QUICK TIPS
Staff/Volunteer Tracking A to Z

SETUP PAY PERIODS AND TIME TYPES

1.      From the main menu, go to Organization Information/Standards. NOTE: In a multi-unit organization, Steps 1 through 8 must be done at the main office.

2.      Type your name and click I Understand

3.      Click on the Pay Periods tab.

4.      Set up the Pay Periods for your organization

a.       Click on the Auto-Create Pay Periods button

b.      Choose the Type of Pay Period, click OK

c.       Choose the Number of Periods to create, click OK

d.      Fill in the starting date of the first pay period and click OK

e.       Click OK again to create the pay periods

5.      Add any Time Types needed by clicking the Add New Time Type button

6.      Check each Time Type that would be counted towards overtime hours  

7.      Choose the Time Card rules you want. Choose between Actual Clock In/Out Times or Round In/Out Times to the nearest quarter hour

8.      Close out of Organization Information

ENTER STAFF/VOLUNTEERS INFORMATION

9.      From the main menu, click on Staff/Volunteers

a.       If you receive a message that reads, “x staff members do not have an employment record. Please correct this as soon as possible.” Click OK

b.      Click on the Employment History tab

c.       Click the Cleanup Missing Employment button at the bottom of the screen

d.      Fill in the Start Date and Position for all of your staff and volunteers. Note: Use the arrow buttons next to your staff persons name, on the top right of screen, to move between staff records.

10.  Click Add Staff/Volunteer at the bottom left and enter all information needed

a.       First and Last Name, Employment Start Date and Position are REQUIRED fields

b.      Turn on the checkmark if the person is a Volunteer

c.       Verify that staff member is not a duplicate by checking the ‘Choose from similar Names already on file’ box in the middle of the screen

d.      Click Continue button at bottom of screen

e.       Verify that the staff person is in a new Household, or select the Household you want to add to by checking the ‘Choose from other Households with this name’ box in the middle of the screen

f.        Click Continue with New Household button at bottom of screen

g.       Enter the new staff persons address, city, state, and zip, and click ok

h.       Employer and Occupation are usually used for Volunteers

i.         Deny Entry to Club is used if a person has been banned from entering your organization – if they try to check in the system will warn your front desk personnel that they are not allowed in the facility

j.        Payroll ID can be used in conjunction with your payroll system

k.      Membership # is NOT required and it is recommended that if you do use this field that you take advantage of the prefix box and enter S for Staff and V for Volunteer

l.         DOB, SSN, Gender, Ethnicity and Marital Status are all optional fields

11.  Turn on the check for Staff/Volunteer ID Card Needed if you are printing ID Cards in batches for your staff.

a.       Click the Staff/Volunteer ID Card button at the bottom of your screen

b.      Review the Help tools on the ID Card screen to print your cards for scanning

12.  OPTIONALLY fill in a message that will appear in the Quick Entry screen when a staff or volunteer check in or out

13.  Employment History tab – Optionally fill in any Interests, Comments, and their Next Review Date if applicable

a.       When a staff/volunteer is no longer with your organization give them an End Date here and they will not show up on the Find dropdowns and some reports if the Show Active Staff /Volunteers is checked at the top of the screen

b.      If you have seasonal staff then give them an End Date and when they come back give them a new Start Date and Position

14.  Picture/Fingerprint tab and optionally add a picture to the staff/volunteers record

15.  Time Card tab – this is where you will see the scans that have occurred after the Retrieve & Build Time Cards has been preformed – NOTE: time can be entered on this screen but it is recommended that staff and volunteers actually scan in and out in the Quick Entry section so the real arrival and departure times are recorded – see Print Time Cards section of this quick tip  below for instructions

16.  Group Memberships tab – staff can be in Groups which are first created in the Groups section from the Main Menu

17.  Facilitators tab – staff can be a facilitator for groups that are created in the Groups section

18.  Certifications tab – see Staff Certifications Quick Tip on this feature

19.  Custom Fields tab – staff may have Custom Fields which are created in Organization Information and then the answers are filled in on this tab

20.  Guidance tab – you can track behavior and accidents information on your staff just like the Members section

21.  Availability tab – see Staff Availability Quick Tip on this feature

22.  Misc tab – attach documents to each staff persons record such as birth certificates or reviews

SCHEDULING STAFF/VOLUNTEERS HOURS

23.  From the main menu, click on Activities

24.  Click on the Schedule Activities button at the bottom of your screen. A screen with several blank fields and pull-down menus will appear

25.  Verify that the Unit is the correct unit for the activity to be scheduled

26.  From the Activity pull-down menu, choose Staff/Volunteer Hours

27.  From the Location pull-down menu, choose a Location. If you don’t see your location listed, you can enter the data, and it will be added to the database

28.  Choose Attendance Method In/Out. NOTE: In/Out must be used for staff hours

29.  In the First Sched. Date field, choose the Date you want to begin your staff scanning

30.  For the Start Time, enter the earliest time staff can clock in

31.  For the End Time, enter the latest time staff can clock out

32.  Fill in a Comment if needed

33.  Select one of the three options

a.       Schedule Activity to occur once on a given day

b.      Repeat Activity Daily – choosing the days of the week the activity will occur and how many times or thru a date the activity will occur

c.       Repeat Activity Monthly – thru a month on a specific day of the month or on the specific day of the week

34.  Click on the Schedule Activity button at the bottom of your screen. You will be prompted to view your schedule for pre-set holidays if there are any. If the club is not open on these dates, click “No’” so you don’t schedule the activity on a holiday.  See Holidays tab in Organization Information to setup your holidays

35.  Click OK at the “Scheduling Completed!” message

36.  When finished scheduling activities, click on the Close button. You will now see your activity on the calendar for the days you scheduled it.

37.  If you want to print a copy of the calendar for your records, click on the “Print Hardcopy” button at the lower right-hand side of your screen, select to Print or Preview button at bottom of screen.

38.  Close out of Activity Calendar

SCANNING FOR STAFF/VOLUNTEERS HOURS

39.  From the main menu, click on Quick Entry.  Click Yes if the Date and Time are correct.

a.       Type in the Staff/Volunteers last, first name or

b.      Type in the Staff/Volunteers membership # or

c.       Scan the Staff/Volunteers ID Card

d.      When scanning is complete for the day, close out of Quick Entry          

NOTE: ALL STAFF MUST Scan IN and OUT in order for time cards to be produced.  Use the Quick Entry Hardcopy report to print a list of staff scans for a day or week to verify that everyone has scanned in and out

PRINTING TIME CARDS FOR STAFF/VOLUNTEERS

40.  From the main menu, click on the Staff/Volunteers button

41.  Click on the Time Card tab at the center top of your screen

42.  Select your Pay Period dates from the dropdown menus at top of screen

43.  Click on the Retrieve and Built Time Card button at the bottom of your screen. Note: Retrieve and Build brings all of your scanned information from Quick Entry into the Time Card section of the program. If you receive a message stating that “There are x records that have entry times but not exit times” please contact your administrator or call Vision Computer Programming for further instruction

44.  Choose All Staff/Volunteers, Staff/Volunteers for Unit or a Specific Staff/Volunteer

45.  Then choose how data will be deleted and replaced

a.       Delete ALL existing time card records – this removes everything on the time card screen for information coming in from Quick Entry scans

b.      Delete ALL records previously retrieved from Quick Entry scanning – this removes and replaces all Quick Entry scans

c.       Delete records previously retrieved from quick entry that have not been manually modified or adjusted

d.      Do NOT delete any time card records – this will duplicate the records on the time card screen if the Retrieve & Build has been performed in the same pay period

46.  Click on the Continue with Time Card Retrieve & Build button

47.  When Retrieve & Build is complete click on the Print Time Cards button

48.  Choose All Staff, Individual Staff or Specific positions

49.  Choose Staff and Volunteers, Staff Only or Volunteers Only – this is based on the Volunteer checkbox on the General Info tab

50.  Fill in an Employee Footer Message on the bottom of the screen – this is generally used to create a signature line and date so each person can sign their time card

51.  Choose to Show Time Type / Straight vs. Overtime Summary

a.       Fill in the # of hours that will be counted towards regular hours

52.  Choose whether to Page break the Time Cards per person

53.  Choose whether or not to Show the Social Security # on the card

54.  Preview and Print your time cards for the period 

NOTE: 
·        The Staff hours scanning and Time Cards work properly ONLY if you REQUIRE your staff to scan in and out every day.

·        A missed scan out will not show on the Time Card after performing the Retrieve & Build and that data will have to entered manually.

Vision Computer Programming Services, Inc.
685 Main Street, Suite C
Safety Harbor, FL 34695
(888) 425-6964
Email: email@visioncps.com 
Web Page: www.visioncps.com

Contents Copyright ©2010 Vision Computer Programming Services, Inc.