Within your Schedule Xpress database, you're entitled to create and modify exactly the access you'd like to give to your workforce, which can be as significant as to a singular employee.
This article will cover the following sections:
Applying Security Groups to Employees
In the settings section of the employee's profile, you have the option of creating security groups. These groups can be applied to an employee to allow or restrict them from accessing or actioning certain features within their Team Xpress account.
For ultimate flexibility, you configure multiple groups based on what the employees need to see and do in Team Xpress. A security group can also be created for individuals who may have specific requirements.
If no specific security group is assigned, employees with be in the default security group. It may be the case that you only need one security group or that you need 100. Either way, we have an option that fits your company.
Configuring Security Groups
You have two ways to configure your security groups.
In the employee profile, click the gear icon next to the name of the security group.
Click the gear icon at the left of the screen to go to the Settings area of Schedule Xpress. Then go to Employee, and then Security Groups. (You need administrative access to see the Settings icon).
The Security Groups
One or more security groups will be shown. The default group is always present, and will be marked by a star (red arrow). The default group can be modified by name, and this will be applied to all new employees unless changed.
Each group is a set of options as shown throughout this article below. You create multiple security groups when some employees need different settings from others. For example, regular employees may be required to check in and out of their shifts, whereas management might use timesheets instead of checking in and out. Or full time employees might use time off requests to indicate when they do not want to work, whereas part time employees might use availability to specify when they do want to work.
Five Different Sections
There are five sections, as shown in the header at the top of the page. Tap on a section name to bring that area into focus.
These sections can be defined as:
The customers, sites, etc that the employee has access to
Task options, and the shift details that are shown
The major functionality that is available in Team Xpress
Advanced Check In/Out Options
Actions and settings related to the check-in, -out, and other ‘sliders’
The list of employees who use this particular security group
Records visibility and access
This section configures what employees can see or edit (as opposed to what they can do).
You set up the customers, sites, services and availability types that the employee has access to. Usually, these are set to 'All selected' unless modification is required. The employee only sees shifts that are included in that list. If you schedule them for a customer that is not included in the list, they will not see that shift on their view of the schedule in Team Xpress. This also affects the entry of Time sheets and Availability records by the employee.
Note: In your company, you may use label different words other than customers, sites and services.
Shifts options and field visibility
This section configures the options related to shift tasks, as well as selecting the fields that the employee sees when they look at their shifts on their Team Xpress dashboard or schedule.
You configure the shift details that employees will see on their dashboard and in the schedule. You can reorder them using the arrows.
Modules visibility and managing access
This section configures which Team Xpress functions are available to employees. These functions are visible as options at the top or bottom of the Team Xpress page. You can decide whether Self-scheduling, Availability, Time Off, Timesheets and Time cards are to be included in your modification.
Self-scheduling and Availability
Employees may be permitted to schedule themselves into open shifts, and indicate to the scheduler their desire or ability to work.
What is 'Self-scheduling'? - Self-scheduling allows the employee to select the shifts they want to work. The scheduler will post open shifts and publish them for self-scheduling. Employees will see only the shifts if they are eligible to work them, based on being qualified for the job, not having time off, not incurring overtime, and other considerations. The employee does not see shifts that they are not eligible for, or that have not been published by the scheduler. Check out our help guide on Self-scheduling for more information.
What is 'Availability'? - Employees may be permitted to enter their availability. In general, this allows employees to indicate to the scheduler when they would like to work. The scheduler can take this into account when they select employees to fill shifts. When submitting their availability, optionally the employees can specify that they are making themselves available only for specific customers, sites, and services. In practice these are rarely used; generally, it is sufficient that the employee indicates that they can work.
Employees can be permitted to request time off, such as vacation, sick, and other categories as defined by the scheduler. Some time off types may require management approval, whereas others may not.
If a time-off type requires approval, then the scheduler will receive a notification (bell icon) that a request has been placed. The scheduler responds to the request in the Requests (clipboard icon) section.
Employees may be permitted to log their shift start and end times themselves, without doing a real-time check-in and check-out. Commonly, if employees can enter timesheets, then all their eClock check-in options are turned off.
Adding a timesheet to a shift that is already on the schedule is similar to checking in and out of a shift. Adding a new timesheet is similar to creating an unscheduled shift. The new shift may have the default customer, site and service as configured in the employee setting. Or, employees may be permitted to select the customer, site and service from the choices specified in Records visibility and access, mentioned previously.
Time cards allow the employee to see a list of the shifts that they have worked (fully checked in and out of), as well as the total hours for the week.
Advanced Check In/Out Options
This section controls the “slider” controls that are available to employees. It configures whether employees are permitted to check-in and out of scheduled and unscheduled shifts. This section also controls whether the employee can record safety checks and breaks.
Check-in and Check-out
This section configures whether employees are permitted to check-in and out of shifts, as well as whether they can check in even when they are not on the schedule. It controls timing parameters such as how early and late they can check in and out relative to the shift’s scheduled times, and rounding of the in and out times.
Allow Check-in to Unscheduled Shifts
Employees will be able to check in even if they do not have a shift on the schedule, if they fail the geo-fencing validation, or if they try to check in outside the time parameters described in the Check-in Early/Late settings.
Allow Check-in to Multiple Shifts Simultaneously
Employees will be able to check in even if they already have a shift in progress. Normally employees can be checked into only one shift at a time.
Allow check-in or check-out of a shift on the same date as the shift only. Normally this option is not used.
Enable Check-out Time Limits
Allow employees to check out only within the time parameters described in the Check-out Early/Late settings.
Check-in Settings for Scheduled Shifts
Employees may check-in only within the specified amounts of time before and after the scheduled start time. The check-in time will be recorded as the shift scheduled time, or as the actual time of the check-in, or rounded to the nearest 5, 10, 15 or 30 minutes.
Check-out Settings for Scheduled Shifts
Employees may check-out only within the specified amounts of time before and after the scheduled end time, if Enable check-out time limits is enabled. The check-out time will be recorded as the shift scheduled end time, or as the actual time of the check-out, or rounded to the nearest 5, 10, 15 or 30 minutes.
Check-in Settings for Unscheduled Shifts
The check-in will be recorded as the actual time of the check-in, or rounded to the nearest 5, 10, 15 or 30 minutes.
Check-out Settings for Unscheduled Shifts
The check-out will be recorded as the actual time of the check-out, or rounded to the nearest 5, 10, 15 or 30 minutes.
If safety checks are required of the employees, then they must submit a safety check at least as often as the specified time amount of time. Employees may submit safety checks more often if they choose. Missed safety checks may generate alerts to the scheduler.
If employees are permitted to record meal breaks and rest breaks, they will be recorded as the actual time of the break, or rounded to the nearest 5, 10, 15 or 30 minutes.
This section displays the employees who are in this security group. To add or remove employees from a group you go to the individual employee records and select a different group.
For more information on employee access and security groups, please Contact Support now!