Introduction to NetRoster Training Course TR Central Support Line

Overview NetRoster is a web based application. It can be accessed from any PC with an Internet connection online.netroster.biz/your company name

The NetRoster Hierachy Employers SitesStaff RegionsClients Employers: Your company and your sub-contractors Regions: Geographic splits, e.g. “UK”, “North and South” Clients: Your customers Staff: Guards Sites: Client sites You can only appoint staff to sites that are in the same region

Logging on  A license is used for each active member of staff in NetRoster  When licensing reaches 90% the licensing message will turn red and we’d advise you to contact us and purchase more licenses

Part 1 Setting up NetRoster

Setting Up NetRoster  Employers  Regions  Clients  Sites  Staff

Employers  Your company details have been entered into NetRoster

Regions  What are your geographic splits? Remember…you can only appoint staff to sites that are in the same region

Clients

Sites Compulsory fields;  Site Name  Client  Region

Sites - Financial Enter the hourly charge rates for the site Note Site shift rates can be over-ridden by staff shift rates

Sites - Other Enter the site contract start and end dates

Sites – Shift Templates A shift template needs to be created for every shift you provide at the site Call Freq = how often staff need to call in during the shift Type = shift type (contracted = regular shift and Adhoc = one offs) Use the Duplicate button to create additional shifts

Sites – Shift Templates Enter the hourly charge rates for the site Note Site shift rates can be over-ridden by staff shift rates

Sites – Shift Templates Enter the hourly charge rates for the site Note Site shift rates can be over-ridden by staff shift rates

Staff Compulsory fields;  First Name  Surname  Region  Employer

Staff - Business Payroll number can be overwritten on Business screen but not on Personal screen Important Enter a date in Date Joined as this is used to determine what staff are available for shifts

Staff - Financial Bank Details are not compulsory – they are not used by NetRoster Note Staff shift rates over-ride site shift rates

Staff - Absence Use the key to select the type of absence you want to record and then click on the day that you wish to apply the absence

Staff – Banned Sites

Part 2 Using NetRoster

Rosters - Creating To create rosters select the Shifts button and then click on the Roster button Enter the site name or site number and the week commencing date NetRoster will calculate the number of shifts that haven’t been rostered yet (outstanding shifts) Click on the >> button

Rosters - Creating The shift created in the site shift templates will be listed for the week selected. Now assign a staff member to a shift Click on the (Y/N) checkbox for the shift you want to assign staff and click on Find Staff Select the member of staff by clicking on the … button Select the shifts you want to roster and click on the Roster button

Rosters - Changing To change rosters enter the site name and the week commencing date and set Outst Only to No NetRoster will calculate the number of shifts that have been rostered Click on the >> button to access the shifts Click on the Shifts Rostered link

Rosters - Changing To change the member of staff rostered click on the … button To cancel the shift click on the Canc checkbox To save the change click on the Save Y/N checkbox and click on the Save button

Rosters - Verifying To verify rosters select the Shifts button and then click on the Verify button Enter the site name or site number and the week commencing date NetRoster will calculate the number of shifts that haven’t been verified (outstanding shifts) Click on the >> button

Rosters - Verifying Check the shift details and make any necessary changes. Click on the Vfd box and then on the Save box

The Control Desk From the Control Desk you can:  Manage clocking on, clocking off and check calls  Amend shift times  Create new shifts  Assign or re-assign staff to shifts  Cancel shifts  Re-instate calls

The Control Desk Select the shifts you want to view within a date range and select Outstanding Calls Important It’s recommended that you limit the calls selected to 1 days worth of calls – listing too many calls at a time may impact performance. The Control Desk lists all clocking on, clocking off and check calls due Hover over Site or Staff name to view telephone numbers Colour codes Black = call not due Orange = call overdue by <10 mins Red = call overdue by >10 mins Green = call made

The Control Desk To confirm that a call has been made simply double click the Call Due button – it will turn green To re-instate a call, select it and select Reinstate Call from the options dropdown. Click on the button below and confirm that you want to re-instate the call Note If the screen has refreshed, made calls will not appear on the Outstanding Calls list – to reinstate the call you will have to go to the Made Calls List

AutoCall Guards can use AutoCall to clock on and off and to make check calls – this significantly reduces the number of telephone calls that the Control Desk has to answer AutoCall will not permit the Guard to call either 15* minutes before or 15* minutes after the call is due – if the Guard attempts to use AutoCall outside the permitted time ranges AutoCall will divert the call back to the Control Desk *Times can be changed When the screen refreshes, calls made with AutoCall will automatically move into the Made calls list and reference the caller’s telephone number *The control screen refreshes every 10 minutes

Other Features  Reports  Daily Occurrence Book (DOB)  Access Permissions  Proof of Presence

Next Steps  Verify Employer, Region, Client, Site, Site Shift Templates & Staff details  Determine internal roles & responsibilities  Set-up access permissions accordingly  Determine “go live” date  Set-up and test AutoCall  Start using NetRoster

Questions?  What are your timeframes?