☑️ Add Tasks
Before you schedule shifts, you will need to have tasks to indicate the role that will be performed during the shift. You should create a task for each type of shift that has a unique set of requirements or a specified pay/charge rate e.g. Nurse, Bar Staff, Engineer etc.
To create a task visit the Admin page, and right click anywhere on the Tasks section and select 'Add New'. Then input the name of the task along with the default hourly rates you would like to pay staff and bill clients*.
* These are just default rates and you may set individualized rates for each staff member and each client.
☑️ Add Clients
The next thing you'll need to do is ensure you have clients on your account. A client can be any person, organisation, or venue that you wish to schedule shifts for.
Visit the client page and select 'Add New' from the header area. In the popup form fill in the client's details and then click Save.
☑️ Add Staff
The last thing you'll need are staff. Your account manager should assist with getting your staff into the system however there may be times where you'll need to add one or more new staff onto your account.
Companies can add staff individually via the Staff Page or in bulk via the Admin page.
To add an individual staff member, visit the Staff page and click 'Add New' from the header area. In the popup form, fill in the staff member's information then click 'Save'.
📲 Send Staff their Logins
Once you've added a staff member, you may want to email them their login details so they might access the Staff Portal via the uTRAC App.
To do this, navigate to the Staff page then select which staff member(s) you'd like to forward details to. You may hold CTRL or CMD on your keyboard to select more than one staff member. Then right-click and select 'Send Login Details'.
Note: It is highly recommended to slowly introduce staff to the uTRAC App and to do so only to staff that have pending shifts in their schedules. This ensures staff are engaged from the outset and are not confused about having an empty calendar.
📅 Start Scheduling
Now that you have tasks, clients, and staff on your account, you can begin scheduling your projects.
➕ Add Project
A project is a group of shifts to be scheduled at a fixed location for a particular client. You can add projects on the project page or the planner page.
To add a project on the Planner page, select 'New Project' from the planner toolbar. In the form, fill in the project name, the client and the location of the project then click 'Save'. Once you've saved the project, you can now begin to add shifts; remember to select a task, along with the number of staff required along with the date and time information.
👥 Book Staff to Shifts
Once you've scheduled your project, you can now begin booking staff to your shifts. The best place to begin booking staff is via the Planner page.
On, use the search tools on the left-hand sidebar to find the individual(s) you'd like to book. Drag the desired staff from the left-hand sidebar into the vacant shift on the planner.
Each assigned staff member will be flagged with an 'Unconfirmed' shift status. Be sure to 'Confirm' each staff member if you would like to notify them of their shift assignment and make it visible on their calendar.
❔Advanced Setup
Companies can implement a number of optional configurations on their account. Please see the relevant guides below or contact your account manager for more details.