New Client Portal- SaaS Application
- Meenakshi Razdan
Introduction
The new Client Portal application is designed to manage Bookings, Staff Preferences, Timesheets, Appraisals, and Finance for the clients based on the defined Global Level Master Settings and Client Level Master Settings. This version covers Bookings, Staff Preferences, Generic Master Level Settings, and Client Level Master Settings.
The Bookings show all the available shift bookings in a Calendar view organized date-wise. You can add New Bookings, Edit Bookings, and navigate to view previous/future bookings. You can filter bookings based on the available Shift Categories in different colors .
The Staff Preferences shows the preferred, restricted, and no preferences/restrictions members' details of future shifts for the selected location. The client can request to prefer the member and/or restrict the member from accepting the future shift for the specific location .
The Bookings and Staff Preferences features are available and accessible using the web client portal view and the client portal mobile view.
In Generic Master Level Settings, you can manage your global web app generic settings to pre-define the general configurations as per your preference, and in Client Level Master Settings, you can Configure Client Interface to apply the client-level settings. It is important to note that the system will override the defined settings in the Generic Master Level Settings when you apply Client Level Master Settings .
Global Master Level Settings - New Client Portal Web App Settings
In the Configure New Client Web App Settings of the Staff Portal application, you can manage your global web app generic master settings to pre-define the general configurations as per your preference. You can manage and configure generic master settings for:
To configure the new client web app master generic settings as per your requirements, read the instructions below for each global master setting.
Important: Note that the client-level settings will override the defined settings in the global master settings.
How to Access New Client Portal Web App Settings?
To access Configure New Client Web App Settings in the Staff Portal application:
Click Masters→ Client Master → Configure New Client Web App Settings
On clicking the Configure New Client Web App Setting, the Global Master Level Settings page opens that manages your client's web app generic settings
Bookings Settings
In the Bookings tab, you can manage and predefine the booking detail settings for the Client Portal. To define the settings:
Select the required settings by clicking the toggle to ‘YES’ or ‘NO’
The YES/NO toggle for the sub-settings will be enabled if the toggle for the parent setting is ON. In case all the sub-settings are set to OFF, the parent settings will automatically be set to OFF
You can reset the Bookings settings to default by clicking Reset Default
When all the settings are set, click the Save button
Field Name | Description |
A. Allow "Search & Appoint" available members: Show previously worked members available for a shift appointment. | 'Yes’ indicates that the client is allowed to search previously worked members for shifts. Clients can directly request/appoint members using the Client Portal or Professionals App. The Client Portal shows the Search Preferred Personnel in New/Edit Booking and the Professional App will show a list of professionals (i.e. been before professionals). |
| ‘Yes’ indicates that the selected count of Preferred Personnel names are displayed in the new and edit bookings. By default value provided is ‘0' that means all the Personnel names are displayed in the new and edit bookings. Note that the Preferred Personnel count ranges between 0 to 5. |
B. Shift Notification alert to member: Send confirmation/changes of shift details to member. | ‘Yes’ indicates that the system allows you to send the shift confirmation details to the member for their acknowledgment. Note that the predefined Email Alert/ Push Notification/ SMS Alert templates can be selected in the Notifications section of Masters. |
| ‘Yes’ indicates that the system will send Email Alert to the members including shift details. The Email Alert to members is shared with the default Email Alert template having the User Type as 'Members’ as shown in the figure below. |
| ‘Yes’ indicates that the auto-push is ON and the system will send the push notification including shift details to members. The Push Notification to members is shared with the default template with the Module selected as 'Allocations’ as shown in the figure below. You can create the customised message template using the dynamic fields listed in the Add/ Edit SMS Messaging Template. |
| ‘Yes’ indicates that the auto-SMS is ON and the system will send the SMS alert including shift details to members. The SMS alert to members is shared with the default template with the Module selected as 'Allocations’ as shown in the figure below. You can create the customised SMS Alert template using the dynamic fields listed in the Add/ Edit SMS Messaging Template. |
C. Shift Notification alert to Admin Staff: Send confirmation/changes of shift details to internal staff. | ‘Yes’ indicates that the system will allow to send the booking confirmation details to the internal staff via email. |
| ‘Yes’ indicates that the system will send an Email notification including shift details to the internal staff with the pre-defined email template for the staff defined in the Notification of the Masters. The Email notification to Admin Staff is shared with the default Email Template having the User Type as ‘Staff’ as shown in the figure below. |
D. Show Shift Value: Allow Clients to see the total estimated shift value in Bookings. | ‘Yes’ indicates that it allows the client to view the estimated shift value (shift worth) in the Booking page of the Client Portal. |
E. Order no: Set Order number as mandatory in new and edit booking. | ‘Yes’ indicates that the Order Number field will be mandatory in the new and edit booking of the Bookings in the Client Portal. |
F. Booking Notes: Set Booking notes as mandatory in New and Edit Booking. | ‘Yes’ indicates that the Booking Notes field will be mandatory in the New and Edit Booking of the Bookings in the Client Portal. |
G. Release Shift: Allow the client the ability to release a shift. | ‘Yes’ indicates that the client will be allowed to release a shift. In the New Booking, Release Shift: Broadcast shift to available staff toggle appears. |
H. Set Shift Cancellation rules and alert: Define the time restrictions on Client to be able to edit or cancel booking. | ‘Yes’ indicates that the staff can set the Shift Cancellation rules and alert the client. Time-based and other child settings will be applicable if true. Note that the predefined shift cancellation Email and SMS Alert templates can be selected for the staff and members in the Notifications section of Masters as shown in the figure below. |
| The staff can restrict the client to cancel the shift in case the shift start time remaining is equal to the time provided in hours. Note that the maximum hours limit should not exceed more than 24 hours. |
| ‘Yes’ indicates that the system will send shift cancellation details to the internal staff. |
Send Email notification. | ‘Yes’ indicates that an email notification will be sent to the internal staff with the shift cancellation details. To create the customised Shift Cancellation Email template for Staff, create the template having the User Type as 'Staff’ as shown in the figure below. |
| ‘Yes’ indicates that the system will send shift cancellation details to the member. |
Send Email notification. | ‘Yes’ indicates that an email notification will be sent to the member with the shift cancellation details. To create the customised Shift Cancellation Email template for Member, create the template having the User Type as 'Member’ as shown in the figure below. |
Send SMS alert. | ‘Yes’ indicates that an SMS alert will be sent to the member with the shift cancellation details. Note that the SMS alert to members is shared with the default template set with the Module selected as 'Allocations’. |
I. Access of member information to clients via Member Card: Allow Clients to view member's profiles and employment information. | ‘Yes’ indicates that the client can view the member card and all the employment information available on the Client Portal. |
| ‘Yes’ indicates that the client will be able to view the Details tab of the member. |
| ‘Yes’ indicates that the client will be able to view the Resume tab and can download the resume of the member from the member card. |
| ‘Yes’ indicates that the client will be able to view the Contact Details tab of the member. |
| ‘Yes’ indicates that the client will be able to view the Skills tab of the member. |
| ‘Yes’ indicates that the client will be able to view the Right to Work Details and Visa Documents (if any) of the member. |
| ‘Yes’ indicates that the client will be able to view the Documents tab and can download the document from the member card. The Member Documents show the Category, and Document Description to the client. By default, documents are selected and you can select/ unselect and show/hide Document File. You can also set the default settings by clicking the Reset Default. |
J. Shift Qualification: Set a list of Qualifications to be visible to Clients in new and edit booking. | ‘Yes’ indicates that the staff can set a list of Qualifications (all active Qualifications) that are visible to the client in the New and Edit Booking of the Bookings in the Client Portal. The Shift Qualification shows the selected Qualification(s) Name to the client. By default, Shift Qualification is selected and you can select/ unselect the qualification(s) by clicking the checkbox against the Qualification(s) Name. You can also set the default settings by clicking the Reset Default. |
Client Permissions Settings
In the Client Permissions tab, the global master level settings for the Client Permissions are defined to manage client permissions for the Clients and Professionals. The Client Permissions are set for the Bookings, Staff Preferences, Home, Timesheets, Appraisals, and Finance tabs in the Client Portal application.
For each Menu Name, the Client Permissions page shows the Actions, Order, Menu Name, Show to Clients, Show to Professionals, Status, Last Updated By, and Last Updated On.
The Last Updated By shows the name of the user who last updated the setting and the Last Updated Date shows the last updated date and time of the setting.
Update Client Permissions
To update the Client Permissions for the available menu:
Click the Edit action icon as shown in the figure below, and the Client Permissions pop-up window opens in edit mode
By default, all the menu options are set to True
Update all the required details and click Update
Field Name | Description |
Order | To define the order of the menu visibility in the client portal. |
Menu Name | Name of the menu visible in the client portal. |
Page Keyword | Show the provided page keyword and the keyword cannot be configured. |
Show to Client | To provide access to the client for this menu. When the flag is set to ‘YES’ that indicates the client can access this menu. |
Show to Professionals | To provide access to the selected professional for this menu. The professional list includes Bank, Executive Manager, Finance, Management, and Staff.
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Status | Set the menu as Active/Inactive. Active indicates that this menu will be visible to clients and professionals based on their set access. |
Shift Check-In / Check-Out Settings
In the Shift Check-In / Check-Out tab, the global master level settings for members' shift check-in/check-out are defined to manage Shift Check-In and Check-Out for the booked shifts.
Field Name | Description |
Shift Check-In / Check-Out: Enable shift Check-In / Check-Out in Member App. | 'YES’ flag indicates that the member will be able to use the Check-In and Check-Out functionality for the booked shifts in the Member App. Other settings i.e. Member Check-In / Check-Out distance restriction and Shift Start Reminder will be enabled if the toggle for this setting is set to ‘YES’. |
Member Check-In / Check-Out distance restriction: Apply distance in KMS restriction as per Client location address. | To apply the member check-in/check-out distance restriction as per the client's location address. Set the ‘Member Check-In / Check-Out distance restriction’ parameter that is greater than 0.0 KM to restrict members to check-in/ check-out for the Shifts. For instance, if you set the distance restriction as 0.20 KMS (i.e. 200 meters), the member will be able to check-in/check-out within a 0.20 KMS radius as per the client’s location address. |
Shift Start Reminder: Send shift reminder via push notification to the member before the shift start time. | Set the Shift Start Reminder time in minutes. Before the shift start time, a shift reminder via push notification will be sent to the member. |
Timesheets Settings
In the Timesheets tab, the global master level settings for members' timesheets are defined to manage the timesheet submission of members for the booked shifts.
Field Name | Description |
Review Timesheets Access: Allow access for client to review submitted timesheets for its approval or dispute. | 'YES’ flag indicates that the client has access to review the submitted timesheet. |
Digital Timesheet: Turn off the manual timesheet upload feature & create a system-generated timesheet document. | 'YES’ flag indicates that the system will generate an automatic timesheet document for your finance with all the shift details and will turn off the manual timesheet upload feature. |
Supervisor Sign Required: Supervisor sign is required during submission. | 'YES’ flag indicates that the supervisor’s signature is mandatory for members during timesheet submission. |
Timesheet Submission Alert: Send auto Email notification to client/professional for a timesheet review from Client Portal/Professional App/Professional Portal.
| 'YES’ flag will activate the auto email notification with the pre-defined message to the client/professional. This auto email notification will be sent to the client/professional for the timesheet review using from the Client Portal/ Professional App/ Professional Portal. |
Delivery Location Required: Delivery location is required for Member timesheet submission. | ‘YES’ flag indicates that the members must select the Delivery Location from the Member App during timesheet submission. |
Shift Document Upload Required: A document upload is required during timesheet submission. | ‘YES’ flag indicates that the members must upload the shift document from the Member App during timesheet submission. |
Other Settings
In the Other tab, the global master level settings to manage the App settings are defined for the Client Portal.
Field Name | Description |
Show Client location documents to members. | 'YES’ flag indicates that the members are allowed to view/ download authorised shift documents from the dashboard in the member app. Members are recommended to view the available documents before every shift. |
Allow members to access shift worth estimations. | 'YES’ flag indicates that the members are allowed to view shift worth as per their Qualification and Expertise for the shift in the member app. |
Show the 'Add to Calendar' Icon in member app. | Show/hide the ‘Add to Calendar’ icon from the member app. |
Choose one or more Shift Task Group to allow members to submit their responses. | 'YES’ flag indicates that the member needs to submit the response for the selected shift task group during the shift. |
Release shifts for this location across the nation. | Releases the shifts to eligible members across multiple regions within a country. When the Flag is set to YES - the released shifts for the location will be visible to the members across the multiple regions. For instance, the members based in Sydney can view the released shifts of Melbourne if the Flag = YES. In the Client Level settings if the Flag = OFF, this setting will override the settings provided at the Global level. |
Configure Client Dashboard Settings
In the Configure Client Dashboard tab, the settings to configure the client dashboard are defined to manage the sections that will be available in the client portal dashboard with access defined to Clients/Professionals.
The Last Updated By shows the name of the user who last updated the setting and the Last Updated On shows the last updated date and time of the setting.
Update Configure Client Dashboard
To update the Configure Client Dashboard settings:
Click the Edit action icon as shown in the figure below and the Configure Client Dashboard pop-up window opens in edit mode
Update all the required details and click Update
Field Name | Description |
Display Order | To define the order of the section visibility in the client dashboard. |
Section Name | Name of the section visible in the client dashboard. |
Section Keyword | Show the provided section keyword and the keyword cannot be configured. |
Access to Client | To provide access to the client for this menu with the flag set to ‘YES’. |
Access to Professionals | To provide access to the selected professional for this menu. The professional type list includes Bank, Executive Manager, Finance, Management, and Staff.
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Select Professional Type | Select the Professional Type from the available list when the ‘Access to Professionals’ is set to YES. |
Status | Set the menu as Active/Inactive. Active indicates that this menu will be visible to clients and professionals based on their set access. |
Bookings Calendar Categories Settings
The Bookings Calendar Categories manage the Shift Status of all the available Calendar Categories and display the Actions, Status, Shift Category, Category Color, Description, Built-in, Description Visibility to Client, System Defined Shift Status, Last Updated On, and Last Updated By.
The Actions edits the existing Category, Status shows whether the existing category is active/inactive, Shift Category shows the name of the category, Category Color shows the color of all the available categories, Description shows the detail about the Shift Category, Built In shows the categories that are editable/non-editable (‘Open’ and ‘Completed’ categories are set as non-editable), System defined Shift Status shows the applicable shift status for each shift category, Last Updated By shows the name of the user who updated the category, and Last Updated On shows the date and time when the category was updated.
By default, four booking categories are shown when the flag for the new Client Portal application is activated and the specified Shift Status will be mapped with the corresponding Shift Category:
Shift Category | System Defined Shift Status | Description |
|---|---|---|
Open | Member Offered, Member Broadcast, Shift Release, Client Confirmed, and Cascom Release. | Shifts have been broadcasted to multiple available members for their action/attention. |
Completed | Shift Booked and Timesheet Submitted. | Confirmed shifts accepted by the Client and the Staff member. |
Pending Client | Member Assigned, Member Accepted, and Client Proposed. | Shifts require attention for Staff approve or decline. |
Pending Agency | Shift Entered, Member Pull Out, Member Decline, Member Removed. | Agency Staff is actively working on these shifts. |
Add New Category
To Add a New Category in the Bookings Calendar Categories:
Click Add New Category
The Add New Category pop-up window opens. Provide all the required details
Click Save
Field Name | Description |
|---|---|
Shift Category Name | Name of the new category and the name provided should be unique. |
Category Color | Shows the Color of the new category. This Category Color is set for the different booking Shift Categories. To select the Category Color:
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Category Description | Describes the new category. |
Description Visibility to Client | You can set the Description Visibility flag to ‘Yes’ or ‘No’. Here ‘Yes’ indicates description provided in the Category Description will be visible in the Client Portal. By default, the toggle is set to YES. |
System Defined Shift Status | Shows the list of all the active Shift Status. Select all the required Shift Status corresponding to this Category. |
Display Sequence | Provide the order number to define the arrangement of a new category in a particular order. The Display Sequence provided will be reflected in the landing page of the Booking. |
Status | The Status of the new category can be set to Active or Inactive. By default, the Status is set to Active. |
Edit Category
You can edit the existing category. To edit the existing category:
Click the edit icon in the Actions and Edit Category pop-up window opens
Edit all the required details in the existing Category
Click Update
Notifications Settings
In the Notifications tab, the global notifications settings are set for the member, staff, and client using the Email Templates, Push Templates, and SMS Templates.
To set the Notifications templates for the member, staff, and/or client:
Select the required Email Template, Push Template, and/or SMS Template
For staff notifications, select the Staff Name
Click Save Notification Settings and the selected notifications settings are saved
Field Name | Description |
Member: Notification to send the shift confirmation details from Client portal - New Bookings. | Notification to send the shift confirmation for New Booking to the member using Email Template, Push Template, and SMS Template. Select the Email Template, Push Template, and SMS Template from the available template list.
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Staff: Notification to send the shift booking alert from Client portal - New Bookings. | Notification to send the shift booking alert for New Booking to the staff using Email Template.
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Client: Notification to send the shift Order details from Client portal - New Bookings. | Notification to send the shift order details for New Booking to the client using the selected Email Template.
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Staff: Notification to send the shift cancellation alert from Client Portal - Current Bookings. | Notification to send the shift cancellation alert for the current booking to the staff using Email Template.
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Member: Notification to send the shift cancellation alert from Client Portal - Current Bookings. | Notification to send the shift cancellation alert for the current booking to the member using Email Template and SMS Template.
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Client Level Settings - Configure Client Interface
In Client Management of the Staff Portal application, you can Configure Client Interface to apply the client-level settings.
You can set the Independent Preferences setting for Compliance Rules. The Independent Preferences settings are not accessible in the global master level settings.
How to access Client Level Settings?
To access Configure Client Interface Settings in the Staff Portal:
Click Profiles → Client → Search Client or click Client Quick Link and the Search Client page opens
Now, select the client name checkbox with Location Type as Service, or Admin and Service, and the Action slider window opens as shown in the figure below
Click Client Management
In the Client Management page, click Configure Client Interface
Independent Preferences Settings
The Independent Preferences settings are set at the client level only and are not affected by the flag setting of Apply client-level settings.
You can define the Compliance Rules setting in the Independent Preferences and click Save.
Field Name | Description |
Compliance Rules: Show client compliance rules in client portal. | 'Yes’ indicates that the compliance rules applicable are visible to the member. |
Bookings Settings
In the Bookings settings, you can manage client-level booking detail settings for the Client Portal.
To configure the client-level settings for the Bookings as per your requirements, select the required settings by clicking the toggle to ‘YES’. When you apply client-level settings, the flags set to ‘YES’ will override the settings provided in the global master settings. The flags that are set as ‘NO’ will apply settings as defined in the global master settings.
Refer to the Master Generic Settings for Bookings to read the instructions provided for each setting.
Shift Check-In / Check-Out Settings
In the Shift Check-In / Check-Out settings, the client-level settings for members' shift check-in/check-out are defined to manage Shift Check-In and Check-Out for the booked shifts.
To configure the client-level settings for the Shift Check-In / Check-Out as per your requirements, select the required settings by clicking the toggle to ‘YES’. When you apply client-level settings, the flags set to ‘YES’ will override the settings provided in the global master settings. The flags set as ‘NO’ will apply settings as defined in the global master settings.
Refer to the Master Generic Settings for Shift Check-In / Check-Out to read the instructions provided for each setting.
Timesheets Settings
In the Timesheets settings, the client-level settings for members' timesheets are defined to manage the timesheet submission of the members for the booked shifts.
Refer to the Master Generic Settings for Timesheets to read the instructions provided for each setting.
Other Settings
In the Other settings, the client-level settings to manage the App settings are defined for the Client Portal.
Refer to the Master Generic Settings for Other to read the instructions provided for each setting.
Client Portal Login
To login to the Client Portal application:
In the web browser, provide the https://qacclients.entirehr.com.au URL and your Client Portal login page opens with the Access Code, click Next
Provide the Username and Password. Note that you need to provide a valid Company Code, User Name, and Password to your clients to successfully login to the Client Portal application.
Click Login and the user will login to the Client Portal application successfully
Forgot Password
In case you do not remember the password:
Click Forgot Password? link as shown in the figure below
Provide the Email ID or User Name
Click Recover Password and the new password will be shared with you on your provided details
Keep me logged in
To retain the login session:
Select the Keep me logged in toggle to YES and the Your Choice for Privacy Policy dialog box appears
To accept the displayed privacy policy, click Accept or else Reject
Log Out
To log out of the Client Portal application:
Click your profile icon at the top right of the page
Click Log Out as shown in the figure below
Change Password
To change the password of your Client Portal application:
Click the profile icon as shown in the figure above and the Change Password pop-up window opens
Provide your Old Password
Now, provide the New Password and re-enter the same new password in the Confirm Password
Click Change Password and the message ‘Password changed successfully’ appears
Bookings
The Bookings page shows all the available shift bookings in a Calendar view organized date-wise. Each date shows the existing bookings (if any) with the current shift status as defined in the Master. You can create new bookings or edit existing bookings by clicking the required Calendar date.
By default, the Booking Shift Categories are shown as Completed, Open, Pending Agency, and Pending Client with customised color for each category. You can create your own customised Booking Shift Categories from the Masters with customised category colors.
The highlighting features available on the Bookings page:
The shift bookings are shown in a Calendar view organised date-wise and display all the bookings at a glance with the highlighted date as ‘Today’
You can navigate to view the previous/future month bookings by using the forward or backward icons
Clicking on any Shift Category shows the corresponding shift count number in the Calendar view and you can select/unselect any of the Shift Category
You can filter bookings based on the available Shift Categories that are shown in different colored boxes with Shift Category names (Completed, Open, Pending Client, or Pending Agency) and the numbers of shift bookings shown
In the Calendar view:
The total number of shifts is shown after the forward slash ‘/'. For example, ' 3/10’ - 10 indicates the total number of shifts. The default view shown is ‘Completed Shifts/Total Shifts’
The total number of shift categories associated are shown before the forward slash ‘/' and will change depending on the Shift Category selected
For example, on clicking the ‘3/10’ Completed Shift Category, ‘3’ indicates the total number of Completed Shift Category, or on clicking the '4/10’ Pending Client Shift Category, '4’ indicates the total number of Pending Client Shift CategoryThe color of the Shift Category will vary depending upon the color defined in your Master and by default, Shift Category selected will be Completed
The total available shift count in the calendar view for the day will always be in black
Note that the color of the shift count that is shown before forward '/' is picked as defined in the Bookings Calendar Categories in the Client Masters → Configure New Client Web App Settings of the Staff Portal.
Field Name | Description |
Service Location | Select the Service Location. By default, the Service location is selected in case the professional is linked with a single client. If the infection is applied to the Service Location, it will appear in Red. On tap, the Applied Infection(s) are shown with the name of Infection(s) and Restriction Period. |
Delivery Location | Select the Delivery Location(s) associated with the Service Location. If the infection is applied on the Delivery Location, it will appear in Red. |
Category | Shows the shift categories such as Completed, Open, Pending Client, or Pending Agency. The shift categories and their color are picked as defined in the Bookings Calendar Categories in the Masters → Client Masters → Configure New Client Web App Settings of the Staff Portal application. |
When you hover over the Shift Category, a tooltip message is displayed. This tooltip is displayed based on the Description provided and the Description Visibility to Client set to ‘YES’ in the Bookings Calendar Categories Master Settings.
View Booking Details
When bookings exist for a particular date, tap on the date, and all the bookings are loaded below the Calendar view. On scrolling down the page, the selected day and date are displayed with the Edit All Bookings and Refresh buttons. You can click the refresh icon to fetch the updated data.
Each shift booking shows all the available shift details with the applicable action required. Note that you can view/edit a single booking at a time. Each shift booking shows the following fields explained below.
Field Name | Description |
Category | Shows the shift categories such as Completed, Open, Pending Client, or Pending Agency (as defined in Bookings Calendar Categories Master Settings). |
Status | The Status can be Member Accepted, Member Decline, Member Removed, Member Pulled Out, Member Offered, Member Assigned, Member Broadcast, Shift Release, Shift Booked, Timesheet Submitted, Client Confirmed, Client Proposed, and Shift Entered. |
Time | Shows the Start and End Time of the shift. |
Shift Type | Shift Type of the member based on the Service Location selected. |
Qualification | Qualification required for the shift. |
Expertise | Expertise based on the Qualification selected. |
Member Name | Name of the active member. |
Profile Picture | Profile picture of the member. On tap, the profile picture, the member card opens. |
Action icon | Edit, Cancel, View, and Accept icons are displayed based on the Shift Status. For details about Shift Status with Required Actions, click the link here. |
Shift Worth Value icon | The Shift Worth Value icon appears based on the flag settings in Master ‘Show Shift Value: Allow Clients to view the total estimated shift value in Bookings'. If the flag is set to ‘YES’, the Shift Worth Value is visible for the shift. On clicking the Shift Worth Value icon, the Estimated Shift Value pop-up opens and shows the Total Estimated Shift Value. |
Booking Ratio | Shows the Booking Ratio for the booked shifts in case of multi-bookings. |
Shift Document icon | Shows the Shift Documents uploaded for the booked shift. The Shift Documents can be viewed, downloaded, and deleted. |
Notes icon | Shows the available Notes for the Booked Shift. Click the Notes icon to view details. |
Accept icon | Shows the Accept icon, in case a member has accepted the shift. Tap the Accept icon, the Accept Personnel pop-up opens. Click the plus icon to select the name of the authorised person for the shift in the Order By and click the Confirm icon. |
Timesheet icon | Shows the Timesheet icon, in case Timesheet Snap exists for the completed shift. On tap of the Timesheet icon, the timesheet will open and the user can view and download the timesheet submitted. |
Export To PDF
You can export all the booking details into PDF files. To export booking details into a PDF file, click the Export To PDF icon, and all the records available are exported into the PDF file.
The downloaded PDF file shows the details of Service Location, Delivery Location, Date, Day, Shift Type, Shift Time, Member name, and Shift Status for the selected month.
Export To Excel
You can export all the booking details into Excel files. To export booking details into an Excel file, click the Export To Excel icon, and all the records available are exported into the Excel file. The downloaded Excel file shows the Summary, Current Booking, and Past Booking details.
The Current Bookings details include Service Location, Delivery Location, Member Id, Member Name, Shift Status, Shift Date, Type, Start time, End time, Shift Hours, Qualification, Expertise, Order Number, Order Date, Ordered By, Created by, Member Pay Level, and Booking Number details.
The Past Bookings details include Timesheet Number, Service Location, Delivery Location, Member Id, Member Name, Shift Status, Invoice Verified, Invoice Number, Shift date, Type, Start time, End time, Shift Hours, Break (Mins), Wkd Hrs, Qualification, Expertise, Order Number, Order Date, Ordered By, Created by, Shift Pay Level, and Booking Number details.
Bookings in Mobile View
The Bookings mobile view shows weekly data and by default, current week data is displayed. When the user modifies the date in the calendar, the weekly data is displayed based on the selected date, and the booking data is shown from Monday to Sunday.
All the highlighted features displayed in the Bookings above will be applicable in the mobile view as well.
Users can tap on a day and all the available bookings are loaded below the Calendar view. You can click the refresh icon to fetch the updated data.
On clicking the member photo or member name, the member card opens.
Add New Booking
To Add a New Booking:
Click New Booking and the New Booking pop-up window opens
Provide all the required details
Click Confirm Shift(s) to save the newly added Booking
Field Name | Description |
Service Location | Select the selected Service Location. To select the Service Location(s):
If logged in as Admin - No Service Location will be selected.
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Delivery Location | Show all the active Delivery Locations associated with the selected Service Location. To select the required Delivery Location:
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Qualification | Shows all the available active Qualifications that are set in the Generic Client Portal Settings for Booking Masters. Select the required Qualification. You can add multiple Qualifications. |
Shift Date | To select the date for the new Shift Booking. You can select the customised date(s) or from the Date Range for multiple Bookings. Note that the Shift Bookings can be created for current and future bookings only. To select the Shift Date(s) for the New Booking:
To select the Date Range for the multiple booking:
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Shift Type | Shows the list of available Shift Types. To select the required Shift Type:
Note that the Shift Types available in the pop-up window are fetched from the Allocation Master → Members Shifts of the Staff Portal application. In the Members Shifts Master, where Show in Booking is set to Yes and their names as per defined in Nominate Shift Type Text to view in Invoices exists else from the Shift Name are shown in the Shift Type pop-up window. The Shift Types are displayed in the pop-up based on the Shift Priority set in the Members Shifts Masters. |
Order By | A professional name for the selected Service Location who has ordered the Shift. You can type in the professional name. Also, you can select the professional name from the Order By pop-up window. To select the professional name:
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Start Time - End Time | The Start Time and End Time are auto-selected based on the Shift Type selected. Users can also edit the Start Time / End Time. To edit the Start Time / End Time:
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Search Preferred Personnel | To select the required Preferred Personnel for the New Booking:
The Search Preferred Personnel field appears in case the ‘Allow “Search & Appoint" available members: Show previously worked members available for a shift appointment’ flag is set to YES in the Global/Client Booking Masters Settings. The Search Preferred Personnel appears based on the flag settings in the Global/Client Level Master settings ‘Preferred Personnel: Set the Preferred Personnel count to show in new and edit booking’. By default value provided is ‘0' that means all the Personnel names are displayed in the new and edit bookings. Note that the Preferred Personnel count ranges between 0 to 5. |
Show More Fields: To fill in more field details for the New Booking, click the expand icon. | |
Expertise | Select the Expertise based on the Qualification selected. To select the Expertise for the New Booking:
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Sub Expertise | Select the Sub Expertise based on the Expertise selected. |
Order Number | Provide the Order Number of the new shift booking. The Order Number can appear as the mandatory/optional field based on the 'Order no: Set Order number as mandatory in new and edit booking.’ flag is set to YES/NO in the Booking Masters Settings. |
Booking Notes | Provide the Booking Notes for the new shift booking. The Booking Notes can appear as the mandatory/optional field depending on the ‘Booking Notes: Set Booking notes as mandatory in New and Edit Booking.’ flag is set to YES/NO in the Booking Masters Settings. |
Release Shift: Broadcast shift to available staff | Select the Release Shift toggle in case you want to release the shift and broadcast it to the available staff. The notification will be sent to the internal Staff and the Shift Log will be created against the shift in the Staff Portal. The Release Shift toggle appears in case the ‘Release Shift: Allow the client the ability to release a shift.’ flag is set to YES in the Booking Masters Settings. |
Confirm Shift(s) | When all the required details are provided in the New Booking, click Confirm Shift(s) and the message ‘Shift(s) created successfully’ appears. On clicking Confirm Shift(s), a shift is created as ‘Entered’ or ‘Client Confirmed’ based on the member selection. When the shift is created with member(s), the status of the shift created will be ‘Client Confirmed’. The notification will be sent to the allocated member(s) along with the internal Staff and the Shift Log will be created against the shift in the Staff Portal. |
Add New Booking in Mobile View
To Add a New Booking in the mobile view:
Click the New Booking icon as shown in the figure below
In the New Booking, provide all the required details and click the green tick icon.
Edit Booking
The user will be able to edit or cancel the booking based on the Master Settings in the Booking for ‘Set Shift Cancellation rules and alert: Define the time restrictions on Client to be able to edit or cancel booking’. In case the toggle is set to ‘YES’, the user will be able to edit/cancel the booking.
In case the setting is set to ‘NO’ for the user:
The View and Cancel icons will appear against the shift in the Booking screen.
When the user clicks the View icon, the Edit Booking(s) pop-up appears in the view-only mode.
To edit the existing Booking:
Select the Day from the Calendar and click Edit Booking
The Booking Details to View, Add, Edit selected dates page opens as shown in the figure below. You can edit the required Booking by clicking the Edit icon
Alternatively, select the Day and scroll down the page and all the existing Bookings are displayed. You can edit the required Booking by clicking on the Edit icon
Edit all the required Booking details
Click Confirm Shift(s) and the message ‘Shift(s) updated successfully.’ appears
Field Name | Description |
Service Location | Shows the selected Service Location with the Shift Status of the shift booking. If the infection exists in the Service Location, it will appear in red with the infection icon. On tap of the infection icon, Applied Infection(s) pop-up appears that shows the infection details. Infection(s): Shows the details of Infections. Restriction Period: Shows the Restriction Period based on the Infections field. |
Timesheet | Shows the timesheet number and icon. On clicking the timesheet icon, the user will be able to preview and download the timesheet. In case the timesheet does not exist, an alert message appears ‘Timesheet does not exist. Please contact agency staff.’ This field is visible only when the Shift Status is ‘Timesheet Submitted’. |
Check-In/Check-Out | Shows the member’s Check-In and Check-Out details (in read-only mode). This field is visible only in case the ‘Shift Check-In / Check-Out: Enable shift Check-In / Check-Out in Member App’ is set to ‘YES’. |
Replacing Member and Reason | Shows the name of the removed Member with Reason. This field is visible only when the member is removed or pulled-out of the shift. |
Shift Date | Edit the booking date. Note that the past date cannot be selected. |
Preferred Personnel | In the Preferred Personnel:
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Show More Fields: To edit more field details for the Booking, click the expand icon. | |
Authorised By | Provide the name of the authorised person (i.e. professional name) associated with the client. If the professional is logged in, the professional name will be selected by default. You can also select the authorised person from the Authorised by pop-up by clicking on the plus icon. |
Notes (Details of shift changes) | Provide the Notes with the reason to edit the shift. |
Booking Notes | Edit the Booking Notes. You can add the Booking Notes for the ongoing shifts. |
Upload Documents | To upload the shift documents:
You can View, Download, or Delete the uploaded document(s). |
Order Number | Shows the Order Number. You can edit the Order Number (if required). |
Order By | Shows the name of the person who has ordered the shift. |
Confirm Shift(s) | When all the required details are edited in the existing Booking, click Confirm Shift(s), and the message ‘Shift(s) updated successfully’ appears. On clicking Confirm Shift(s):
The notification will be sent to the allocated member(s) along with the internal Staff and the Shift Log will be created against the shift in the Staff Portal. |
Edit Booking in Mobile View
To edit the existing Booking in the mobile view:
Select the Day from the Calendar and click the Edit Booking icon as shown in the figure below
The Booking Details screen opens with all the available bookings for the day. You can edit the required Booking by clicking the Edit icon
Alternatively, select the Day and scroll down the page and all the existing Bookings are displayed. You can edit the required Booking by clicking on the Edit icon
Edit all the required Booking details and click the green tick icon
Client Compliance, Infection Control, and Member Fatigue Management Checks in Bookings
The Client Compliance, Infection Control, and Member Fatigue Management checks are applied in the new bookings and existing bookings while booking or editing shifts. In the New or Existing Bookings, when the required fields are selected, the View Checks pop-up is displayed in case Client Compliance, Infection Control, and Member Fatigue Management are applied.
If an Infection is applied in the Service Location or Delivery Location, it will appear in red with the infection icon.
In Member Fatigue Management, the alert icon’s color in the View Checks pop-up displays whether the client/professional can allocate the shift to the member.
Compliance Checks
In the new and existing bookings when the details of the fields are added/updated, the system checks the compliance rules. If the compliance checks are applied, the View Checks pop-up appears as shown in the figure below.
You can click View Checks to view the Compliance Checks details applicable to the booking. The alert icon's color displayed in the View Checks pop-up are explained below:
Red Color icon - indicates the member can be allocated and the Confirm Shift(s) is enabled. Member’s acceptance is required for the mandatory compliances.
Orange Color icon - indicates the member can be allocated and Confirm Shift(s) is enabled. The required documents are not linked with the member profile yet.
Green Color icon - indicates the member’s acceptance is available for compliance and required documents are uploaded.
Member Fatigue Management Checks
In the new and existing bookings when the details of the fields are added/updated, the system checks the Member Fatigue Management rule applicable. If the Member Fatigue Management checks are applied, the View Checks pop-up appears as shown in the figure below.
You can click View Checks to view the Member Fatigue Management Checks details applicable to the booking. The alert icon's color displayed in the View Checks pop-up are explained below:
Red Color icon - indicates the member cannot be allocated and the Confirm Shift(s) is disabled. The member is Restricted to be allocated to the booked shift.
Orange Color icon - indicates the member can be allocated and Confirm Shift(s) is enabled. The member has a Warning associated with the allocated shift.
Refer to the Member Fatigue Management article for details about Shift Warnings and Shift Restrictions.
Infection Control Checks
If the Infection is applied in the Service Location or Delivery Location, it will appear in red with the infection icon.
Click the Service Location or Delivery Location link in red color to view the details of the Applied Infection(s) with the Infection details and Restriction Period.
If the Infection Control checks are applied, the View Checks pop-up appears as shown in the figure below.
You can click View Checks to view the details of the Infection Control Checks details applicable to the booking.
Refer to the Advanced Infection Control article to know in detail about allocating shifts from infection to non-infection or non-infection to infection.
Booking Filters
The Booking Filters retrieve specific booking details based on the filter criteria provided. The filter criteria provided can be the Date filter, Service Location filter, Delivery Location filter, or Advance Filter.
Date Filter
The Date filter is used to view the Booking details for the specific date or selected date range. By default, the Date filter is set to Today i.e. present date.
To set the Date filter:
Click the Calendar icon to select the specific date or specific month or
Click the left and right navigation buttons to select the required day/month
You can reset the date to the present date by clicking Today
While selecting the day/month using Calendar or navigation buttons, the data on the Booking screen are loaded based on the selected Date filter.
Service Location Filter
The Service Location filter is used to view the Booking details based on the selected Service Location(s). In the Service Location search, the locations associated with the client/professional will appear. By default, the Service Location associated with the logged-in client will be selected.
To set the Service Location(s) filter:
Search the Service Location and the locations matching appears in the search window
Select the required Service Location(s). Note that you can select multiple Service Locations
Click the tick icon to apply the Service Location filter
On selecting the Service Location(s), the data on the Booking screen are loaded based on the selected Service Location filter.
Delivery Location Filter
The Delivery Location filter is used to view the Booking details based on the selected Delivery Location(s) that is associated with the selected Service Location. In the Delivery Location search, the locations associated with the Service Location of the client/professional will appear.
To set the Delivery Location(s) filter:
Search the Delivery Location and the locations matching appears in the search window. Note that Delivery Location(s) will appear only if the selected Service Location has a delivery attached to it
Select the required Delivery Location(s). Note that you can select multiple Delivery Locations
Click the tick icon to apply the Delivery Location filter
On selecting the Delivery Location(s) that are associated with the Service Location, the data on the Booking screen are loaded based on the selected Delivery Location filter.
Advance Filter
The Advance Filter applies customisable search criteria to refine and narrow down data and allows you to filter data by specifying conditions with multiple values. The Booking screen data can be filtered based on Expertise, Member Name, Qualification, or Shift Type.
To set the Advance Filter:
Click the pull-out Advance Filters and the Advance Filters pop-up window appears
Select the Filter By. You can filter the data by Expertise, Member Name, Qualification, or Shift Type
Select the Conditions. You can set the condition as Include, or Exclude
Select Value. Based on the selected Filter By option, the Values will appear:
Expertise – Shows all the available Expertise value
Member – Shows all the Member names' values
Qualification – Shows all the available Qualifications values
Shift Type – Shows all the Shift Types values
Click Apply and the Booking screen will be filtered based on the applied filters
When the filter is applied, the cross icon shows the count of the filters (as shown in the figure below)
To clear the existing filter criteria, click Clear or cross the icon
Booking Filters in Mobile View
In the mobile view, you can retrieve specific booking details based on the Service Location, Delivery Location, Date Filter, and Advance Filter by clicking the relevant icons explained in the figure below.
Shift Status with Actions Buttons
Refer to the action buttons based on the Shift Status and actions for the Edit Booking.
Shift Status | Action | Action Button | |
Member Accepted | Withdraw Shift, Accept, Edit Shift | ||
Member Decline | Withdraw Shift, Edit Shift | ||
Member Removed | Withdraw Shift, Edit Shift | ||
Member Pulled Out | Withdraw Shift, Edit Shift | ||
Member Offered | Edit Shift |
| |
Member Assigned | Withdraw Shift, Edit Shift | ||
Member Broadcast | Withdraw Shift, Edit Shift | ||
Shift Release | Withdraw Shift, Edit Shift | ||
Shift Booked | Cancel Shift, Edit Shift | ||
Timesheet Submitted | View Shift |
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Client Confirmed | Withdraw Shift, Edit Shift | ||
Client Proposed | Edit Shift |
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Shift Entered | Withdraw Shift, Edit Shift | ||
Staff Preferences
The Staff Preferences shows the preferred, restricted, and no preferences/restrictions members' details of future shifts for the selected location. The client can request to prefer the member and/or restrict the member from accepting the future shift for the specific location.
Based on the search filters, the staff preferences details are shown with the number of matches that show Member Name, Status, and Cancel Request.
In the Staff Preferences landing page, the preferences/restrictions are graphically represented and show the following details:
Field Name | Description |
Service Location | Select the Service Location. By default, the Service location is selected in case the professional is linked with a single client. |
Delivery Location | Select the Delivery Location(s) associated with the Service Location. |
Member Name | Name of the member who has worked for (been before personnel) the selected location. On clicking the member name, the personnel card of the member opens. |
Status | Status of the member. The status of the member is graphically shown and indicates: |
Cancel Request | Cancels single or multiple requests. |
Staff Preferences in Mobile View
The Staff Preferences in mobile view shows preferred, restricted, and no preferences/restrictions members' details of future shifts for the selected location.
All the features displayed in the Staff Preferences are explained above in the web portal view.
Add Request(s)
To add new request(s) for the Staff Preferences:
Click Add Request(s)
The Add Personnel Requests pop-up window opens. Provide all the required details
Click Save and the new request(s) is saved successfully
Field Name | Description |
|---|---|
Requested By | Shows the name of the logged-in user with the creation date and time. |
Request Type | Select the Request Type as Preferred Personnel or Restricted Personnel. To select the Request Type:
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Service Location | Shows all the available Service Locations. If the Service Location is already selected in the Staff Preferences landing page, the selected Service Location will reflect in the new request. To select the Service Location(s):
The new request added will apply to the selected Service Location and all associated Delivery Locations. |
Delivery Location | Show all the active Delivery Locations associated with the selected Service Location. To select the required Delivery Location:
The new request added will apply to the selected Delivery Location(s) against the selected Service Location. |
Personnel Name | Shows the name of the personnel based on the selected location. Select the personnel name from the available list for the new request. |
Reason of Request Type Selected | Based on the selected Request Type, select the Reason of Request Type from the available list. |
Notes | Provide the Notes for the new request (if required). |
Authorised by | Provide the name of the authorised person in case you are creating a new request on behalf of someone else who is authorised to contact an Agency Staff. |
Validation for the Future Bookings
While adding the new restriction request for the personnel in the selected location, if the selected personnel is already booked for any future shifts in a similar location, the system will not allow the client/professional to create this restriction and display the validation message. The validation message shows ‘System has found this member in future bookings with your facility. To restrict this member now, you need to contact an Agency Staff’ as shown in the figure below.
Add New Request(s) in Mobile View
To add a New Request(s) in the mobile view:
Click New Request(s) icon as shown in the figure below
In the Add Personnel Request(s), provide all the required details and click the green tick icon
Edit Request(s)
You can edit the existing request for preferred and/or restricted personnel. The Edit Request can be a single or multiple request for the preferred and/or restricted personnel.
Edit Single Request
To edit the single request:
Click the Edit Request icon in the Status and Edit Personnel Request(s) pop-up window opens
You can edit the Reason of Request Type Selected, Notes, and Authorised by fields in the existing request for the personnel
Edit all the required details
Click Save and the existing request is updated successfully
Edit Single Request in Mobile View
To edit the single request in the mobile view:
Click the Edit Request icon in the Status and Edit Personnel Request(s) pop-up window opens
You can edit the Reason of Request Type Selected, Notes, and Authorised by fields in the existing request for the personnel
Edit Multiple Request
You can edit the multiple requests for preferred, restricted, or a combination of preferred and restricted personnel.
To edit multiple requests:
Click the View All Requests icon in the Status (of the Staff Preferences page) for Preferred, Restricted, or both Preferred and Restricted, and the pop-up window opens
In the Client Request(s) for Staff, you can view the Service Location, Delivery Location, Request Type (as Preferred or Restricted), Reason (selected from the 'Reason of Request type selected), Last Action (date when the request was last updated), Actions (to edit or delete the request), and By user (name of the user who created the request)
In the Actions, you can Edit Requests:
Click the Edit Request icon, and the Edit Personnel requests(s) pop-up window opens
You can edit the Reason of Request Type Selected, Notes, and Authorised by fields and click Save
In the Actions, you can Cancel Requests:
Click the Cancel Request icon and the confirmation message appears to cancel the request
Click YES to cancel the existing request of the member
The figures below show the graphical icons for multiple edits of preferred/ restricted/ combination of preferred and restricted personnel.
Multiple Preferred Personnel - represented by a green icon (Staff preferred to work for all locations)
Multiple Restrictions Personnel - represented by a red icon (Staff restricted to work for all locations)
Combination of both Preferred and Restricted Personnel - represented by an orange icon
Edit Multiple Requests in Mobile View
To edit multiple requests in mobile view:
Click the View All Requests icon in the Status and the Client Request(s) for Staff screen opens
In the Client Request(s) for Staff, scroll to the right of the screen. In the Actions, you can Edit Requests:
Click the Edit Request icon, and the Edit Personnel requests(s) pop-up window opens
You can edit the Reason of Request type selected, Notes, and Authorised by fields and click Save
In the Actions, you can Cancel Requests:
Click the Cancel Request icon and the confirmation message appears to cancel the request
Click YES to cancel the existing request of the member
Cancel Request(s)
In the Staff Preferences landing page, you can cancel the existing request(s) for preferred, restricted, or both preferred/restricted personnel.
To cancel the existing request(s):
Click the Cancel Request or Cancel All Requests icon against the member name as shown in the figure below. A confirmation message appears to cancel the single or multiple requests
Single Cancel Request
You can cancel the single request for preferred or restricted personnel. On clicking the cancel request, the confirmation message appears to ensure you want to cancel the selected request.
For Restriction
On clicking the Cancel Request icon, the confirmation message appears as ‘Are you sure you want to cancel the member restriction?’
Click YES to cancel this request
For Preference
On clicking the Cancel Request icon, the confirmation appears as ‘Are you sure you want to cancel the member preference?’
Click YES to cancel this request
Multiple Cancel Requests
You can cancel multiple requests for preferred or restricted personnel. On clicking Cancel All Requests, the confirmation message appears to ensure you want to cancel the selected requests.
For Restriction and/or Preference
On clicking the Cancel All Request icon, the confirmation appears: ' Are you sure you want to cancel <number of requests> preferences/restrictions for this member?’
Click YES to cancel all the requests
Cancel Request(s) in Mobile View
You can cancel the existing request(s) similarly as performed in the web portal.
To cancel the existing request(s):
Click the Cancel Request or Cancel All Requests icon against the member name. A confirmation message appears to cancel the single or multiple requests.
Single Cancel Request in Mobile View
You can cancel the single request for preferred or restricted personnel. On clicking the cancel request, the confirmation message appears to ensure you want to cancel the selected request.
Multiple Cancel Requests in Mobile View
You can cancel multiple requests for preferred or restricted personnel. On clicking Cancel All Requests, the confirmation message appears to ensure you want to cancel the selected requests.
Screen Filter
The Screen Filter is used to retrieve specific staff preferences details based on the filter criteria provided. The filter criteria provided can be Delivery Location, Restriction Reasons, or Personnel Preference for the selected Service Location.
To set the Screen Filter:
Click the pull-out Screen Filter and the Screen Filter pop-up window appears
Select the available Service Location(s)
Now, apply the following filters:
Delivery Location. The Delivery Location shows all the active Delivery Locations associated with the selected Service Location
Restriction Reason. The Restriction Reason list will appear from the existing master
Personnel Preference. The Personnel Preference can be Staff preferred to work for all locations, Staff preferred and restricted as per delivery, Staff restricted to work for all locations, or Staff with no requests
Finally, click Apply and the Staff Preferences screen will be filtered based on the applied filters
When the filter is applied, the cross icon shows the count of the filters (as shown in the figure below)
To clear the existing filter criteria, click Clear or cross the icon
Screen Filter in Mobile View
To set the Screen Filter in the mobile view, click the Add Filter icon and the Screen Filter screen opens.
For the selected Service Location(s), provide the Delivery Location, Restriction Reasons, and/or Personnel Preference filter and click the tick icon to apply provided filters.
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