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Getting Started With TeleStaff. This presentation is designed to acquaint you with the TeleStaff system. Telestaff is accessible to you from at work computers, from your phone or from any computer with internet access. . What is TeleStaff?.

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Presentation Transcript
slide2
This presentation is designed to acquaint you with the TeleStaff system.
  • Telestaff is accessible to you from at work computers, from your phone or from any computer with internet access.
what is telestaff
What is TeleStaff?
  • TeleStaff is a staffing program that the fire department is using do our daily staffing and payroll.
  • Telestaff takes the place of the old phone in staffing system and will allow you more freedom to make yourself available for work.
logging into telestaff
Logging into TeleStaff

There are three methods to log into Telestaff

  • Double-click on the TeleStaff shortcut on the desktop of a HQ computer. (there will be a workstation available at HQ and possibly JGs)
    • Log on to the Telestaff Website
    • By calling in on a Touchtone Telephone
definitions
Definitions

In this presentation

TeleStaff= Accessing the system from the HQ computers or from your phone

WebStaff = Accessing the staffing program from a home computer.

slide7
This is the TeleStaff login screen
  • Every time you open TeleStaff, you will be prompted to enter your login ID and password

Your ID is your last nameJohn Smith = smith

If there are multiple employees with your last name: use your last name and the first initial of your first name

John Smith =smithj

If there are multiple employees with the same last name and first initials, use your last and the first 2 initials of your first name

John Smith =smithjo

Jill Smith = smithji

the telestaff window
The TeleStaff Window

Help

Navigator

TeleStaff window

slide9
The Help menu is designed to assist you in becoming comfortable using the TeleStaff system
access my telestaff
Access My TeleStaff
  • Click on the “+” symbol next to the “My TeleStaff” folder
  • Now you have access to the “Calendar,” “Information,” and “Reports” subfolders
your telestaff calendar
Your TeleStaff Calendar

Click on the “Calendar” folder in the Navigator and you will see your TeleStaff Calendar appear in the TeleStaff window.

slide14
The TeleStaff Calendar is where you can manage your personal staffing calendar.

In this window you can request leave, signup for work, and view your position on the TeleStaff Pick List

slide15

Your name appears at the top of the calendar

This is the calendar date you are viewing

Today’s date is in Turquoise and is underlined

slide16
Your scheduled shifts are displayed as large boxes in the top left of each working day
  • Paydays are in green and are listed under a numbered day of the month
slide17

To view a different month or day you can click the Calendar drop down box next to the date

  • Click the forward or back arrows to view a desired month
signing up for seasonal work assignments in telestaff
Signing Up for Seasonal Work Assignments in TeleStaff

Click on the “Calendar” folder in the TeleStaff Navigator

Click on the date(s) you want to make yourself available

Right Click and choose “Add”

slide19

To choose non consecutive days, press and hold the “Ctrl” key on your keyboard and left click the working days you are available (or any other code)

Right click on any of the selected days and click “Add”

slide21
Verify the time and day you are signing up for work

Any restrictions will be displayed in the “Issues” window

Click “Ok”

slide22
The Available for Seasonal Assignment code is shown on your Calendar

Assignments will be displayed in White

When you hover over an assignment the details of the assignment will be displayed

8Hrs, 10:00-18:00/Unit 5331/Unit Operator

remove a sign up code in telestaff
Remove a Sign up Code in TeleStaff
  • Right click on the Sign up code
  • Left click “Remove”
request a seasonal day off in telestaff a level summer staffing only
Request a Seasonal Day Off in Telestaff(A-Level Summer Staffing Only)

Click on the “Calendar” folder in the TeleStaff Navigator

Click on the date(s) you want to make yourself available

Right Click and choose “Add” and then “Seasonal Day Off”

slide27

Select “Seasonal Day Off”

Click the “Work Code” drop down box,

Verify your “Seasonal Day Off”

Click “Ok”

slide28

Your Seasonal Day Off requests are now displayed on your calendar

Your Seasonal Day Off does not need to be approved.

However you will not be granted the day off until someone is filled into your assignment

+

+

+

You are granted 60 hours of leave time using the seasonal day off code. Requests for greater time off must go through your supervisor.

remove a code in telestaff
Remove a Code in TeleStaff
  • Left click “Remove”

Right click on the code you want to remove

You can remove the code: Available for Seasonal Assignment as long as you have not been placed into a assignment

You may remove the code: Seasonal Day Off only if your assignment has not been filled

If your request for a particular code or your attempt to remove it are denied you need to call a supervisor. Call the lifeguard hotline 949-644-3049 during business hours. There is a supervisor on duty at 7am daily.

contract switches
Contract Switches

Click on the “Calendar” folder in the TeleStaff Navigator

Go to your calendar and right click on the work day you are trading away and right click and choose: Add

And then choose:

Contract Switch Off-duty

contract switches32
Contract Switches

The “Cover” box will become active and you can choose from a list of employees who will do a contract switch to cover your shift

Confirm the hours you want the switch to cover. The default is the full shift.

The names of any lifeguards who owe you hours for previous switches will appear at the top of the list. The hours owed will be in parenthesis to the right of the name.

contract switches33
Contract Switches

Don’t place someone in a contract switch cover until they have agreed to work for you.

Click “Ok”

A green checkmark means the trade can be submitted

A red “X” means there is a conflict with the trade

Once you have added the contract switch off-duty you need to notify your supervisor via e-mail, phone, note or in-person

Your cover lifeguard must have the qualifications to cover your assignment (i.e.: boat operator/unit certified etc.)

contract switches34
Contract Switches

Your calendar now reflects the “Contract Switch off-duty” code

The lifeguard whom you got to cover your shift will also see the contact switch on their calendar.

+S off-duty

your telestaff information record
Your TeleStaff Information Record

Click on the “Information” folder in the Navigator and you will see your staffing information appear in the TeleStaff window

Here is where you can change your phone numbers.

The 1st Contact field is your primary phone number

The 2nd Contact field is your alternate phone number

When TeleStaff calls you it will use these numbers.

You can enter a home phone number, cell phone number, or pager.

Pagers should be identified with a “P:”

slide36

Profiles Tab

The Profiles Tab provides rank, specialty, and group information about you.

You cannot edit any of the fields in this tab

This is where your preferences to work as a LG I/II/III for move ups and move downs are recorded. To change these contact the department assistant Andrea

This is where your specialty skills are recorded. To change these contact the department assistant Andrea

slide37

Assignments Tab

The Assignments Tab provides information about you’re a-Level Summer staffing work assignment

You cannot edit any of the fields in this tab

slide38

Messages Tab

The Messages Tab is where you can review your messages

slide39

Paybacks Tab

The Paybacks Tab is where you can look up previous shift trades

Click on the “Owes Me” tab to review personnel who owe you a trade

Click on the “I Owe” tab to review personnel you owe trades to

slide40

Penalty Tab

The Penalty tab is not currently used

slide41

Logged Tab

The Logged Tab is where you can view all the hours/counts you have logged for a one year period for a particular bucket.

In TeleStaff, A “bucket” is the term used for tracking a particular set of data in an account.

For Lifeguards this is where we will track your seasonal hours for the priority list

the telestaff roster
The TeleStaff Roster

Click on the “Roster” folder in the “Manage” folder of the Navigator to view the TeleStaff roster in the TeleStaff window

slide43

The TeleStaff roster provides a department wide roster of all the units and positions the department staffs

The roster is setup in a tree form so that you can expand or collapse any portion of the roster

slide44

You can change the roster date by clicking the pull down menu next to the date and then selecting a day

You can also change the month by clicking the forward or back arrows

slide45
You can locate anyone on the roster by clicking the “locate person” button and clicking on their name in the “locate person” window
the telestaff pick list
The TeleStaff Pick List

Click on “Calendar” in the TeleStaff navigator Window

Look for a future day that you are not working

Right click on the numbered day

Left click “Pick List”

the telestaff pick list47
The TeleStaff Pick List

The TeleStaff Pick List shows you the staffing order for a particular day

It is the equivalent of running the staffing rules for all the positions at the same time

slide48

Learn how to access TeleStaff via your telephone

Learn how to access TeleStaff via the internet with WebStaff

slide50

WebStaff Log on

This is the WebStaff login screen. Every time you log on to WebStaff, you will be prompted to enter your login ID and password and our access code.

Your ID is your last nameJohn Smith = smith

If there are multiple employees with your last name: use your last name and the first initial of your first name

John Smith =smithj

If there are multiple employees with the same last name and first initials, use your last and the first 2 initials of your first name

John Smith =smithjo

Jill Smith = smithji

The access code is 2289

opening webstaff
Opening WebStaff

When you first log on to WebStaff you will be taken to your Call Log. This lists any notifications of shifts and any messages you have in the system.

Note:

You do not need to accept shifts. They are automatically assigned to you.

starting webstaff
Starting WebStaff

To change modes to see your calendar or other information in WebStaff, click on the pull down menu located on the upper right hand corner of the window.

Your choices are:

CalendarWhere you can manage your personal staffing calendarResource Where you can change your contact phone numberCall Log Lists any notifications of shifts and any messages Roster Provides a department wide roster of all the units and positionsPicklist Shows you the staffing order for a particular dayHistory Shows your history in the TeleStaff/WebStaff systemLogout Ends your WebStaff session

the webstaff calendar
The WebStaff Calendar

The TeleStaff Calendar is where you can manage your personal staffing calendar.

In this window you can request leave, signup for work, and view your position on the TeleStaff Pick List

slide54

Your name appears at the top of the calendar

This is the calendar month you are viewing

Today’s date is in Turquoise

slide55

Your scheduled shifts are displayed as green boxes in the bottom left of each working day

Paydays are marked with $ and are listed to the left of the date

When you hover the mouse over a work assignment, the details will be displayed

slide56

To change the month you are viewing, click the forward or back arrows

Click “Today” to return to the current month

Back to WebStaff Overview

signing up for seasonal work assignments in telestaff57
Signing Up for Seasonal Work Assignments in TeleStaff

Click on the date on the calendar that you want to make yourself available

Click “Add”

slide58

A web box will open for you to enter the desired code and times. The date is automatically entered.

(Note: on the web, you can only add a signup code one day at a time)

Choose “Available for Seasonal Assignment”

Adjust the hours to match your availability. (the default is from midnight to 11:30pm)

Confirm the hours entered match your actual availability for both the start & end of the shift.

Click Apply

slide59

Once you click apply WebStaff will check for any issues.

Some issues will be a reminder, such as contact your supervisor, other issues will cause you to not be able to allow you to sign up.

Reminder: No sign up codes will be allowed between 3pm and 5 pm for staffing.

Once you click on Add, the sign up code +ASA (available for seasonal assignment) should appear on your calendar with the number of hours you are available listed next to in in parenthesis.

slide60

To change your status on a day you made your self Available for Seasonal Assignment (ASA), click on the assignment you wish to change

Any issue involved with removing this code will be displayed below the details for the shift.

One issue that would prevent you from removing this code would be if you have already been placed in an assignment.

Finally, click Remove

the roster
The Roster

The Roster displays the daily assignments for our organization. The information is organized by Training and Operations and then by Area and assignment.

Work exceptions, such as seasonal day off, move up/down and overtime are also displayed on the roster.  

slide63

To get to the roster from WebStaff Click on the pull down menu located in the upper right corner of the window.

Click on Roster

webstaff roster
WebStaff Roster

The roster is also accessible from the calendar.

Click on the date you would like to view the roster. (make sure to click on the number)

Choose “View Roster”

slide65

To view a roster for another date, click the forward or back arrows on the sides of the date.

To choose a particular date click on the calendar icon and choose the date from the calendar window that opens

slide66

WebStaff Roster View

Shift Hours

Notification status

Work Codes+S-REG = Seasonal Regular Salary MU = Move Up+LG1MD = Move down to Lifeguard I

Assignment

slide67

Click on “Roster” from the pull down list on the upper right corner of the screen

The roster is now displayed for the current day.

Click the arrows on the date for scroll to the desired date

-or-

Click on the calendar icon to the right of the arrows. A calendar will open and you can click on the specific date you wish to take off.

Back to WebStaff Overview

request a seasonal day off in webstaff a level summer staffing only
Request a Seasonal Day Off in WebStaff(A-Level, Summer Staffing Only)

From the Roster:

1. Find your assignment

2. Click on your name

3. Click “Add”

request a seasonal day off in webstaff
Request a Seasonal Day Off in WebStaff
  • From the Calendar:
  • Click on the date you would like to view the roster. (make sure to click on the number)
  • Click “Add”
slide70

From the window that opens, choose Seasonal Day Off from the drop down menu.

Confirm that the hours listed match your assigned shift.

Click Apply

slide71

The “Add…” window will display any issues pertaining to your request.You will be reminded that you need to notify your supervisor and that your Seasonal Day Off is not be granted until there is someone who is available to work your assignment.

  • Other issues that might cause your request to be denied are:
  • No requests between 3pm and 5pm
  • You need to take your entire shift off with this code.
  • You must request this 72 hours in advanced.
  • You have exceeded your 60 hours of leave, you must contact your supervisor
  • Leave requests after 3pm for the next day must contact the Watch Commander
  • If your request is denied contact your supervisor or the Watch Commander during business hours
slide72

Your Seasonal Day Off request is now displayed on your calendar.

Your Seasonal Day Off does not need to be approved…However, you will not be granted the day off until someone is available to fill your assignment

You are granted 60 hours of leave time using the Seasonal Day Off code. Requests for greater time off must go through your supervisor and will be reviewed by the Watch Commander.

Requests for leave after August 15 will need to be approved by the Watch Commander, subject to the availability of personnel to meet staffing needs.

removing a seasonal day off in webstaff
Removing a Seasonal Day Off in WebStaff

You may remove the code: Seasonal Day Off if your assignment has not been filled. (look on the roster for this date to determine this)

To remove a seasonal day off, 1. Click on the S-DO code

A work code detail window will open with the information about the shift and any issues associated with removing it. Verify the info and then:

2. Click Remove

slide74

If your Seasonal Day Off request has been filled with a person, you will not be able to remove the request for a day off.

If your request for a particular code or your attempt to remove it are denied or you are having other WebStaff problems call a supervisor on the Lifeguard hotline: 949-644-3049 during business hours. There is a supervisor on duty at 7am daily.

entering a contract switch in webstaff
Entering a Contract Switch in WebStaff

From the Calendar:

  • 1. Click on the date you would like to view the roster. (make sure to click on the number)
  • 2. Click “Add”
entering a contract switch in webstaff76
Entering a Contract Switch in WebStaff

From the Roster:

  • Find the date you want
  • Find your name on the Roster
  • 2. Click “Add”
contract switches77
Contract Switches

A window will open to allow you to add your code.

Choose Contract Switch off-duty

Confirm the hours you want the switch to cover. The default is the full shift.

Click “Apply”

contract switches78
Contract Switches

The “Cover” box will become active and you can choose from a list of employees who will do a contract switch to cover your shift.

You must contact an employee and have their agreement before you enter them into a contract switch

The names of any lifeguards who owe you hours for previous switches will appear at the top of the list. The hours owed will be in parenthesis to the right of the name.

slide79

-Add the name of the person covering you from the pull down list-Add the work code “Contract Switch Working” for the cover person -Click Apply (again)

Your cover lifeguard must have the qualifications to cover your assignment

You will need to notify your supervisor that you are doing this switch.

contract switches80
Contract Switches

The lifeguard covering your shift will also see the contact switch on their calendar.With the Contract Switch on-duty code.

Your calendar now reflects the “Contract Switch off-duty” code

your webstaff resource page
Your WebStaff Resource Page

To see your phone/contact information in WebStaff, click on the pull down menu located on the upper right hand corner of the window and select Resource.

This is where you can change your phone numbers.

The 1st Contact field is your primary phone number

The 2nd Contact field is your alternate phone number

When TeleStaff calls you it will use these numbers.

You can enter a home phone number, cell phone number, or pager number.

Pagers should be identified with a “P:”

Back to WebStaff Overview

slide82

TeleStaff vs. WebStaff

WebStaff is a more streamlined version of TeleStaff. There are a few features that are available on Telestaff that are not accessible using WebStaff.

The following feature are available on TeleStaff only, not on the web:

Profiles The Profiles Tab provides rank, specialty, and group information about you

Assignments Assignments are for A level (Summer) staffing only. These are displayed on your calendar

Paybacks WebStaff will list those who owe you hours when you choose people to cover you on a contract switch

slide83

TeleStaff vs. WebStaff

The message feature is slightly different with the two programs:

TeleStaff

Message Tab: Where you can review your messages

WebStaff

Call Log:where you can review your messages

Back to WebStaff Overview

slide84

History

The History page is where you can view all the assignments and hours you have logged for a particular period. You can input different start and end dates to view other periods

Back to WebStaff Overview

the webstaff pick list
The WebStaff Pick List

To see the Picklist for a particular day in WebStaff, click on the pull down menu in the upper right hand corner of the window and select Picklist.

The Picklist will default to today\'s date. You can view the Picklist for any by inputting the date in the box in the upper right corner of the window.

Your name will be Highlighted to make it easy to find

the webstaff pick list86
The WebStaff Pick List

It is the equivalent of running the staffing rules for all the positions at the same time

The TeleStaff Pick List shows you the staffing order for a particular day

Back to WebStaff Overview

slide87

Learn how to access TeleStaff using work computers

Learn how to access TeleStaff via your telephone

telestaff access over the telephone
TeleStaff Access Over The Telephone
  • TeleStaff can contact you over the telephone with working opportunities, work schedule changes, and even important messages !
  • And with TeleStaff, you can easily access your staffing information over the Telephone !
slide89
TeleStaff will always prompt you for your TeleStaff ID and password to verify your identity
  • Keep your password secure !
slide90
This is the number to call into TeleStaff:

(949) 644-3390

  • TeleStaff will provide you with all the menu options when you call
  • If you have any questions ask your TeleStaff Administrator!
phoning into telestaff
Phoning into TeleStaff

In addition reaching TeleStaff from your home computer or work computer, you can access all the features of TeleStaff from any touchtone telephone.

The number to call into TeleStaff is

(949) 644-3390

TeleStaff will provide you with all the menu options when you call. Here are some of the codes you will use when accessing TeleStaff by Telephone. A printable copy of this info is available on the lifeguard website www.newportlifeguard.org .

slide92

Dialing into TeleStaff

If you have more then one Agency using TeleStaff for example Fire & Police you will be prompted to select the appropriate database...

Enter your ID, press the # Key

Enter your Password, press the # Key

You have “x” Messages

If there are messages then…

Press 1 to hear messages

Press 2 to hear old messages

Press 3 for Inbound Options

If there are NO messages then…

Press 3 for Inbound Options

Inbound Options

To change enter a code, press 1

To change remove a code, press 2

To review your personal calendar, press 3

To check your pick list position, press 4

To review working opportunities, press 5

To change your personal information, press 6

For advanced options, press 7

To return to the previous menu, press the # key

To repeat options, press the * key

slide93

To change Remove a Code

Enter date or date range followed by the # key

Press 1 to confirm

To cancel, press the # key

Rev. 10/04/04 To review your personal calendar

Enter date range followed by the # key

Wait to listen to your schedule...

To check your pick list position

Enter date followed by the # key

Wait to listen to your position

Press * to repeat

To continue, press the # key

To review working Opportunities

Enter date followed by the # key

Wait to listen to a list of working Opportunities

slide94

To change your personal information

  • To record your name, press 1
  • Press the # key when done, speak after the tone
  • Press 1 to confirm
  • To cancel, press the # key
  • To review your name, press 2
  • To change your password, press 2
  • Enter your new password followed by the # key
  • To change your phone number, press 3
  • To enter primary phone number, press 1
  • To enter secondary phone number, press 2
  • To cancel, press the # key
  • Enter phone number followed by the # key
    • Press 1 to confirm
    • To cancel, press the # key
  • To return to the previous menu, press the # key
  • To repeat options, press the * key
slide95

For advanced options

To receive daily roster by fax, press 1

Enter date followed by the # key

Enter your fax number followed by the # key

To send full Roster, Press 1

To send Limited Roster, Press 2

To cancel, press the # key

To review staffing alarms, press 2

Enter date followed by the # key

To start automatically hiring, press 1

To skip, press the # key

To approved requests, press 3

Enter a date range followed by the # key

To confirm, press 1

To cancel, Press the # key

To re-login as another person, press 4

Enter ID number followed by the # key

To return to the previous menu, press the # key

To repeat options, press the * key

slide96

Date and Date Range Format

Use Two digits when specifying month or day

Date and Date Ranges are for today and future only

Use military time

Calendar TeleStaff

January 3 0103

January 1st-January 29 01010129

March 6, 7 am – 2 am 030607000200

Shortcuts

Calendar TeleStaff

Today 000

Tomorrow 001

Entire month (Oct) 1000

Next ‘x’ days (5 days) 005

Note: Users are not able to access inbound phone options on an outbound call from TeleStaff.

slide97

Learn how to access TeleStaff using work computers

Learn how to access TeleStaff via the internet with WebStaff

got problems
Got Problems????

If you have any Questions or Problems contact your supervisor, call the lifeguard hotline (949) 644-3049

Stop by Lifeguard HQ or

e-mail Rob Williams or Mike Halphide

slide99
Click on the links below to review TelestaffWebStaff & Phoning into Telestaff

Go to the final page

Go back to the start

finally
Finally

Telestaff and web staff offer many feature that should streamline the process for signing up for work and accepting assignments.

As this program rolls out there are inevitably going to be glitches or frustration with learning a new system. If you have any questions, ask for assistance. If you find something that does not seem to working correctly let us know; preferably by e-mail, at [email protected]

We appreciate the time and effort each of you will put in to get this new system up and successfully running. We have put much time and energy to get this system to work in the most efficient and practical manner for you the seasonal lifeguard.

Thanks from the TeleStaff Lifeguard Team

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