This article will highlight the different aspects of the Staff area of the app.
How to set-up the Documents for your Staff Members
In each Staff profile, there is a 'Recruitment' tab. This tab can be used as a checklist to help make certain that their documents are all up to date.
In this area, you will be able to enter information such as Proof of ID and what validation documents they have provided. As well as this, you can set each Staff member targets for utilisation and allocate them Approvers, who will be able to authorise or decline any changes made to their timesheets.
If you find that there are fields within this tab that you wont be using, then you can remove them from view.
Click on 'Settings', then 'Display'.
Then, navigate to 'Staff Recruitment Fields'.
On this page, you are able to determine which fields are shown. If you would like to remove one, ensure that the box in the column named 'Show' is unticked. You can also make fields required by ticking the box in the 'Required' column.
If you make any changes, make sure to click on 'Save'.
How to Set Staff Availability and Able to Deliver (Working Hours)
You can set a member of staff's availability for work by navigating to their Staff Profile.
1) In the left-hand side menu of the Coordinate Sport application, click on 'Staff'.
2) Click on the name of the Staff Member whose availability you would like to edit.
3) Click on the 'Availability' tab.
4) Here you can tick next to the times and days when the Staff Member is available for work. The availability slots are in 30-minute intervals.
5) When the Staff Member is Assigned to a Session, their Availability is pulled from this tab.
How to add new Staff Members or Users
If you would like to add new staff members, you can do so by clicking on the 'Staff' tab, located on the left hand side of the page.
Click on '+ Create New" on the top right, to create a new staff member.
On this page, you will need to enter the details of the staff member, such as their name. Then you need to select a permission level within the 'Permission Level' drop-down menu. This determines what areas the staff user will be able to access. Coach, and salaried coaches are the most commonly used, in which the staff member has the most basic access to the app. They will be able to see their own sessions, registers and timetables.
The highest permission level is a 'Super User', which would usually contain one or two users. This level grants access to all areas of the app.
The amount the user can access reduces as you go down from Super User to Coach.
Scrolling down, you will see the staff members login information, and when setting up a staff member, you will be able to set them up with a randomly generated password. This will be sent out to their email.
Once all the information has been added, click on 'Save'.
How to add staff to sessions using the bulk action
To add Staff to sessions using the bulk action:
1) In the left menu, click on Bookings.
2) Select Contracts or Projects (In projects, select the type of project e.g. 'Commercial' or 'Funded'.
Note: For both 'Contracts' and 'Projects' the process is the same
3) Click on the name of the relevant contract or a project.
4) Click on the Sessions tab.
Note: The tab 'Sessions' won't appear until a block is created.
5) A list of all the sessions for each block will appear. Select which session needs staff assigned to it by clicking the tick box on its left. You can see which ones do not yet have staff, as they have a pink background.
6) Once a session is selected, scroll down to the Bulk Action menu and click on the 'Staff - Add' option.
7) Four new fields will appear:
In the first and second field select the range of the dates in which the staff will be working.
In the third field select which member of staff you are going to assign to the sessions.
In the fourth field select if the member of staff is a Head coach, Lead Coach, Assistant Coach,
Participant or an Observer.
Note: If you have the financial elements of the application enabled, you will also see a field named 'Select Pay Type', in which you will need to specify whether this will be a Salaried or Non-Salaried session.
8) After you have filled in all of the fields, click the 'Go' button.
9) A page divided into sections will show the main settings for each session. If all the information is correct scroll down the page and click on 'Save'.
Note: When selecting a member of staff from the dropdown list titled 'Staff', you will see underneath this section advice indicating if that member of staff is a good or bad match. Any conflicting sessions will be shown here and you will see If the member of the staff is able to deliver that type of session, as well as any exceptions or additional information. If the staff member is unavailable for that session, you can click on the dropdown menu under 'Staff' and see a list of the other staff displaying their availability for the session, and from here another staff member can be chosen.
How to offer Sessions to Staff members
When assigning staff to a session, it is possible to first offer the session to the staff member. Their acceptance would then be necessary for the assignment to be completed, and they would also have the option to decline it.
As well as offering sessions to individual staff members, you can also set up 'Groups', so that the session can be offered to multiple coaches at once.
To make a group go to 'Settings', then 'Groups' and click on the '+ Create New' button.
Choose a name for the group and select the staff within it. In the drop-down menu named 'Status', you'll be able to select how the sessions are offered:
Send in Order, sessions will be offered by the order in which the staff are placed in the group. If a staff member declines, the session is then offered to the next staff member in list order.
Send to All, all staff members receive the offer simultaneously. The first staff member to accept will be staffed on the session.
Auto Send, the application decides which staff member is most appropriate for the session, based on a range of criteria, and offers it accordingly.
To offer a session, go to 'Bookings' in the left-hand side menu, then 'Projects', then 'All' and select the relevant project.
Head to the 'Sessions' tab and use the 'Bulk Action' named 'Offer & Accept'.
Here, you can decide whether to offer the session to an individual Staff Member or to a Group that you have set up.
Also, the 'Accept/Decline All' tick box gives you the option of making it compulsory to accept or decline all of the Sessions offered.
By navigating to 'Bookings > Offer & Accept > All', Super Users will be able to accept or decline the sessions on behalf of the Staff Member(s).
When Staff Members are logged in to their own accounts, they will only be able to see the sessions offered to them.
How to set Mandatory Qualifications as 'Not Required'
If you have a member of staff that does not require a certain 'Mandatory Qualification', for example, DBS can be marked as 'NR' (Not Required). You can do this by:
Clicking on 'Staff' in the left-hand side menu, then click on the name of a Staff Member to access their profile.
Navigate to the tab named 'Qualifications', and make sure you are in the sub-tab named 'Mandatory Qualifications'.
Tick the box named 'NR' next to whichever qualifications are not required for this Staff Member.