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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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What is telestaff l.jpg
What is TeleStaff? TeleStaff system.

  • 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.


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Logging into TeleStaff TeleStaff system.

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


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Definitions TeleStaff system.

In this presentation

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

WebStaff = Accessing the staffing program from a home computer.


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Click on the links below to learn about TeleStaff system. TelestaffWebStaff & Phoning into Telestaff


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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


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The TeleStaff Window TeleStaff system.

Help

Navigator

TeleStaff window


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Access My TeleStaff is done with TeleStaff

  • Click on the “+” symbol next to the “My TeleStaff” folder

  • Now you have access to the “Calendar,” “Information,” and “Reports” subfolders


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Your TeleStaff Calendar is done with TeleStaff

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


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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


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Your name appears at the top of the calendar staffing calendar.

This is the calendar date you are viewing

Today’s date is in Turquoise and is underlined


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  • Paydays are in green and are listed under a numbered day of the month


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  • Click the forward or back arrows to view a desired month


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Signing Up for Seasonal Work Assignments in TeleStaff drop down box next to the date

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”


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To choose non consecutive days, press and hold the “ drop down box next to the dateCtrl” 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”


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Click on the drop down box next to the date Work Code on the pull down menu

Select a signup code


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Verify the time and day you are signing up for work drop down box next to the date

Any restrictions will be displayed in the “Issues” window

Click “Ok”


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The drop down box next to the dateAvailable 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


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Remove a Sign up Code in TeleStaff drop down box next to the date

  • Right click on the Sign up code

  • Left click “Remove”


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Verify the date of the sign up code you wish to remove drop down box next to the date

Click “Ok”



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Request a Seasonal Day Off in Telestaff drop down box next to the date(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”


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Select drop down box next to the date“Seasonal Day Off”

Click the “Work Code” drop down box,

Verify your “Seasonal Day Off”

Click “Ok”


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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.


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Remove a Code in TeleStaff calendar

  • 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.



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Contract Switches calendar

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


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Contract Switches calendar

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.


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Contract Switches calendar

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.)


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Contract Switches calendar

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


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Your TeleStaff Information Record calendar

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:”


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Profiles Tab calendar

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


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Assignments Tab calendar

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

You cannot edit any of the fields in this tab


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Messages Tab calendar

The Messages Tab is where you can review your messages


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Paybacks Tab calendar

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


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Penalty Tab calendar

The Penalty tab is not currently used


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Logged Tab calendar

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


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The TeleStaff Roster calendar

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


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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


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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


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You can locate anyone on the roster by clicking the “locate person” button and clicking on their name in the “locate person” window


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The TeleStaff Pick List “locate person” button and clicking on their name in the “locate person” window

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”


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The TeleStaff Pick List “locate person” button and clicking on their name in the “locate person” window

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


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Learn how to access TeleStaff via your telephone “locate person” button and clicking on their name in the “locate person” window

Learn how to access TeleStaff via the internet with WebStaff


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WebStaff “locate person” button and clicking on their name in the “locate person” window


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WebStaff Log on “locate person” button and clicking on their name in the “locate person” window

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


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Opening WebStaff “locate person” button and clicking on their name in the “locate person” window

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.


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Starting WebStaff “locate person” button and clicking on their name in the “locate person” window

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


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The WebStaff Calendar “locate person” button and clicking on their name in the “locate person” window

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


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Your name appears at the top of the calendar “locate person” button and clicking on their name in the “locate person” window

This is the calendar month you are viewing

Today’s date is in Turquoise


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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


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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


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Signing Up for Seasonal Work Assignments in TeleStaff back arrows

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

Click “Add”


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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


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Once you click apply WebStaff will check for any issues. times. The date is automatically entered.

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.


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To change your status on a day you made your self times. The date is automatically entered. 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


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The sign up code has now been removed from your calendar. times. The date is automatically entered.


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The Roster times. The date is automatically entered.

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.  


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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


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WebStaff Roster menu located in the upper right corner of the window.

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”


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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


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WebStaff Roster View arrows on the sides of the date.

Shift Hours

Notification status

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

Assignment


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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


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Request a Seasonal Day Off in WebStaff right corner of the screen(A-Level, Summer Staffing Only)

From the Roster:

1. Find your assignment

2. Click on your name

3. Click “Add”


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Request a Seasonal Day Off in WebStaff right corner of the screen

  • From the Calendar:

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

  • Click “Add”


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From the window that opens, choose right corner of the screenSeasonal Day Off from the drop down menu.

Confirm that the hours listed match your assigned shift.

Click Apply


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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


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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.


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Removing a Seasonal Day Off in WebStaff calendar.

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


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If your calendar.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.


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Entering a Contract Switch in WebStaff calendar.

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”


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Entering a Contract Switch in WebStaff calendar.

From the Roster:

  • Find the date you want

  • Find your name on the Roster

  • 2. Click “Add”


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Contract Switches calendar.

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”


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Contract Switches calendar.

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.


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-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.


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Contract Switches list

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


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Your WebStaff Resource Page list

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


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TeleStaff vs. WebStaff list

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


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TeleStaff listvs. 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


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History list

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


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The WebStaff Pick List 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


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The WebStaff Pick List 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


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Learn how to access TeleStaff using work computers list

Learn how to access TeleStaff via your telephone


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TeleStaff Access Over The Telephone list

  • 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 !


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  • This is the number to call into TeleStaff: password to verify your identity

    (949) 644-3390

  • TeleStaff will provide you with all the menu options when you call

  • If you have any questions ask your TeleStaff Administrator!


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Phoning into TeleStaff password to verify your identity

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 .


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Dialing into TeleStaff password to verify your identity

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


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To change Remove a Code password to verify your identity

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


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  • To change your personal information password to verify your identity

  • 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


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For advanced options password to verify your identity

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


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Date and Date Range Format password to verify your identity

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.


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Learn how to access TeleStaff using work computers password to verify your identity

Learn how to access TeleStaff via the internet with WebStaff


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Got Problems???? password to verify your identity

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


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Click on the links below to review password to verify your identityTelestaffWebStaff & Phoning into Telestaff

Go to the final page

Go back to the start


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Finally password to verify your identity

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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