3 STAFFMATE ONLINE e Quite simply the most efficient way to schedule YOUR service staff Staff Member Account Info Checking Accuracy With StaffMate you have the ability to update your own information at will Update your contact numbers email address user name password and address information as you see fit Make sure you keep this information up to date as this is how the staffing coordinator will contact you regarding staffing opportunities When logging in for the first time it is important to check your account info for accuracy To review and or update your account info at any time simply click on the Account Info tab on the top of the staff member screen Making Account Changes It is very simple to update your account information From the Account Info screen simply change any of the information you wish and click the Modify Your Info button to save the changes The First Name Last Name User Name and Password are all required fields These fields must be populated in order to update your Account Information If any of these fields is blank and you attempt to update your information an error will occur and the information will not be updated If this occurs simply enter the required information and click the Modify Your Info button to complete the update User Names and Passwords must be at least 5 characters in length If you attempt to update your User Name or Password with entries of less than 5 charact
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