Setup Guide

Introduction

This guide lays out the system setup options to prepare the Webroster.net system to be ready for use. More detailed information regarding the features available in Webroster.net are found in further guides on the eLearning site.

Check the Getting Started Guide for the different methods of inputting and editing data in Webroster.net.

Login Process

To initiate the Webroster.net software, open Internet Explorer, Edge, Mozilla Firefox or Google Chrome and type following Webroster.net address.

https://www.mywebroster.com 

You will now be presented with the Webroster.net login screen. Enter the following details to login.

• User Name – The username provided by the system administrator. For setting up the system a user called User1 has been provided as the system default admin user.
• Password – The password assigned to the User.
• Member ID – The member ID is the direct link to your Webroster.net database.

NOTE: Any password issues for general Webroster.net users are to be resolved locally using the User1 account login (or any other User with access to Setup). They will be able to assign a new password and/or unblock the account.

Keep the User1 password safe for future reference.

NOTE: Logging onto your Webroster.net database more than once at the same time in the same browser on a single machine – e.g. in two different tabs at the same time – is likely to cause data corruption. In some cases, this can cause data to be linked together, for example the addresses in details tabs. This is because the browser does not know which of the login sessions to use to pass the saved data into the database. It is therefore highly recommended that you only log in once on each computer.

Webroster.net System Default Settings

The purpose of system settings is to define your default working settings for your Webroster.net database. Go to system setup by clicking on Setup.

There are several areas of Webroster.net system configuration.

Click on the Choose option … drop down list. Configure any options as required.

• Aborted Visits: Settings for aborted visit reasons
• Access Periods: A means to restrict the times and days of access for Webroster.net Users.
• Agency Worker Regulations: Used to administer staff working under AWR.
• Areas: A means to group together staff and clients often by geographic area.
• Breaks: Reasons why staff require time off and why Clients do not require the services for a set period.
• Branches – allows areas to be grouped.
• Cancellation Policies: Used to determine the percentage paid/charged when bookings are cancelled.
• Company: Company details to appear on the standard invoice and payroll reports.
• Declined Reasons – reasons why a staff member has declined a visit.
• Expenses: Additional charges and payments to your Customers and Staff.
• External Links: Time and Attendance (Sentinel) Configuration and Bee settings.
• External Provisioning – ways to work with external providers
• Extras: Information that can be added to clients, staff and bookings.
• Features: Categories that can be used to classify and sort staff and clients.
• Finance: Financial settings for invoice and payroll.
• Groups: Control access levels for system users.
• Holiday Schemes: To set up Staff holiday entitlement.
• IP Addresses: A means to restrict which computers can access Webroster.net.
• Message Groups: To set up recipient groups for the Messaging Inbox feature.
• Note Types: To set up tags for Notes in order to categorize them.
• Online Application: Used for prospective staff to apply to work with the company.
• Policy: Configures login system security settings in accordance with your IT policies.
• Products: The services that are sold to Customers and delivered to Clients.
• Rate Bandings: Used to band pay and charge amounts based on booking duration.
• Rate Sheets: The price of services to a Customer and the costs of providing the service.
• Roster Types: Configure the colours of various roster features.
• Schedules: Defines the start and end of the working day, for use with the Travel module.
• System: Holds default settings for how Webroster.net should run for your company.
• Tasks: Extra tasks to be carried out when attending a booking.
• Terminologies: Used to change the terms used throughout Webroster.net.
• Travel Rate Sheets: The price of travel to a client and the costs of paying travel to Staff.
• Users: Access details for Webroster.net users including passwords, user permissions and areas.

 

Aborted Visits

Aborted visits are visits that are cancelled with no notice. This may be because the staff member has cancelled or they were turned away as not required.

To add a reason that will be recorded when aborting visits select Setup, then select Aborted Visits from the ‘Choose Options’ drop-down list.

• Allow blank reasons – Tick to allow blank reasons to be recorded, i.e. no reason.
• Allow free text reasons – Tick to allow the user to type a reason.
• Make aborted timesheets read only – Tick to prevent subsequent editing of timesheets that have been marked as aborted. You can only revert the abort function in this case.

Click Save Changes.

Add – Click to add a new reason.

Aborted Visit Reasons – Enter a suitable reason.

Access Periods

Access periods are set up to provide timeframes that standard users can log in to Webroster.net. In this way Users can have their access restricted to certain days and times of days. This can work in conjunction with the IP addresses white list.

To add access periods, select Setup, then select Access Periods from the ‘Choose Options’ drop-down list.

Click Add to add a new access period.

 

Access Period Name – A short name for the access period.

Choose the days of the week to include in the access period by ticking the appropriate boxes.

Ticking Week Days will automatically tick the boxes for Mon to Fri, and ticking Week End will automatically tick the boxes for Sat and Sun.

Start Time – Configure the start time of the period.

End Time – Configure the end time of the period.

Click Save Changes.

Note: To have a different start and end time for different days there must be one row for each those days. Users can have more than one access period configured against them.

Agency Worker Regulations

Configure Webroster.net for use with Agency Worker Regulations (AWR).

See Webroster.net guide on Agency Worker Regulations for more details on the use of this Webroster.net function.

Choose Hirers from the drop-down list to configure a new Hirer.

Click New to add a new hirer.

Provide a Description for the new hirer and click Save Changes.

If this Hirer is to be excluded from AWR monitoring then tick the Don’t monitor this Hirer option. This may be for example, if the hirer already pays all temporary workers the same as existing permanent workers meaning no pay uplift is required.

Choose Job Roles from the drop-down list to configure new job roles.

Click New to add a new job role.

You get the opportunity to add the Products and Hirers associated with this job role.

You also get the opportunity to add the Customers and Roles associated with Hirers.

Areas

Areas are used in two ways. They can be added to staff and to clients as a geographical option and also as a restriction for access to records held in the database for system users. If allocating staff to area(s), they will be available for clients with matching area(s). The ‘%’ character is used as a wildcard to represent ‘all areas’ – so a Staff member with % as their area could be booked work with all clients.

To add areas, select Setup, then select Areas from the ‘Choose Options’ drop-down list. You can search for areas using the search box – using the % wildcard if necessary.

• Add – Click to add a new area.
• Area name – A short name for the area.
• Area Description – Enter a longer description of the area.

Click Save Changes.

Note: If the wildcard (%) is used in the areas configured within client or staff member details, all Webroster.net standard Users will have access to their records.

Note: Once a customer has been allocated to a client order as a payee then only users with an area matching that client’s area (or other clients with the customer as the payee) will be able to see that customer.

Branches

Branches allow users to group a selection of areas under a common description. On the staff details page, users can assign a branch to the record and all relevant areas will be associated. This option in Setup is only available when this functionality is turned on in the system area of Setup.

Go to Setup and select Branches from the ‘Choose Options’ drop-down list. Enter the details for the branch and tick areas to be included.

Click Save Changes.

Breaks

Breaks can be added to the client and staff rosters to record why client do not require your services for a short period of time or why staff will not be available to work.

Go to Setup and select Breaks from the ‘Choose Options’ drop-down list.

Show Breaks for – Select to show either client or staff from the drop-down list. The entry method for a break is the same for both.

 

• Add – Click to add a new break for client or staff as selected.
• Break Description – Enter a suitable name for the break.
• Pay Code – Used when exporting to payroll software.
• Charge – Not currently used.
• Pay – Tick to enable Staff absence breaks to be paid. The Holiday option must be ticked also to enable the break to be paid.
• Holiday/Absence – Under Staff, this break is taken from the staff holiday entitlement. This option is not used for client breaks. Roster – Break is to be included into the rostered hours.
• Sickness – The break can be marked as sickness – which can be used by customised reports. Not used for client breaks.

Breaks ticked as ‘Pregnant’ and ‘AWR’ are for use with the AWR functionality. See the AWR guide for more information.

Click Save Changes.

Cancellation Policies

Cancellation policies determine the percentage of charges or payments made for bookings that have been cancelled. A cancellation policy contains one or more cancellation points which determine the amount charged and/or paid dependant on the cancellation notice period.

To enter a new policy, click New Policy.

Policy Ref – A suitable name for the policy.

Click Save changes.

Click the Information icon to show/add cancellation points in the cancellation policy.

• Add – Add a new cancellation point.
• Up to – Enter the threshold used for the cancellation. Select hours, days or weeks.
• Pay – Enter the percentage to pay the staff.
• Charge – Enter the percentage to charge the customer.
• Duplicate – create a new policy based on this one.

Click Save Changes

Reasons

To enter a new cancellation reason, click Reasons.

Add – Click to add a new reason.

Cancellation reason – Enter a suitable description of the reason.

Click Save Changes.

Company

The purpose of the Company section is to store your organisation’s details. This information will be printed on the standard invoice and payroll reports. The contact field could hold the name or department who would be the main company contact for queries. By default, this is not printed on the reports.

To add company details, select Setup, then select Company from the ‘Choose Options’ drop-down list. Enter the details for your company in the relevant text boxes.

 

Click Save Changes.

If permission is granted by ticking the option to ‘give Webroster Ltd permission to automatically extract the contact details below and to use them for relevant system information and marketing purposes’ then detail given in the options below will feed through to Webroster Limited’s mailing lists to ensure the right people always receive the right information from us.

 

 

Accounts contact – The people who receive your invoices and statements. Emergency contacts – The people who should receive emergency system notifications, such as system downtime.

Newsletters & general communications – The people who should receive newsletters and general communications from Webroster Ltd.

System updates, release notes and other technical information – The people

who should receive system updates, release notes and other technical information from Webroster Limited.

Contact Types

You can create (or edit the existing) contact types for use with client contacts. The contact type gives an indication of the type of contact added to the client.

Four defaults are provided initially; Contact, Emergency, Key holder and Next of kin. These can be edited if required and other contact types added.

• Add – Click to add a new contact type.
• Contact Type Name – A suitable name for the contact type.
• Use in mobile – Tick to enable this contact type to be useable with Bee.

Declined Reasons

During the process of booking staff to a requirement, it is possible to record that a member of staff doesn’t wish to cover a shift, or is unavailable. The reason for this may be selected from the dropdown. These reasons may be added in Setup.

Go to Setup and select Declined Reasons from the ‘Choose Options’ drop down list.

Add – Click to add a new Declined Reason.

Save by clicking on the Save icon   .

Expenses

Expenses can be added to your staff and client records for payment and charging. For example, you may agree to pay your staff mileage where travel is part of their job and in turn you could then make an onward charge to your customer for the mileage paid.

Go to Setup and select Expenses from the ‘Choose Options’ drop down list.

 

• Add – Click to add a new expense.
• Expense type – A suitable description of the expense.
• Charge – The charge per quantity.
• Pay – The amount to pay per quantity.
• Quantity – The default quantity of the expense.
• Sales NC – This is the code used in accounting packages such as Sage.
• Cost NC – This is the code used in accounting packages such as Sage.
• VAT – Tick to apply VAT to the expense.
• Roster – Tick to include the expense to the roster as time booked.
• Travel Distance – Tick to use this expense for travel distance calculations.
• Travel Time – Tick to use this expense for travel time calculations.

Click Save Changes.

External Links

Electronic Monitoring

Available with the time and attendance modules such as VOIPTrac™, PhotoTrac™ and Bee, this provides monitoring of staff’s arrival and departure from a job. There are tabs to configure each aspect of the setup.

Set Alerting Options

Tick to set the reporting of Check in, Check Out, Unmatched, Under Duration and Over Duration alerts.

• Generate Check In alerts – Tick to generate alerts for when the staff member has not checked in for arrival.
• Generate Check Out alerts – Tick to generate alerts for when the staff member has not checked in for departure.
• Generate Unmatched Call alerts – Tick to generate alerts for when a staff member has checked in for work but at the wrong time or wrong location.
• Generate Under Duration alerts – Tick to generate alerts for when the staff member has checked out under the duration allowed
• Generate Over Duration alerts – Tick to generate alerts for when the staff member has checked out over the duration allowed
• Default Booking priority– Select the priority to set as the default for bookings.
• Unmatched alert priority – Select the priority to set as the default for unmatched alerts.
• None means that no alerts are generated and Monitor Only means the booking is monitored and the timesheet is ticked if a valid check in/out is made but will NOT generate an alert if a check in/out call is not made.
• Send Email Alerts– Tick to send alerts by email.
• Send SMS Alerts– Tick to send alerts by SMS when available.

Alert Manager Options.

• Allow Free Text reasons – Tick this box to allow users to enter reasons that are not in the reasons list.
• Allow Blank reasons – Tick this box to allow the use of a blank reason.
• Click Edit Reasons List to add reasons for missing bookings. Note the list is also used for task reasons in Bee.
• Update Real Time on accepted alert – Add the real times to the timesheets when the alerts are accepted in Alert Manager.
• Filter by Client when Matching Alerts -Tick this to allow Alert Manager to client by Clients name when matching alerts.
• Show Suggested Matches – This enables functionality for Alert Manager to suggest possible matches for alerts such as Missed Check In to Unmatched Check In alert pairs.
• Enable Unmatched pairs in Suggested Matches screen – this enables Alert Manager to also suggest possible matches for Unmatched Check In to Unmatched Check Out alert pairs
• Wait for Match Tolerance period to expire before suggesting matches – This will stop Alert Manager suggesting matches for an alert until the entire tolerance time period has passed.

Set Call/Booking tolerances

• Check In/Out tolerances – Set call and booking tolerances (in minutes) which set the time before and after the booking times at which different alert types will be generated.
• Duration tolerances – Set duration tolerances for the alert types either by minutes or by Percent.
• Match Tolerances – settings will be available if you have Show Suggested Matches enabled in Alert Manager Options. They allow you to specify the time frame in minutes before and after an alert that it should search to suggest possible matches.

 

Set Call options

• Manager PIN (for Voicemail) – Not currently used in Webroster.net.
• Groups Message Feature – Not currently used in Webroster.net.
• 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.
• Auto adjust expected end time – change the expected end time of the call for alerting if the call has started late
• 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).
• Select whether all calls are a mixture of planned/unplanned calls, unplanned or all planned.
• 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 No. Options.

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.

Bee Settings

There are settings relevant if you use Bee for electronic monitoring.

SOS Settings

Bee has an SOS facility should the staff get into difficulty. You can set it to make a phone call, send an email, and send an SMS. SOS call details are configured under Bee Settings.

Click the Edit icon to add the relevant details for contact when using the SOS function in Bee.

• Description – a unique description to make identifying this SOS setting easier
• Mobile – the mobile phone number that should be used in order to send SOS messages via SMS
• Email Address – the email address that should be used in order to send SOS messages via email
• Telephone – the telephone number that should be dialled by Bee in the event of an SOS
• Timeout – the maximum number of minutes of inactivity before the user must log back in (5 to 240 minutes)

Tasks

Tasks are additional items of work that require carrying out during the staff visit to a client. In Setup you configure how tasks are dealt with, when added to a visit. There are two types of tasks; standard tasks and outcome tasks.

• Standard Tasks – Configure whether Webroster.net assumes the task to be completed or not completed by default. Also tick to enable the option to require staff to feedback on their tasks.
• Outcome Tasks – All outcome tasks have to be confirmed as completed or not.
• Force Task Reason – Configure whether a reason must be given or not for incomplete tasks.
• Allow Free Text Reason – Configure whether the user can provide their own reason or not for incomplete tasks.
• CM2000 Monitored Clients – Where clients are monitored by CM2000, it is possible to manage tasks through Bee.

Synchronisation

• Wi-Fi – Allow Bee users to enable Wi-Fi only synchronisation
• Bookings – Choose how often Bee checks for schedule updates (bookings updates). – The minimum is 30 minutes.
• Messages – Choose how often Bee should send messages.
• Seek Ahead Duration – Choose how many days advance schedule to download
• Can Override Seek Ahead Duration – Enable or disable users from being able to change their own seek ahead duration within their Bee app.
• Offline Access – to allow mobile users to log into Bee in the event of no Internet connection, or Webroster.net services becoming unavailable.
• Cancellations – tick to allow staff to cancel/abort visits through Bee.

Scan Mode

Choose the default scan method for checking in and out for the Bee. The options are Barcode Scanning, NFC scanning, Telephone and Client ID. (Please note iPhone users cannot use NFC)

Location Settings

You can bar users from logging into Bee if they do not have Location Services enabled on their phone – either GPS, or mobile network and WIFI location.

Enable or disable GPS positioning for Bee. If enabled you can specify the accuracy required before logging a position, as well as the frequency of recording of the GPS position.

Note that positioning is only recorded during periods when the staff member has availability on their roster.

If using mobile networks or WIFI for Location Services then the accuracy rating of the location fix is likely to be less than if using GPS positioning, and therefore may not be recorded in Webroster.net.

Accuracy – Up to what level of accuracy (in meters) should the coordinate data be before being submitted

Frequency – How frequently should coordinates be provided, as long as they meet the minimum accuracy

PIN

Tick to enable the functionality which enables users to log in to Bee using a four-digit PIN. They must log in fully initially, using username, password, member ID and server url – subsequent logins can then use a four-digit PIN of their choosing. Three incorrect attempts will be permitted before they have to re-enter all details again.

Enquiries

Tick to enable booking enquiries to be sent to the Bee app.

Click Save Changes.

External Provisioning

Arbitration

This is used with the supplier module.

Arbitration Time Source

• Actual Times – Times taken from the timesheets. Real Times – Times taken from the time and attendance module.
• Check In/Out PINs must match – Tick to check if both PINs must match Comments must be provided for disputed times – Tick to require comments. Auto ‘Finalise’ Supplier accepted timesheets – Tick to make the timesheets finalise automatically once the supplier had accepted them.
• Auto raise ‘ready for payment’ flags when finalised – Tick to set as ready for payment once the timesheets have been finalised.

Configure the time that timesheet are available to the supplier following the timesheet generation. Also configure the amount of time a generated timesheet is available for arbitration.

 

 

Configure if the duration of the arbitration is less or equal to the duration of the recorded.

 

External Provider

There is a separate guide for the External Provider module.

Extras

Extras are items of information that can be attached to client, staff and bookings.

Go to Setup and select Extras from the ‘Choose Options’ drop-down list. Choose an Extra Type from the drop-down list.

• Client – The extra is for a client details. Choose type as either individual or site.
• Client Group – The extra is for client groups.
• Staff – The extra is for the staff or supplier details. Choose staff or supplier.
• Customer – The extra is for customer details.
• Order – The extra is for client orders.
• Booking – The extra is for bookings.

New Extra

Click to add a new extra of the type chosen.

Choose a Data Type from the drop-down list.

• Date – The data is in date format. See also Alerts on Extras.
• Text – The data is free text.
• Float – The numerical data is allowed to have decimal places.
• Integer – The numerical data is to be a whole number. Note: This cannot be used to record telephone numbers as the leading zero will get removed.
• Time – The data is in time format.
• List – The data is presented in the form of a drop-down list.
• Formula – Produces information related to the result acquired from one or more extra records or values.
• Field Name – The unique reference name of the extra. (Cannot include spaces).
• Description – The description of the extra to appear during system configuration.
• Minimum value – Minimum value of the extra e.g. date.
• Maximum value – Maximum value of the extra e.g. date.
• Listing order – Determines which order the extras will appear in the extras group.
• Extra Group – Select a group from the drop-down list to put the extra in.
• Unique – Tick if the details for this extra are to be unique to this extra
• Mandatory – Tick if this extra is mandatory to be included in the Client/Staff details.
• Private – Tick if this note is to be set as Private.
• View on Mobile – Tick to make this extra viewable on Bee devices.
• Text Options – Options for text entry.
• Number of Lines – Number of lines available for text entries.
• Maximum Length – Maximum length of text lines.
• Wrap text – Tick the allow text wrapping.
• Click Save Changes.

Manage Groups

• Click Manage Groups to create and edit extras groups. Extras are grouped together in groups under the staff and client details tab for ease of reference.

• Add – Add a new extra group.
• Extra Group name – A suitable name for the group.
• Order – The preference for the listing order of the group within Client/Staff/Customer details.
• Is Expanded – Tick to allow the extras group to be expanded by default under the client/staff details tab.
• By clicking the expand icon next to an extras group you can determine which user permissions groups can see and edit etc.

• Click Save Changes.

Alerts

• Set alerts that will warn of certain conditions based on date type extras. E.g. when a CRB check is about to expire.
• Add – Add a new alert.
• Information icon – Show the alert details.
• Delete icon – Delete the alert.
• Choose Basic or Advanced. Advanced add the ability to alert at a certain age of the extra.
• Alert Message – Enter the message to be produced by the alert.
• Start – Enter the number of days warning.
  • Before anniversary – Before the yearly anniversary.
  • After a date – Following a set date.
  • Before expiration – Before the date is reached.
  • Choose – Choose the date extra.
• Terminate Staff contracts zero days from alert – Tick to terminate the Staff contract when the date of the alerted extra is reached. This will remove all the Staff bookings from the relevant Staff’s roster from this date onwards unless the extra date is extended before this date is reached.
• Recipients – Choose a user to receive the alert. Users will only receive extras alerts for client and staff which match their configured areas within Webroster.net.

Click Save Changes.

Features

The features facility provides an easy means of categorising and sorting both clients and staff. A feature can only be a category – it cannot be a date, time, test note or number. Its main function is as a search criterion for assistance in booking the correct staff member to a Client visit. Client features are specific facts and information about your client that you need to be aware of.

Staff features are typically the skills and qualifications of your Staff.

Go to Setup and select Features from the ‘Choose Options’ drop-down list.

Select Client, Staff/Supplier or Booking from the drop-down list. There are separate sets of features for clients, staff and bookings. It is important to select the correct one. Client features configured may not apply to staff and vice versa.

New Feature – Click to add a new feature.

• Feature Name – A suitable name for your feature.
• Feature Value – Allowable value for the feature. There can be more than one value assigned to a feature.
• Add – Add a new feature value to the list.

With staff Features you can now allow that only one Feature Value is to be selected.

Click on the Add button again to add further values.

Click Save Changes.

Further information

Client feature requirements (from the client details screen) and the staff features (from the staff details screen) are matched up to provide a list of suitable staff to fill a client rostered requirement.

 

Finance

Select Finance from the Choose Options menu.

Finance Settings

Click the Finance Settings button. There are tabs for each aspect of the Finance setup.

The purpose of finance settings is to define your default working settings for your database.

• Global Invoice/Credit Note Settings
• Generate by dates only – Tick to ensure that only verified timesheets within a selected date range for will be used for invoicing. Any verified timesheets outside of the date range will not be included.

• Generate From – Choose which From and To times will be used for invoicing. All other details of the booking are taken from the verified timesheets details.
• Timesheet Actual Times – Use the times from the timesheets.
• Timesheet Real Times – This is only available if the time and attendance module has been purchased, tick to use times that the staff member checks in/out of a call.
• Bookings – Use the times from the client roster.
• Service Plan – Use the times from the service plan.
• Payment Terms will be printed on the standard invoice.
• National Insurance Rate (%) can be charged to your customers if this has not been included in the charge rates.
• Reset Invoice ID – Reset the Invoice ID so that the next Invoice ID is the one chosen.
• Reset Credit Note ID – the Invoice ID so that the next Credit Note ID is the one chosen.

Global Proforma Settings

• Generate by dates only – Tick to ensure that only verified timesheets within a selected date range for will be used for proforma. Any verified timesheets outside of the date range will NOT be included.
• Generate From – Choose which From and To times will be used for proforma. All other details of the booking are taken from the verified timesheets details.

• Timesheet Actual Times – Use the times from the timesheets.
• Timesheet Real Times – This is only available if the time and attendance module has been purchased, tick to use times that the staff member checks in/out of a call.
• Bookings – Use the times from the Client roster.
• Service Plan – Use the times from the Service Plan.
• Generate by dates only – Tick to ensure that only verified timesheets within a selected date range for will be used for proforma. Any verified timesheets outside of the date range will NOT be included.
• Reset Proforma ID – Reset the Proforma ID so that the next Proforma ID is the one chosen.

 

Global Payroll Settings

• Generate by dates only – Tick to ensure that only verified timesheets within a selected date range for will be used for payroll. Any verified timesheets outside of the date range will NOT be included.
• Ensure unique payroll references – Ensures that the same payroll reference cannot be used more than once.
• Generate From – Choose which From and To times will be used for payroll. All other details of the booking are taken from the verified timesheets details.

• Timesheet Actual Times – Use the times from the timesheets.
• Timesheet Real Times – This is only available if the time and attendance module has been purchased, tick to use times that the staff member checks in/out of a call.
• Bookings – Use the times from the Client roster.
• Service Plan – Use the times from the Service Plan.
• Reset Payroll ID – Reset the Payroll ID so that the next Payroll ID is the one chosen.

Finance Default Settings

Select the options applicable to you for charging your customers.

• Charge and Pay Booking breaks means a short break taken by the staff member during their shift e.g. Lunch break. You can charge and pay for these breaks. Where VAT is being charged you will need to enter a VAT percentage Rate
• Show Temporary generations by default – Tick to always show temporary invoices, credit notes, proforma and payroll by default. The user would then need to make a choice to run a ‘normal’ generation.
• Select preserve pay codes by default – when duplicating a rate sheet, default to preserve the pay codes.
• Select preserve rate bands by default – when duplicating a rate sheet, default to preserve the rate bands.

Invoice Type

• Grouped means that each invoice run for a customer will have a single invoice number covering all their clients.
• Individual means that each invoice run for a customer will have a separate invoice number for each client.
• Charge VAT on Expenses – Tick if VAT is to be charged on expenses.
• VAT Rate (%) – Enter the VAT rate where VAT is chargeable.
• Charge VAT on .. – If VAT registered, you would need to select how the VAT will be charged.
• Total – Means VAT charged on invoice total.
• Commission – Means VAT charged on profit only.
• None – VAT not to be charged at all.

Click Save Changes.

Pay Code Settings

Click Pay Code Settings.

Enter descriptions of any pay codes used for exporting to payroll software. These are referenced by the pay codes added to products and breaks.

 

• Add – Add a new pay code
• Description – Enter a suitable description for the pay code.
• Pay Code – Enter the pay code to be used.

Click Save.

Department Code Settings

Click Department Code Settings.

Enter any Department codes required by accounting software to correspond to Webroster.net areas.

Department Code – Enter the department code for the area.

Click Save Changes.

 Groups

Groups dictate how the Webroster.net system users can interact with various system options.

Go to Setup and select Groups from the ‘Choose Option’ drop down list.

• New Group – Click to add a new group.
• Group Name – Enter a suitable group name.
• Duplicate – Click to create a group with the same privileges but a different Name
• 0The Privilege Category – Select which privilege category to setup access for. Each Privilege Category can have its operations configured against its own list of specific system areas.

 

Selection options – Select from four options to apply to the associated view, modify, create and delete columns of the access rights list.

The ‘All’ and ‘None’ options are used only with the privilege category currently viewed. ‘All Cat’ and ‘No Cat’ apply for all the privilege categories.

• View – Allows you to look only.
• Modify – Allows changes to be made.
• Create – Allows new data entry.
• Delete – Allows deletion of data.

 

There is a hierarchy attached to the access rights. If you place a tick in just….

• Delete – A tick will be placed automatically (upon saving) against view, modify and create.
• Create – A tick will be placed automatically (upon saving) against view only.
• Modify – A tick will be placed automatically (upon saving) against view only.

If you require the group to have access to create and modify, you will need to tick these separately.

Access Rights lists all the areas associated to the privilege category displayed.

Some items can be further broken down for privileges by clicking the 

Click Save Changes.

Holiday Schemes

Configure the start month of the holiday entitlement as well as the default amount of holiday entitlement.

Go to Setup and select Holiday Schemes from the ‘Choose Options …’ drop down list.

Click New Scheme.

Enter a suitable Scheme Description.

Enter the month that the Holiday Year Begins. Note that once this scheme has been allocated to at least one staff member then the start month cannot be changed.

Enter the Maximum Entitlement choosing either Days or Hours using the radio button.

Days

Enter the Maximum Entitlement of days for the year.

Click Calculate Pro Rata if you wish the staff member to accumulate days pro rata based on each month worked during the year. If unticked the number of days available is based on the starting date of the Staff member in that year.

Hours

If you choose Hours as the entitlement the system needs to know the Maximum Entitlement of hours a staff can be entitled to. Click Calculate Pro Rata if you wish the holiday schemes by default to allocate the number of days leave in a scheme period pro rata from the contract start date within the scheme period along with the Accrual Rate Percentage. The current legal requirement is 12.07%, whereby as staff work they earn 12.07% of that time as holiday. So, working 10 hours is about 72.6 minutes holiday.

Click Save Changes.

IP Addresses

Access to Webroster.net can be restricted to one or more IP addresses. This creates a white list of source addresses: which are IP Addresses that are allowed to access Webroster.net. this list can also work in conjunction with access periods to provide added system security.

Go to Setup and select IP Addresses from the ‘Choose Options …’ drop down list.

Click Add to add a new IP Address to the white list.

 

 

Description – Enter the description for the IP restriction.

IP Address – Enter an IP address to add to the list of permitted IP addresses.

Subnet Mask – Enter a subnet mask if required to restrict a range of IP Addresses.

Click Save Changes.

Note: Incorrect configuration of this function could result in some or all Users being unable to log in at all. If you are unsure about the operation of this feature then contact customer support or your Webroster.net administrators.

If one or more IP addresses have been entered into this list access from any other IP address will be refused – unless a User has the ‘Ignore IP Address while logging on‘ option ticked in their User setup.

Access to User1 will also be affected by this option if set.

Message Groups

Within Webroster.net you can set up message groups which consist of a list of Webroster.net users and/or external email addresses.

Go to Setup and select Message Groups from the drop down list.

 

Give the group a suitable name and tick the Webroster.net users you wish to add.

You can also add external emails address in the To, CC and BCC boxes as required. Separate the addresses in a list using a comma.

Click Save Changes.7

Note Types

Within Webroster.net you can tag notes to indicate what type of note it is.

Go to Setup and select Note Types from the drop down list.

Force user to select at least on note type when creating a new note – Tick to require at least one note type to be chosen when a new note is added.

Click Add to add a new note type.

• Description – Enter a suitable description for the note type.
• Visible on Mobile – Tick to enable this note type to be visible on Bee. Note that a note must have a relevant note type assigned to be visible on Bee.
• Notify – When ticked changes to note are notified to other users in the same privilege group, for example admin.

Click Save Changes.

Online Application

A web page containing an online application form can be created by going to Setup and Online Application.

 

• Enable Online Application Form – Tick this to enable this form to be presented for online applications.
• Rescom Messaging – Tick for Rescom messaging, i.e. through Webroster.net.
• Standard Messaging – Tick for standard messaging through email.
• Link for Online Application Form – Enter the url for the online application form. Application Form Question x – Enter up to three question to ask applicants and tick the box to enable these questions to be presented.
• Help/Guideline – Text to be used as a guide for the application when help is requested.

Click Save Changes.

Policy

Setup – Policy

The Policy is used to dictate how your Users’ logins are handled in order to provide a security policy.

Setting the Policy can help to keep your data secure.  It is recommended that you have a policy in place for password protection to avoid unauthorized people from logging in to your database.

Prompting for passwords to be a minimum length, to include some complexity and to have them changed regularly helps to prevent people guessing or using Users’ passwords.

If you set a User’s account to be locked out after a set number of attempts one of your office users with access to Setup, simply needs to untick the ‘Auto disabled’ box against that user when they exceed their login attempts (and Save Changes).

It is recommended that you have more than one administrator User with access to Setup. In this way you can reset User passwords and re-enable User accounts without the need to contact Webroster Support.

Click on System Setup and select Policy from the ‘Choose Options …’ drop down list.

General Policy

• Enforce minimum password length of ….. characters – tick the check box and enter a number of characters required in the password.
• Enforce maximum password age of ….. days – tick the check box and enter a number of days after which a password is forced to change. Note – if you enforce a maximum password age, you may deny system access to users if you do not allow them to change their password in their user account options.
• Lockout user account after ….. bad attempts – tick the check box and enter a number of attempts allowed before the user account is disabled.
• Prevent re-use of the last ….. passwords – tick the check box and enter a number of passwords that must be used before one can be reused.

Password Resets

• Allow Standard users to request password reset – tick the check box to allow standard users to be able to reset their own password.
• Allow Client users to request password reset – tick the check box to allow client users to be able to reset their own password.
• Allow Staff users to request password reset – tick the check box to allow staff users to be able to reset their own password.
• Allow Supplier users to request password reset – tick the check box to allow supplier users to be able to reset their own password.
• Reset notification email – when a user requests and then resets their email, this email address is advised of the request and the reset.

Password Complexity – Standard Users

• Require at least one upper and one lower case letter – tick the check box if a mixture of different case letters is required in the password.
• Require at least one numeric digit – tick the check box if there should be at least one number in the password.
• Require at least one non- alphanumeric character – tick the check box if the password should contain at least one character that is not a letter or a number.

Similarly, for Client users, Staff users and Supplier users.

Click Save Changes.

Products

Products are what you change your customers for. Only the items that you will be charging and paying for should be listed in the products section.

Go to Setup and select Products from the ‘Choose Options’ drop-down list. You can search for products using the search box: using the % wildcard if necessary.

 

• Add – Click to add a new product.
• Description – Short description of the product.
• Long description – More detailed description of the product.
• VAT Rate – If no VAT rate is entered here the system default VAT rate is used.
• Sales NC – Used when exporting to accounts software.
• Cost NC – Used when exporting to accounts software.
• Tax Code – Used when exporting to payroll software.
• Pay Code – Used when exporting to payroll software.
• Rostered – Include the product in rostered hours.

Click Save Changes.

Rate Bandings

Rate banding means that you can charge or pay differing rates for a booking based on time thresholds of the booking duration.

To define a rate band. Go to Setup and choose Rate Bandings from the drop-down list.

Click New Rate Band.

Choose a suitable Rate Band Name.

Select if this is to be a Charge or Pay type.

Click Add to add a new entry.

Enter the duration threshold in Minutes.

Assign a Rate Per Hour in pounds and/or a Minimum Value in pounds. In the same way as you would for products on rate sheets.

Click the Save icon to save the entry, or the cancel icon to abandon the changes.

Add more thresholds as required in the same way.

Click Save Changes when finished.

The rate band is now ready to assign against products on one or more rate sheets. They can also be added to travel rate sheets.

Once the first threshold has been passed, the rate for the whole visit will use the rate assigned to the next threshold if there is one.

If the booking duration is longer than all the durations specified in the rate band then the rates on the rate sheet product line will be used.

Duplicate

Click duplicate to duplicate a rate band. Either use the same name to uplift the same rate banding or duplicate to another rate banding name.

 

Rate Sheets and Travel Rate Sheets

Rate sheets are used to set the prices at which products will be charged to your customers and how much staff will be paid. It is possible to have different charges and pay for different times of the day and days of the week.

Go to Setup, select either Rates Sheets or Travel Rate Sheets from the ‘Choose Options’ drop down list.

New Rate Sheet

New Rate Sheet – Click to add a new rate sheet.

Note that you cannot select New Rate Sheet unless at least one product has been configured within Setup.

 

• Rate Sheet Name – Enter a suitable name for the rate sheet.
• Charge – Select to record a charge rate sheet.
• Pay – Select to record a pay rate sheet.
• Add – Click to start adding new rate sheet dates.
• Date From – Enter a start date for the rate sheet.
• Date to – Enter an end date for the rate sheet.

• Rate Sheet areas – The working areas this rate sheet applies to.
• Edit button – Click to edit the areas covered by this rate sheet.
• Add button – Click to add a new area.
• Area – Select the area from the drop down list. % means all areas.
• Close – Close the window and return to the rate sheet.

• Cancellation Policy – Choose the cancellation policy if required for this rate sheet from the drop down list.
• Nominal Code – Enter a nominal code if required, for example for use with Sage.

Note: A nominal code on the rate sheet will supersede any nominal code in the product list in setup.

Products List

Add button – Select a product from the drop down list for this rate sheet.

• Product* – Select the product required from the drop down list.
• Days – Tick the days of the week that this product and rate will apply to. Ticking PH for public holiday here sets a rate for the public holiday associated with this rate sheet product.
• From – Start time of the product rate.
• To – End time of the product rate.
• Band – Costs/charges can be banded.
• Rate £/hr – The hourly rate for the product.
• Min £ – Enter an initial charge if required.
• Ref – Provision for a reference number.
• Pay Code – Pay Code for the product which can be added to exports.

Click Save Changes.

* Note: For Travel Rate Sheets there is no product entry.

A product can appear more than once on a rate sheet. For example, it may be charged at one rate Monday to Friday and another rate at the weekends. When times are entered remember to use a 24 hour clock, so that 3pm is shown as 15:00.

When entering early morning times, it is important to enter the leading zero – 4am is shown as 04:00 rather than just 4:00.

Duplicate

Click Duplicate to build a duplicate rate sheet.

New Rate Sheet Name – A suitable name of duplicate rate sheet. Either specify a new one or use the same name if creating a duplicate in order to increases rates.

• Charge – Select for a charge rate sheet.
• Pay – Select for a pay rate sheet.
• Date From – Start date of the rate sheet.
• Date To – End date of the rate sheet.
• Increase by – Enter a price increase of all rates if required. Select from the drop down list to select either a percentage increase or an increase of a price per hour.
• Preserve Pay Codes – Tick to carry over pay codes to the duplicate rate sheet.
• Preserve Rate Bands – Tick to carry over any rate bandings to the duplicate rate sheet. Note that it will not carry over custom rate bands.
• Preserve overriding public holidays – Tick to carry on the overriding public holiday list to the duplicate rate sheet

In this way you can end a current rate sheet on a specific day and start a new one the day after with a new pricing structure.

Overriding Public Holidays

Enter weightings for public holidays for this rate sheet. See below.

Note: You can show a list of rate sheets which have overriding public holidays configured on them by ticking the With PH option.

 

Public Holidays

Public holidays can be entered into the system and can be weighted or given a designated rate.

Global Public Holidays**

To weight public holidays, click on the Default Public Holidays button in the left hand column (above new rate sheet). Enter in the bank holiday dates and the weights that apply for both charge and pay. This section is the global public holidays to be used for ALL non-travel rate sheets unlessyou have fixed a rate or have set up the public holiday weighting on the actual rate sheet itself.

Add – Click to add a new public holiday.

Holiday Date – Select a date using the calendar.

Time from – Start time of the public holiday.

Time to – End time of the public holiday.

Charge Weight – The weight applied to the normal amount charged. Pay Weight – The weight applied to the normal amount paid.

Click Save Changes.

**Note: The Global public holiday list does not apply to the travel rate sheets.

Rate Sheet Overriding Public Holidays

To set a public holiday for a rate sheet click the Overriding Public Holidays button on the right of the screen in the rate sheet section.

Enter the date as for default (global) public holidays.

Note: This weighting will override the global (default) rates and applies to this rate sheet only. If there is at least one entry in the rate sheet public holiday list then the default public holiday list will be ignored.

Note: You can show a list of rate sheets which have overriding public holidays configured on them by ticking the With PH option.

To set a specific rate for a product on a public holiday on a rate sheet you will need to tick the PH option on the rate sheet against a product description and enter a value in the Rate £/hr and/or Min £ column. You will still need to enter in the public holiday dates but the fixed rate will override both the default and overriding Rate sheet public holiday weightings.

Further information

Weighted holidays: To have your public holiday rates weighted you would need to leave the PH option on the rate sheet unticked. The base rate will be picked up against the product name, on the day it was done and then checked to see if it is a Public Holiday and then the weights would be applied.

Fixed rate holidays: To have a public holiday at a designated rate, you would need to tick the PH option against the product in the rate sheet and set a rate accordingly with a ‘time from’ and a ‘time to’. The system will still reference the relevant list of public holiday dates but would apply this designated rate instead of weighting the rates.

Shifts

Click the Shifts button to set up shifts. These provide a quick way to enter a ‘from’ and ‘to’ time when adding new staff availability or client requirements.

• Add – Click to add a new shift.
• Shift Name – A suitable name for the shift.
• Time From – The start time of the shift.
• Time To – The end time of the shift.

Click Save Changes.

Roster Types

Roster types are defined through Setup and going to Roster Types. This option in setup is only available when this functionality is turned on in the system area of setup. There are four types of roster entry that can be customised;

• Booking – A requirement showing on the staff member’s roster.
• Requirement – A requirement showing on the client’s roster.
• Availability – Staff availability for work showing on the Staff member’s roster. Group Event – An event type requirement for a client Group.

 

 

The default colour option for each can be specified for all roster types if required by ticking the Default box. This scheme is used unless otherwise specified.

Click Add to add a new roster colour type. Choose a suitable colour.

Click Save Changes.

Schedules

Schedules are used with the travel module (when purchased) and are a mechanism to define the start and end time of the working day for a staff member. Within the travel module these schedules provide a way to add or subtract mileage or time for specific journeys. Each staff member can have several schedules set up to allow the use of different schedules for different timesheets. These are configured through setup. Refer to the travel guide for more details on the use of schedules.

Adding a New Schedule

Go to Setup and select Schedules from the ‘Choose Option’ drop down list.

Click the New Schedules button. Enter the Schedule Name.

• Time From – start time of the schedule. Time To – End time of the schedule.
• Date From – Start date of the schedule.
• Date To – End date of the schedule.
• Period – The frequency of the schedule.
• Daily – Schedule repeating every n days.
• Occurs Every – Enter the number of days between each occurrence of the schedule.
• Weekly – Schedule repeating every n weeks on specified days.
• Occurs Every – Enter the number of weeks between each occurrence of the schedule.
• Week Day – Tick the days of the week to apply the schedule to.
• Monthly – Schedule repeating every n months on a specific day of the month. Occurs Every – Enter the number of months between each occurrence of the schedule.
• Day of the Month – Enter the day number of the month to apply the schedule to.
• Annually – Schedule repeating every n years on a specific day of the month and in specified months.
• Occurs Every – Enter the number of years between each occurrence of the schedule.
• Day of the Month – Enter the day number of the month to apply the schedule to. Month of the Year – Tick the months of the year to apply the schedule to.

Click Save to save the schedule.

System

Go to Setup and select System from the ‘Choose Options’ drop down list.

There are four options available under System.

• General – General system setup options.
• Travel Time/Expense – Settings for travel expenses and times.
• Timesheet Generation – Settings for timesheet generation.

General

Settings under General are grouped together under tabs.

Timesheet

• Show Timesheet Reference Column – Allow a column showing the reference number, which can be input on a timesheet.
• Override Timesheet Reference with Staff Contract – Allow the staff contract to be shown on timesheets – where the timesheet reference would normally be shown. Note that the timesheet reference column needs to be enabled first.
• Allow Timesheet editing after … – Allow timesheet editing following invoicing, payroll, proforma and credit note functions.
• Highlight Timesheets when Invoiced AND Payrolled – Tick to highlight the timesheets in yellow that have been both invoiced and payrolled.
• Use seconds with Timesheet Real Times – Tick to record and use check in and out (real) times to the second when using Time and Attendance. Note that payroll and invoice reports/exports may need to be customised to show seconds. Show Timesheet Expense Column – Tick to show the expense column in timesheet lists. This shows the pay amount of any expenses added to the timesheet.
• Enable Timesheet Verification Options – Tick to allow enable the option to determine which staff can verify timesheets for payroll or invoice or both.
• Saving a booking automatically creates or updates a timesheet – option to allow update of timesheets when a booking in the past is changed
• Search Options
• Use Staff areas on booking search – Include staff area preferences when searching for available staff.
• Search Staff/Suppliers by default – Tick to search for staff/suppliers as default for bookings.
• Ignore Staff Availability (Staff always available) – Allow staff to be available all the time and override the roster hours.
• Use Days/Month on requirement search – Tick to display the days per month the staff member has worked as opposed to the hours per week.
• Use Client Features on booking search – Include client features in the search criteria.
• Booking search to ignore breaks for every week – Ignore breaks when searching for Staff to book.
• Include Travel in Rostered Hours – Show the travel time in the roster.
• Allow Service Plan Preference Order – Allow a preference order to be applied to available staff for a service Plan.
• Allow Staff Breaks from Staff Booking Search – Tick to allow a break to be added into a staff member’s availability (roster) when booking for a requirement.
• Strict Search by Default – Tick to tick the strict search box when booking Staff.
• Transfer Calculated Travel Time to the Roster – Enable by default the transfer of calculated travel time to the Staff roster when booking from the Staff roster.

Client/Staff Roster

• Enable Roster Types – Allow colour customisation of the roster.
• Show in Find Available Staff window – Show the roster types when booking Staff from the Client roster.
• Show Group bookings on Client roster – Show Client Group bookings on the Client’s roster.
• Show Order Reference On Client Rosters – Show the order reference for the booking on the roster.
• Show individual client bookings on Group roster – Show Client bookings on the Client Group’s roster.
• Allow Clashing staff bookings option – Allow the option for staff to be booked out two visits at the same time.
• New Staff bookings are unconfirmed – Staff bookings default to unconfirmed.
• Lock Service Plan on use – Once the service plan has been applied to roster disable editing of the service plan.
• Allocate number of staff required to each day when initially creating requirements – allows the user to define the number of staff on a requirement by day of the week

Notification Preferences

• Note: SMS based functions are available to subscribers to the SMS service only.
• Send Reports and Exports as an encrypted ZIP file – Send report/exports as a ZIP file with a password which then require that password to be entered for unzipping. This requires that the recipient has a suitable unzipping program on their computer such as 7zip
• SMS Sender – Enter the text to display as the SMS Sender of the text.
• Additional Text for automatic notifications – Add any extra text by way of additional instructions to be included in the SMS text for the recipient. This is included in the total SMS character count for the SMS message.
• Notify Client/Staff by – Tick to choose which method of notifications you require for clients and staff. Choose from SMs, Email and Bee messaging. Notify User – Tick to notify users by Email.
• Message Enquiries Settings – Set the default time for expiry of a booking enquiry.

Date/Time

Shows information about the system start and end dates.

Note: It is recommended that a request to extend your system end date is made to the Webroster customer support team approximately three months before it is due to expire

This will give a greater chance of the correct data being carried forward during the process. Carrying out the system end date extension process closer to the end date means there is a smaller amount of data to sample in order to work out what data need to be carried over, and hence the process may be less accurate.

 

• Week Commencing – Select the starting week day of the working week.
• Default Roster Mode for New, Edit and Book – Set the default mode for new requirements, also offered when editing or booking roster requirements.
• This week only – means that staff availability, client requirements and staff bookings will be entered onto the roster only for the week that you are working on.
• This week Onwards – means that staff availability, client requirements and staff bookings will be entered onto the roster every week from the week that you are working on.
• Auto Select is used with the way a requirement and availability have been entered/edited on the rosters, and will automatically use the settings that have been stored in the system database.
• Default Service Plan Tolerance – This allows you to set a tolerance for any requirements/bookings that have been placed on the roster through the service plan. Time changes can be made by the user only within the set tolerance limit for example if the tolerance was set to 15 (minutes) then the requirements/bookings can be changed up to 15mins earlier or later than the original start time but not outside of that. Where -1 is displayed, this means that the tolerance has not been set.
• Enable DST Adjustments – tick the box to enable daylight saving time adjustments. The calendars are not active unless this has been ticked.

Enter the Start Date* and End Date* and Start Time* and End Time* to record the correct date and time daylight saving will occur. This will allow for accurate invoicing and payroll generations at the time that we lose or gain an hour during the year.

* Note: These dates and times need to be entered manually each year.

Note: When daylight saving time, adjustments are enabled. When the clocks go forward any overnight bookings that cross the time that the clocks change will have a 1-hour break recorded for that booking so as not to add an hour. When the clocks go back similarly an hour is effectively added in order to account for the lost hour.

 

Misc

• Hide Inactive … – Tick to hide staff contracts, client orders and service plans that are no longer active.
• Use Enhanced Navigation – Tick to remember the previous tab when moving away from customer/client/staff/supplier details. Untick to always start in the details tab.
• Enable Sticky Menu – Tick to make the tabs under client, staff, supplier ‘sticky’ and always remain visible. For example, the details tab etc.
• Don’t link customer address with Client – Do not link the addresses together when creating a customer from a client. Note that ticking this will not remove any existing links between customers and clients.
• Use Staff Holiday Breaks for Absence – Tick to subtract any holiday type breaks from the holiday entitlement for that staff member.
• Create Service Plan after transferring Sales to Client/Order – Create a service plan automatically when a sales quote is approved and a client order created.
• Alert the User when creating overnight Requirements/Bookings/Timesheets – Alert the user to confirm that they want to create an overnight requirement, booking or timesheet.
• Alert the User when creating overnight Requirements/Bookings/Timesheets – Enables a warning message if an overnight activity is created.
• Uploading pictures for clients or staff requires consent – requires the user to confirm that there is permission to use the picture.
• Enable Branches – Tick to enable the branch functions on the database.
• Please select the declined reason to use for email responses to enquiries – choose a standard reason from the declines reasons list.
• Licence Limit Login Policy
• Silently Prevent New Login – does not allow login and there is no warning
• Advise and Prevent New Login – does not allow login but warns
• Warned Logout of Oldest Login – warns that oldest login will be logged out
• Automatic Logout of Oldest Login – logs out oldest login without warning
• Default Print Destination – Choose the print destination offered when printing reports to the screen to be interactive web page or PDF direct.

 

Outcomes

• Disable Outcomes Functionality – Tick this option to disable the outcomes function of Webroster.net.
• Inactive Clients, Staff & Suppliers – Inactive generally means that a client or staff do not have a working order/contract. To sort all the ‘inactive’ clients and staff, you can tick the options to …
• Sort to the bottom of the list – Show inactive entries after all active entries.
• Highlight with a different style – Show inactive entries in orange and italics. Hide Inactive Client/Staff/Supplier – Do not show inactive entries.
• Hide Inactive Members in Client Groups – Do not show list of inactive clients
• Staff Expenses Module
• Enable Staff Expenses Module – Tick to enable the staff expenses module
• Auto Verify Invoices and Payroll – if expenses are within tolerance

Staff Portal

Limit the number of days ahead that staff can view on their portal roster? – set a limit to the number of days ahead a staff user can see on the roster in the staff portal.

AWR

Enable AWR functionality – Tick to enable Agency Worker Regulation (AWR) functionality. This enables the System Setup option ‘Agency Worker Regulation’ from the main drop-down list and also enables the hirers tab in the staff details.

A saved search needs to be specified also to enable this function.

Refer to the AWR guide for information on how to set up Webroster.net to work with AWR.

Travel Time/Expenses

Click the Travel Time / Expenses button.

Travel Time Defaults

There is a separate travel rate sheet which will calculate pay and charge for travel time. Expense Indicator: – This is used from the system expenses. Where Travel has been used for charge and/or payment, the gross payroll/ summary/invoice and summary could identify and separate out any calculations for travel/travel time on the reports upon customers’ request.

Default travel time between locations – You can set-up a default travel time to be added to all new bookings. This can be over-written on the roster where needed. Default new staff/supplier contracts to include Travel Time in Roster Hours – If you tick the box, you will automatically set all new staff contracts to include travel time in their roster hours. If left blank, you allow the user to select which staff contracts should show Travel Time in their rostered hours.

 

Travel Expenses Defaults

Travel Expenses – This is used with the travel module when added to Webroster.net. It references the expense type to be used for calculations of travel expenses. Select the expense type from the drop down list for charging customers and paying staff.

Common Defaults

In some industries, staff can return home in between bookings and with this in mind, you can select (in minutes) how much time would be considered between bookings for staff to go home. This works in conjunction with the ‘Calculate travel from …’ options.

Remove All Travel Time & Mileage Expenses – overwrites all existing travel based expenses (not travel time) when running travel.

Remove Travel Time overwrites travel time (not expenses)

Select the Route Calculation Method as either fastest or shortest.

Default Schedules

Schedules are used by the travel module when calculating travel expenses. Schedules are used to record the start and end of the working day as well as the pattern of days.

Tick the schedules to offer in the default list.

Click Save Changes.

Timesheet Generator

Go to Setup then select System from the ‘Choose Option’ drop down list. Click on the Timesheet Generator button.

PLEASE READ THE INSTRUCTIONS ON THE SCREEN CAREFULLY.

If you intend to use the automatic timesheet generator, then you will need to tick the ‘Automatically generate timesheets ‘option. There is a further option to generate timesheets from cancellations to provide invoicing for cost due following cancellations.

Manual Timesheet Generation.

Select the Start Date and End Date for the timesheet for manual generation.

Remove existing timesheets – Tick to remove all existing timesheets in the date range before generating new ones.

Verify generated timesheets – Tick to verify the newly generated timesheets for invoicing and/or payroll.

 

 

If you intend to use both the automatic and manual timesheet generator, please be aware that if you tick the option to remove existing timesheets all timesheet entries whether generated automatically from the bookings or manually entered by your users will be removed. Timesheets will be regenerated from bookings in the roster.

If you intend to use the manual timesheet generator only, you will need to untick the ‘Automatically generate timesheet’s option. All changes, additions and deletions of bookings will have to be entered onto the roster screens of each client or staff member.

When ready to generate manual timesheets do not enter new bookings during that time.

Click the Generate button to generate timesheets with these options set.

Note: The manual timesheet generator is only accessible for users with their access group set to Admin. The manual timesheet generator runs for all areas irrespective of the areas the user can view.

Tasks

Tasks are an instruction to the staff, informing them of what they need to do whilst with a client. For example a staff member has been booked to a visit and could be expected to also provide a cleaning function, do some gardening or cook a meal during that visit.

Go to Setup and select Tasks from the ‘Choose Option’ drop down list.

Add – Click to add a new task.

 

• Task Name – A suitable name for the task.
• Task Description – A description of the items to be completed as part of the task.
• Critical – identifies if the task is critical for monitoring on the dashboard and alert manager
• Task Scores – scores for the task if it is an outcome task

Click Save Changes.

 

Terminologies

You can change terms within Webroster.net to replace them with your own terminology. For example, you may want to change client to be service user, or staff to be guard.

To change these labels go to Setup then choose Terminologies from the drop down list.

Add – Add a new terminology.

You can then change the original terminology to be one of your choice by adding them to the matrix. This changes that term throughout Webroster.net where it is possible to do so.

Terms must be a minimum of five characters and a maximum of twenty characters. They may only contain letters and spaces. Additionally, you can only configure a total of fifteen entries in the terminologies matrix.

Users

The purpose of users is to define who has access to your Webroster.net database by providing a user ID and password with full or limited access to selected sections via allocation of groups and geographical areas. Any changes only take effect when the user next logs in.

Go to Setup and select Users from the ‘Choose Options’ drop-down list.

As standard practice the Webroster.net system is always supplied with one admin level user called User1. Note: User1 is supplied with full Admin access rights to the software. It is strongly recommended that the password is changed immediately on first use.

A list of users is visible on the left. You can select the types of users to see in the list and whether to see Active, Inactive or both.

The user options are grouped under tabs for ease of configuration.

 

New User

New User – Click to add a new user.

There are five tabs containing the user options. Configure tick boxes for options as required.

User Options

There are four types of user.

1. Standard – Full use of the software with any limitations imposed by the administrator.
2. Client – A client user with access to their own record only. Requires the client portal module.
3. Staff – A staff user with access to their own record only. Requires the staff portal module.
4. Supplier – A supplier with access to their own record only. Requires the supplier portal module.

 

• User Type – as above
• User Name – Enter a username for the user. The user name can only contain alphanumeric characters (A-Z and 0-9), and can also contain hyphens (–), underscores (_) or full stops (.) only. Characters other than these will cause an error.
• Full Name – Enter a full name for the user.
• Password – Enter an initial password for the user.
• Confirm password – Re-enter the initial password for the user.
• Email address – Email address of the user.
• Mobile – a mobile phone number for the user.
• Access Group – Allocate them to a user group selected from the drop-down list.
• Licence Type – Super user licence, Administrator licence or Read-only licence

Adding a Staff or Client User.

When you select either staff or client user type from the user drop down list you will be presented with a blank screen where you will need to search for the client or staff name. To search for all, then just leave the % sign in both the first and last name section and click Find.

Click on the name of the client or staff name to highlight it in blue and click Select. Mobile SOS Settings – Configuration for the SOS function with Bee. Note only applicable for Staff Users.

User Account Options

• Force password change at next login – Tick this to force the user to change the generic password upon their next login.
• User cannot change password – Tick to disable the user from changing their own password
• Password never expires – Tick to make the password so it never prompts for a change.
• Auto disabled – Ticked if too many login attempts are made using the wrong password
• Admin disabled – Tick to disable a user’s login.
• Ignore IP Addresses while logging in – Tick to bypass the IP address access restriction. Only applicable to Standard type users.
• Expire the user’s account on … – set a date and time to Admin disable the user account automatically
• Cancel Deactivation – remove the date and time to Admin disable a user automatically

User Booking Options

• User can create clashing bookings – You can give control to certain system users so that they may or may not be allowed to create a clashing booking. To give access, just tick the box.
• User can override booking time tolerance – You can give control to certain system users where access to the service plan has been given and you may or may not want them to override the tolerance of the booking. To give access, just tick the box.
• User cannot change booking duration – You can stop the user from reducing/increasing booking durations on the client/staff rosters. They will be able to edit the booking times but the duration of that booking will be fixed. To do this, just tick the box.
• User cannot ‘Verify All’ timesheets – You can stop the user from having access to the ‘verify all’ button on the staff and client timesheet screen. You would then be forcing the user to individually verify each timesheet entry. To do this, just tick the box.
• User cannot ‘Confirm All’ bookings – You can stop the user from having access to the ‘confirm all’ button on the staff unconfirmed bookings screen.
• User can delete clashing bookings – the user is permitted to delete clashing bookings

Access Areas

• Select Branches – Tick the boxes to add the user to selected branches
• Select Areas – Tick the boxes to add the user to selected areas.

Note: Access areas do not apply to client or staff logins as they will only see their own record in Webroster.net. Sentinel and SMS options are not available for Staff and Client users.

User System Permissions

• Sentinel Access – Tick the options to receive email/SMS alerts and override the email times and recorded real times. Available only if you have purchased the time and attendance module.
• Notified on new online candidate – This enables the user to receive notifications when prospective staff apply using the online application function.
• Allow SMS Sending – This enables the user to send SMS messages using Webroster.net. Only available if you have signed up to our SMS service.
• Allow Bee message and enquiry sending – Allow the user to send messages and booking enquiries to staff using Bee.
• User can approve sale orders – You can enable the user to approve sales quotes.
• Prevent user from changing delivery email address for reports and exports – Tick if you wish to prevent the user from changing the destination email for reports and exports.
• User can access Timesheet Extract – Enables the user access to generate the timesheet data extract within the global section.
• User cannot view Timesheet Verification History – Disable the user from viewing the timesheet verification history. This requires the History module to be enabled
• Verify Timesheets for Invoice – Disable the user from verify timesheet for invoicing
• Verify Timesheets for Payroll – Disable the user from verify timesheet for payroll
• User can override holiday break pay – You can enable the user to enter break pay.
• User can access Private Extras – Enable the user to be able to view all private extras.
• User can access Private Staff Extras – the user can view private staff extras
• User can access Private Client Extras – the user can view private client extras
• User can access Private Client Group Extras – the user can view private client group extras
• Disable Roster quick link icons – Tick to disable the use of the quick link icons on the roster for this user – Note only applicable for Staff type users.
• User can change Service Plan end date – tick to allow the user to change the service plan end date (if restriction exists in the External Provider module)
• Supervisor Type – Tick if you wish to enable the user as a Non-Primary and/or Primary Supervisor. Note you must first tick supervisor, then save and then choose non-primary or primary.
• Access to Modules – If purchased allows the user access additional Webroster.net modules. For example access for document management, Pocketroster, the history buttons (if the history module has been purchased), the staff portal and Bee.

 

Click Save Changes.

Note: If you enable a user to have Sentinel access then that user’s Webroster.net session will not time out with the 20-minute timer when idle – but will overnight be logged out during the database clean up processes. This may be considered a security concern. However, if a non-sentinel enabled user closes the browser window without logging off then the 20-minute session timeout will be initiated meaning that the user licence will be freed up after 20 minutes. Logging off correctly always frees the user licence immediately.

 

Access Periods

Access Periods – Tick the boxes to add one or more access periods to restrict when that user can access Webroster.net. This is only applicable to standard type Users

Note: User1 cannot be allocated access periods. However, user1 access does get restricted when IP addresses restrictions have been configured.

Supervisors

To add supervisor enables users to all staff in the corresponding area go to Setup then choose Users from the drop-down list.

Click the Supervisors button.

You then get a list of users to add. Tick which user(s) to add as primary and/or nonprimary users and click Assign.

You can use a saved search to produce a list of users to add as supervisors. Note: Only users that do not have % as an area in their setup can be added in this way.

Click Unassigned to remove the selected users from the corresponding staff members.

Note: Adding users as supervisors on a staff contract could prevent other users from seeing that staff member at all.

Licence Management

These are the central licence management pages for users. They provide an overview of standard and staff/Bee users and allow the licence type to be changed for standard users and the Bee licence to be added or removed from staff users.

Licence Management

Users with standard licences types can be viewed and the licence type changed

Show Licence Type – Tick the boxes to show the users who have the type in the list below.

Filter by Staff Name – key all or part of the staff name with % to view a smaller selection of staff. Click on Search

Show Disabled – Include disabled staff logins in the list

Click on the edit symbol   to change a user’s licence type.

Click on the Save symbol   .

Bee Licence Management

Users with staff licences types can be viewed and access to the Bee module updated.

Filter by Staff Name – key all or part of the staff name with % as a wildcard to view a smaller selection of staff. Click on Search

1. Show Licenced – Include staff users with the Bee module ticked
2. Show Unlicenced – Include staff users with the Bee module unticked

Click on the edit symbol   to tick/untick a staff user’s Bee module access.

Click on the Save symbol   .

Web Services

Web Services are used as a means of interfacing with other systems. When they are enabled, they generate a key which is user for interfacing to the correct Webroster.net database. An example of an interface using Web Services is the one with the PASS system.

Enable Web Services – tick to start Web Services and generate a Private API Key. Do not share your Private API Key. If you believe your key is being used without your permission, click the Regenerate Key button. Please note, regenerating the key will invalidate any existing keys and any software using the old key will not work.