Webroster Help – Alerts and Reconciliation Guide V4.6.0

Alerts and Reconciliation Set Up

Go to Setup at the right of the top menu bar. From the Setup Menu Options on the far left, Select Time and Attendance. Just underneath there are buttons for:

New ECM Profile

Electronic Monitoring

Bee Settings – these are covered separately in the guides for Bee

The default ECM Profile is shown and gives the user the ability to define a database default set of rules. The defaults may be amended. To create further profiles to attach to a customer or branch, click on the green New ECM Profile button.

Alert tolerances – these define when an alert should be raised if a check in or out is not received. These can be individually set for Urgent, Standard and Low priority bookings.
Match tolerances – where the Bee App is not being used, these will define the time a check in or out should fall within in order to be matched to the booking. Again, these can be defined separately for the different alert types including Monitor only and None. (Monitor only gives the ability to have full reconciliation functionality whilst not generating any attendance alerts. None would be both no attendance alerts and not appear in the reconciliation screen.) NB: where the Bee App is being used the appropriate booking would be selected and then logged in or out of within the BEE app, therefore these settings are not required.
Duration tolerances – these are used to define when a visit duration is within tolerance and when a timesheet should be marked as Under Duration or Over Duration. These can be set as minutes or percentage tolerances by clicking on the arrow to the right of the Minutes field.
Automatically create timesheets from unplanned log in/outs – when unticked the check in and out appear in the reconciliation screen and can be manually handled; if ticked Webroster automatically creates a timesheet to associate the check in and out with.
Require a variance code when updating real times – if ticked it is mandatory to choose a variance code when adding or amending real times

Variance Codes

At the bottom of the screen are variance codes, these give the ability to define for different circumstances what the payroll and invoice rules should be and also gives the option to enter an alphanumeric value that could then be exported to an external system such as a local authority finance system.

Variance Code – the description that would be visible on Webroster and would appear on standard reporting.

Variance Code Description – a longer description that can be displayed on custom reports.

Variance Code (Exportable) – allows a code or description to be entered that can be exported to an external system.

Payroll – defines how the timesheet should be processed for payroll. This includes options for No override, Minutes, Fixed Value and Percentage. No override will process the timesheet as usual, the remaining 3 options will allow a numeric value to be entered, when selected an additional field will become available for the numeric value to be entered. Where zero pay and/or charge is required use fixed value where a zero can be entered, a zero value cannot be entered against minutes or percent.

Invoice – defines how the timesheet should be processed for invoicing. This includes options for No override, Minutes, Fixed Value and Percentage. No override will process the timesheet as usual, the remaining 3 options will allow a numeric value to be entered, when selected an additional field will become available for the numeric value to be entered. Where zero pay and/or charge is required use fixed value where a zero can be entered, a zero value cannot be entered against minutes or percent.

Click Save Changes

Electronic Monitoring

Alert Manager Options Tab

Generate Check In Alerts – will generate an alert if a log in is not received within the alert tolerance set in the ECM profile
In the event of a missed check in, upgrade missed check out alert priority to urgent – tick if required
Generate Check Out Alerts – will generate if a log out is not received within the alert tolerance set in the ECM profile
Generate Proximity In Alerts (requires BEE) – will generate where the log in is not received within a set radius of the client’s location when using BEE
Generate Proximity Out Alerts (requires BEE) – will generate where the log out is not received within a set radius of the client’s location when using BEE
Raise proximity alerts for check in/out data beyond this distance (in metres) from the booking location – as default this is set to 25m.
Generate Notification In Alerts – will generate a notification where the log is too early
Generate Notification Out Alerts – will generate a notification where the log is too late
Send Email Alerts – Tick to send alerts by email.
Send SMS Alerts – Tick to send alerts by SMS when available.
Default Booking Priority – Select the priority to set as the default for bookings.

Alert Manager Options

Allow Free Text reasons – Tick this box to allow users to enter reasons that aren’t in the reasons list.
Allow Blank reasons – Tick this box to allow the use of a blank reason.
Auto adjust expected end time – change the expected end time of the call for alerting if the call has started late
Allow Incoming ECM real times to overwrite any pre-existing manually entered times on timesheets (BEE will always update timesheets) – where a timesheet has had real times entered manually, this option allows these to be overridden by the real times logged by the staff member if not using Bee App. For Bee App the times will always overwrite manually entered times
Automatically action unhandled alerts when a real time is received within match tolerance – will automatically reconcile alerts with an appropriate real time when a real time is received, the alert will not be deleted and will still exist in the system for reporting purposes
Automatically actioned reason – this is the reason that would be used when an alert is automatically actioned

Click Alert Reasons to add reasons for missing bookings

A new window will appear with the list of reasons that can be selected when actioning an alert.

Click Add at the bottom of the list to add a new reason

To edit an existing reason, click on the edit pencil to the left of each reason. Please note if you edit a reason, the new value will not be reflected on historical alerts.

To delete a reason, click on the red cross to the left of each reason. A reason can be deleted and all historical alerts will not be affected.

Once complete, click Save Changes at the bottom of the screen and close the pop up by clicking the cross in the top right hand corner of the pop up window.

VOIPTrac Options Tab

Number of digits for Staff PINs – Select the number of digits for the staff PINs. This does not limit client PIN lengths which can be up to six digits.

Select whether all calls are a mixture of planned/unplanned calls, all unplanned or all planned.

Calls unanswered under all circumstances – Tick to set all calls as unanswered. This disables the function where staff members get prompted for product and client CLI if they are missing, which would make unanswered calls answered in those cases.

Require product code entry for planned calls – Tick to require entry of the product code for planned calls (all unplanned calls require product code).

Click Edit Product Codes to add new product codes for existing products. This is required to be able to add unplanned visits, for example when using Bee.

Telephone numbers used by staff to check in and out.

Telephone No. 1 – Used by the staff to check in.

Telephone No. 2 – If entered used by the staff to check out.

Edit Staff Tel. Assignment – Click to edit the telephone numbers and PINs used by the staff

Click Save Changes

Alerts Management

Select the Alerts icon towards the centre of the top menu bar.

This displays the Alerts window.

The alerts screen opens as a pop up, to enable the user to move to a 2^nd screen to allow management of alerts at the same time as using Webroster.

Client – search for a client using the name or part of the name (no % sign is necessary) and the items in the table below automatically filter. A Saved Search may be selected instead.
Staff – search for staff using the name or part of the name (no % sign is necessary) and the items in the table below automatically filter. A Saved Search may be selected instead.
Supplier – search for a supplier using the name or part of the name (no % sign is necessary) and the items in the table below automatically filter. A Saved Search may be selected instead.
Time Critical – if ticked only alerts related to time critical bookings will display
Team Visit – if ticked only alerts for requirements that require 2 or more staff will display.
Date From – defaults to yesterday but may be changed using the arrows for 1 day at a time or the calendar for multiple days.
Date To – defaults to today but may be changed using the arrows for 1 day at a time or the calendar for multiple days
Day Mode – allows only 1 day at a time to be selected.
Areas – allows selection of a single area or all areas that the user can view (%)
Branches – allows selection of a single branch from the branches the user can view.
Refresh – allows manual refresh of the visible alerts. NB: it is advisable to refresh regularly if more than one person is working on alerts.

Time Slider – by dragging the 2 larger dots at either end of the pale blue line to earlier or later the time window of the alerts will be filtered based on the booking time or alert raised time.

Beneath the time slider are 4 dials, each give both information on the alerts and the ability to filter further. If ticked the alerts will be shown, if unticked they will be hidden. These can be used to filter down the alerts in priorities.

Dial 1 – shows the alerts status: raised means the alert has been raised but no action has been taken; assigned means a user has assigned a raised alert to themselves to action; actioned means the alert has been completed with a reason. This will default to show all raised and assigned alerts only.
Dial 2 – shows the type of alert: a missed check in or out denotes no log time has been received; a notification check in or out denotes a log has been received but it was outside of the alert tolerance; a proximity check in or out denotes a log was received but that this was received outside of the set distance from the clients address. The default is to show all.
Dial 3 – shows a list of the top six products from the bookings that have been alerted. The default is to show all.
Dial 4 – shows the alert priority. This defaults to show all.
Assign – the user may assign an alert to themselves to action
Action – the user is to resolve an alert
Export – exports the list of alerts to MS-Excel
Message – sends a message to the staff on the alert

Under dial 4 is a count of alerts being displayed.

The lower part of the screen shows the alerts. The order of the alerts in the list may be changed by clicking on the column header for any column.

Double click to select an alert. More than one may be selected
TC – contains the icon for a time critical booking, where relevant
TV – contains the icon for a team visit
Priority – the priority of the alert – critical, urgent, standard, low priority, monitor only, none.
Type – the type of alert – missed check in, missed check out etc.
Product – the product provided on the care visit
Client Name – the name of the client booked to receive the care
Staff Name – the name of the staff booked to provide the care
Booking Start – the date and time the booking was planned to start
Booking End – the date and time the booking was planned to end. NB: if a booking is deleted or staff member replaced on the roster, the alert will remain, but the booking times on the alert will become blank.
Last Updated – shows when the alert was raised if not assigned or actioned.
Updated By – the name of the user that either assigned or actioned the alert or blank where the alert is still raised but not assigned or actioned
Info – this displays:
- a red icon where the alert is raised
- an amber icon where the alert has been assigned
- a green icon where an alert has been actioned, the details of the action are available to view by clicking on the green icon.

The small arrow in a white circle is used to hide the dials and increase the number of alerts visible.

When alerts have been selected, a count appears beside the count of all alerts. Click on the ‘X’ to deselect all.

Assigning Alerts

To assign alerts, click in the box to the far left of the alert and click on the ‘Assign’ button.

Click on Assign to complete the action or on Cancel.

The red icon on the right has now changed to amber and the username is in the updated by column.

Actioning Alerts

To Action an alert, click in the box on the far left then click on the ‘Action’ button. Alerts can be multiple selected if the alert reason is to be the same.

A box will pop up confirming the alert details and allowing a reason and note to be entered.

Provide a reason or select one from the list – use the dropdown to select a reason

Free Text – enter a free text reason, if permitted
Note – add a note to explain the reason, if required
Priority – the priority of the alert
Type – the type of alert
Product – the product to be supplied on the booking
Client Name – the name of the client booked to receive the care
Staff Name – the name of the staff booked to provide the care
Booking Start – the date and time the booking was planned to start
Booking End – the date and time the booking was planned to end
Tick to Input Real Time – tick one line to add a real time to one selected alert or in the header line to input real times into all listed.
Real Time – defaults to the planned time but both date and time may be amended
Variance Code – select the relevant variance code.
Note – under the Variance Code is a field for a further note if required

Click on Action to update or Close to exit.

Exporting the List

To Export the data, set the filters and searches appropriately, then select the ‘Export’ button,

On the pop-up screen ensure the email address is correct and that you have changed the

password so that it is not your login password, particularly if you are sending the file to anyone

else. Click Export. The emailed export will then be sent containing full details of all the

displayed alerts.

Sending a Message

To send a message about the alert to the staff, select the ‘Message’ button,

Key in the message and select one or more delivery methods:

SMS
Email
Bee Message

Click Send Message.

Reconciliation Management

Select the Reconciliation icon towards the centre of the top menu bar

This displays the Reconciliation window:

The Reconciliation window opens as a pop up, to enable the user to move to a 2^nd screen to allow reconciliation at the same time as using Webroster.

Client – search for a client using the name or part of the name (no % sign is necessary) and the items in the table below automatically filter. A Saved Search may be selected instead.
Staff – search for staff using the name or part of the name (no % sign is necessary) and the items in the table below automatically filter. A Saved Search may be selected instead.
Supplier – search for a supplier using the name or part of the name (no % sign is necessary) and the items in the table below automatically filter. A Saved Search may be selected instead.
Time Critical – if ticked only alerts related to time critical bookings will display
Team Visit – if ticked only alerts for requirements that require 2 or more staff will display.
Incomplete – tick to show only incomplete timesheets or untick to show all. Defaults to ticked.
Date From – defaults to yesterday but may be changed using the arrows for 1 day at a time or the calendar for multiple days.
Date To – defaults to today but may be changed using the arrows for 1 day at a time or the calendar for multiple days]
Day Mode – allows only 1 day at a time to be selected.
Areas – allows selection of a single area or all areas that the user can view (%)
Branches – allows selection of a single branch from the branches the user can view.
Refresh – allows manual refresh of the visible alerts. NB: it is advisable to refresh regularly if more than one person is working on reconciliation.

Time Slider – by dragging the 2 larger dots at either end of the pale blue line to earlier or later the time window of the alerts will be filtered based on the booking time or alert raised time.

On the left under the time slider are a series of buttons:

Add Timesheet – a shortcut to the new timesheet button on the timesheet tabs of staff and client to add a timesheet with actual times. NB: check that the timesheet being created doesn’t already exist, a duplicate timesheet could result in overpayments to the staff and overcharges to the clients. Creating a timesheet from here also means there will be no link back to the booking or service plan for reporting on planned versus actual.
Edit Timesheet – allows the user to edit a timesheet, such as changing the actual times or staff booked.
Delete Timesheet – Allows the user to delete a timesheet that is not matched to real times. NB: this should be used with caution if reporting on planned versus actual is required.
Delete Unmatched Time – allows deletion of a real time that is not required. For example, if the staff member logged twice or somewhere they shouldn’t have been. Use with caution and only if certain that the login is not to be used ever.
Update Real – allows the update of a previous manually entered real time where more accurate logged information is received.
Match – allows the matching of a timesheet to real times
Export – allows the export of all visible timesheet data to MS-Excel.
Verify Invoice – allow selected timesheets to be verified for invoicing
Verify Payroll – allow selected timesheets to be verified for payroll

Selected – displays a count of records selected for action. Click on ‘x’ to deselect all.
Filtered Records – displays a count of records filtered for display using the searches at the top of the screen.

The lower part of the screen shows the timesheets and real times. The order of the list may be changed by clicking on the column header for any column.

Double click to select an alert. More than one may be selected
TC – contains the icon for a time critical booking, where relevant
TV – contains the icon for a team visit
Client Name – the client who received the care
Product – the product that was delivered
Timesheet Start – the actual start date and time on the timesheet record
End – the actual end time on the timesheet record
TD – the timesheet duration
Staff Name – the name of the staff who provided the care
Real Start – the check in date and time
Real End – the check out time
RD – the real duration (check in time to check out time)
LB – (Logged By) there are 2 stars, left for check in and right for check out. If red, the real time was manually recorded and if green it was recorded in the client’s property. If a star is blue this denotes a remote log via a client pin or telephone number; as these methods of logging do not confirm the location they are recorded in a different colour. Hovering over the star will confirm the logged by method.
P – the punctuality shows the difference between the actual and real times. If the staff member logged in early it will be negative and if late, positive. Hovering over the punctuality time will confirm whether it was early or late.
DS – the duration status shows the real duration compared to the actual duration. If under or over duration an amber thumbs down will be displayed, if within the alert duration tolerance as controlled by the ECM profiles in setup, a green thumbs up will display. Hovering over the icon will confirm the duration status of the timesheet.
AL – the alert level. this will display a red icon where there are raised alerts, an amber icon where there are assigned alerts and a green icon where all alerts have been actioned, the details of the actions are available to view by clicking on the green icon.
Inv – shows whether or not the timesheet is verified for invoicing. A tick means verified and a cross means not verified.
Pay – show whether or not the timesheet is verified for payroll. A tick means verified and a cross means not verified.

Add A Timesheet

To add a timesheet, click on the ‘Add Timesheet’ button.

Staff – select the staff from the list or use the find function to search.
Week Ending – at the bottom of the page ensure the week ending date is correct, this will default to the week the date from selected above is in.
Click on Select. A standard timesheet screen will now pop-up.

Staff – the staff name defaults in
Staff Only Timesheet – leave unticked
Contract – choose the relevant staff contract
Client – click on Change and select the client for the timesheet
Order – select the order to charge the customer
Location – select the location to allow the correct distance and time to be calculated
Product – choose the product for the timesheet
Reference – add a reference if required
Travel Time – add a travel time or leave blank if the system is to calculate
Transport Mode – choose the transport mode for the staff travelling there
Actual Time From – enter a planned start time or default time from a Shift
Actual Time To – enter a planned end time
Days – pick days of the week for the timesheet(s)
Verified for Invoice – tick if the timesheet is to be verified as added for invoice
Verified for Payroll – tick if the timesheet is to be verified as added for payroll

On the other tabs, enter any Breaks, Expenses, Tasks, Outcomes, Overrides or Notes

Click Save Changes

Edit a Timesheet

To edit a timesheet, select a timesheet using the tick box on the far left of the timesheet line. Only 1 timesheet can be edited at a time.

Click on the ‘Edit Timesheet’ button

The timesheet will pop-up and the adjustment can be made.

Staff – click on Change to select another Staff
Staff Only Timesheet – leave unticked
Contract – choose the relevant staff contract
Client – click on Change and select the client for the timesheet
Order – select the order to charge the customer
Location – select the location to allow the correct distance and time to be calculated
Product – choose the product for the timesheet
Reference – add a reference if required
Travel Time – add a travel time or leave blank if the system is to calculate
Transport Mode – choose the transport mode for the staff travelling there
Actual Time From – enter a planned start time or default time from a Shift
Actual Time To – enter a planned end time
Verified for Invoice – tick if the timesheet is to be verified as added for invoice
Verified for Payroll – tick if the timesheet is to be verified as added for payroll
On the other tabs, enter any Breaks, Expenses, Tasks, Outcomes, Overrides, Notes or Aborted Visits.

Click Save Changes

Delete a Timesheet

To delete a Timesheet, select the timesheet using the tick box on the far left of the timesheet line, multiple timesheets can be selected. Only timesheets with no real times can be selected.

Click on the ‘Delete Timesheet’ button

A pop-up screen will confirm the timesheets to be deleted

Click Delete to confirm

Delete Unmatched Time

To delete an unmatched time, select the rows containing the unmatched times using the tick box on the far left of the timesheet line, multiple timesheets can be selected. Only timesheets with no real times can be selected.

Click on the ‘Delete Unmatched Time’ button

A pop-up screen will confirm what timesheets are to be deleted

Click Delete to confirm

Update Real

To update a real time, (used to manually add times where no log was received, or if required to update a previously manually logged time), select the timesheet using the tick box on the far left of the timesheet line. Only 1 timesheet can be edited at once.

Click on the ‘Update Real’ button. A pop up will appear.

Real Time From – enter the time the staff arrived

Real Time To – enter the time the staff left

Date – choose the date using the arrows or the calendar.

Variation – select a variation from the dropdown.

Note – add a free text note.

Click Save Changes

On the reconciliation window, you will now see the real times entered against the timesheet with 2 red stars to indicate manual entry.

Match

Match would be used to pair up any unmatched logs with a timesheet. It is possible to match a log in, a log out or both at the same time.

Select the timesheet and real times to be matched using the tick box on the far left of the line.

Click on the ‘Match’ button.

The timesheet and logged times will now be matched together.

Click Save Changes

Webroster recommends that you are careful when matching single logs as the missing time may need manually entering to ensure reporting does not show incorrectly. Therefore, it is wise to establish why the other log is missing and correct the system accordingly.

Export

To Export the data, set the filters and searches appropriately, then click on the ‘Export’ button,

On the pop-up screen ensure the email address is correct

Click on Export. The emailed export will then be sent containing full details of all the displayed alerts.

Verify for Invoice and For Payroll

NB: from this view timesheets can only be verified and not unverified. Any errors will need to be rectified by editing the timesheet on this screen one by one, or through the main staff or client timesheets screens.

Select the timesheet using the tick box on the far left of the timesheet line, multiple timesheets can be selected.

Click Verify Invoice or click Verify Payroll, the timesheets will verify with a tick in the column and the screen will filter down automatically to show just the selected timesheets and the green selected field will display above the list.

If required, the other verify button can be clicked to ensure the timesheets are verified for both Invoice and Payroll.

Click the cross on the green Selected field to go back to your standard view.