The Web Xpress Administrator Guide will instruct you on how to setup and configure Web Xpress.




Web Xpress 4.0.8
Administrator Guide
(For eTime Xpress Versions 7.008.000 and above)






Table of Contents
Overview
1. Login to Web Xpress Administration Control Panel
2. Change Default Administrator Information
3. Set System Preferences
4. Create Employee Web Access Accounts
5. Understanding Web Xpress Security
5.1. Security Levels
5.2. Module Rights
5.3. Access Rights
6. Web Xpress Schedule Publishing and Self-Scheduling Setup
6.1. Access Rights Required
6.2. Module Rights
6.3. eTime Xpress Shift Publishing Settings
6.4. eTime Xpress Self-Scheduling Settings
7. Web Xpress Time Sheet Setup
7.1. Access Rights Required
7.2. Module Rights
7.3. eTime Xpress Application Settings Required
7.4. Creating custom Time Sheet Status types
7.5. Viewing Time Sheet Records in eTime Xpress
8. Web Xpress Volunteer Setup
8.1. Access Rights Required
8.2. Module Rights
8.3. eTime Xpress Application Settings Required
8.4. Creating custom Volunteer types
8.5. Viewing Volunteer Records in eTime Xpress
9. Web Xpress Time Off Setup
9.1. Access Rights Required
9.2. Module Rights
9.3. Creating custom Time Off types and statuses
9.4. Viewing Time Off Requests in eTime Xpress
10. Web Xpress Contact Management Setup
10.1. Access Rights Required
10.2. Module Rights
11. Web Xpress Time Clock
11.1 eTime Xpress Application Settings Required

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Overview

This reference guide will help you configure the various features available in Web Xpress. There are a number of options available – you are only required to configure those features you need.
The Web Xpress product will require some initial setup prior to your Employees logging into the system. This guide will walk you through this initial setup and also explain how to use the various security features.

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1. Login to Web Xpress Administration Control Panel

To access the Web Xpress System Administration Control Panel, go to https://webx.celayix.com/ and enter your Administrator login credentials. The Client ID can be found in your Welcome email and by default your username and password are both 'admin'.
Client ID: [Admin Client ID]
Username: admin
Password: admin
Note: Both administrator and employee access is managed via the same login page at https://webx.celayix.com/. The Client ID you enter determines whether you will be directed to the System Administration Area (enter Admin Client ID) or Employee Self-Service Area (enter Employee Client ID).
Once you have successfully logged into Web Xpress using the Admin Client ID, you will see the System Administration Control Panel, as shown below. The System Administration Control Panel manages employee web access and product features of Web Xpress.
If you are unable to login, please verify that you have entered the correct administrator credentials or contact Celayix Support.


Web Xpress System Administration Control Panel

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2. Change Default Administrator Information

From the Administrator Control Panel, click on Administrator Security, select the 'admin,admin' user from the selection box and click modify. Update the first name, last name, email and password. Your

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email address will only be used for purposes of retrieving Password information when using the Forgot Password utility found on the Web Xpress login page.
The default administrator password should be changed immediately. The password should be easy for you to remember but difficult for others to guess.
At this time, you may also create additional Administrator Access accounts if other individuals will also be administering Web Xpress. You may limit administrator access to specific branches or grant administrators 'System Admin Rights'. Administrators with 'System Admin Rights' have permission to create administrator accounts and have access to all branches.


Administration Web Access Screen

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3. Set System Preferences

From the Administrator Control Panel, click System Preferences. System Preferences allow you to:

• Customize Web Xpress with your own logo;
• Set a Session Timeout Rule
• Set a Password Attempts Rule

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4. Create Employee Web Access Accounts

System Preferences click on User Security, select the appropriate Company/Branch and click 'Add User'.
From the employee list, select the employee you want to create an employee web access account. Specify their login ID, password and supervisor rights. If the employee has an email address, you can specify their email address from the main user screen. Employee email address will only be used for purposes of retrieving Password information when using the Forgot Password utility found on the Web Xpress login page.

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5. Understanding Web Xpress Security

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5.1. Security Levels

Web Xpress employs a three level security architecture as follows:

Web Xpress security control both the features (Module Rights) and data (Access Rights) employees may access. Module Rights and Access Rights can be configured within each security level from the Administrator Control Panel - configure only the security levels you need.
(Note: User Security and Group Security features requires upgrade to Corporate Web Administration)

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5.2. Module Rights

Module Rights controls the specific features that can be accessed by employees via Web Xpress. By default, employees have access to all features. This requires that you turn-off or 'restrict' access to the features you do not want your employees to run by un-checking that feature.
Employee Module Rights = Global + User + Group Module Restrictions for the Employee
For example, to restrict an employee from the feature 'View schedule of others', you can un-check that feature from any one of Global, User or Group security level.
To setup Module Rights security, go to the applicable security level area (Global, User or Group Security), cursor over the Module Rights tab and select the module you wish to configure (see module setup below).

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5.3. Access Rights

Access Rights controls what data that can be viewed and entered by employees via Web Xpress. Access rights are cumulative across all security levels for each data type.
Data Type Access Rights = Global + User + Group Security Access Rights for the Employee
For example, Service access rights is comprised of all of the service types setup at the global, user and group security levels for a specific employee.
Access Rights Levels
When granting Access Rights, access may be further defined according to the following levels:

To setup Access Rights security, go to the applicable security level area (Global, User or Group Security), cursor over the Access Rights tab and select the data type you wish to configure (i.e. employee, service etc.).

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6. Web Xpress Schedule Publishing and Self-Scheduling Setup

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Web Xpress Schedule Publishing distributes employee schedules in real-time over the Internet. Employees can review work schedules and confirm shifts via the Celayix.net portal.

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6.1. Access Rights Required

Required Access Rights: Customer/Site and Service Access Rights
Optional Access Rights: Employee Access Rights
Before employees can review their schedules online, you must define which customer/sites and services they can view (Read or Read/Write).
To allow employees to view the schedules of their peers, you must also define which employees they can view (Read or Read/Write).

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6.2. Module Rights

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6.3. eTime Xpress Shift Publishing Settings

Celayix allows you to control when and how schedules will be published to your employees.
From the eTime Xpress main menu, click Visual Scheduler > File > Publish Schedule. The Schedule Publishing screen will appear - set your publish, confirm and unconfirm rules.
Schedule Publishing Screen

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6.4. eTime Xpress Self-Scheduling Settings

Celayix allows you to control how and when shifts can be self-scheduled. To configure Self-Scheduling Options, please review Self-Scheduling Shifts in the Scheduling Users Guide.

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7. Web Xpress Time Sheet Setup

Web Xpress Time Sheets allow employees to enter their timesheets on both scheduled and unscheduled shifts via the Celayix.net portal.

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7.1. Access Rights Required

Required Access Rights: Customer/Site, Service and Time Sheet Status Access Rights
Optional Access Rights: Employee Access Rights
Before employees can enter their schedules online, you must define which customer/sites, services and time sheet statuses they can create (Read/Write). You will notice that Time Sheet access rights have an additional access level called 'Read/Write (Status Change Only)'. This level allows employees to update the record status to a status where they have Write access. Generally, Read/Write (Status Change Only) is used where there is an authorization and online edit process for time sheets.
For example, the following is a typical Time Sheet access rights setup:

With this setup, the supervisor can request a change to correct an error while still restricting employees to creating time sheets records only with the Submitted status.
To allow supervisors to view the time sheets of others, you must also define which employees they have supervisor Read/Write access.

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7.2. Module Rights

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7.3. eTime Xpress Application Settings Required

Celayix allows you to control what dates your employee can create time sheet records.
From the eTime Xpress main menu, click on Time and Attendance > File > Time Entry Settings. The Time Entry Settings screen will appear - set your allowable time entry date range.
Time Entry Settings Screen

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7.4. Creating custom Time Sheet Status types

eTime Xpress provides the option to create custom Time Sheet Status types. Log into eTime Xpress as an administrator, click Configuration > Company/Branch > Branch Codes > Branch Time Sheet Status Codes. Enter your custom time sheet status codes as required.

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7.5. Viewing Time Sheet Records in eTime Xpress

From the eTime Xpress main menu, click on Time and Attendance > File > Import > Web Time Sheets - the Time Sheet screen will appear. You can view time sheets entered via Celayix.net and post time sheet information into eTime Xpress.

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8. Web Xpress Volunteer Setup

Web Xpress Volunteer feature allows employees to enter their availability to work shifts via the Celayix.net portal.

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8.1. Access Rights Required

Required Access Rights: Customer/Site, Service and Volunteer Type Access Rights
Optional Access Rights: Employee Access Rights
Before employees can enter their availability online, you must define which customer/sites, services and volunteer type they can enter (Read/Write).
To allow employees to view and/or enter the availability of their peers, you must also define which employees they can view (Read or Read/Write).

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8.2. Module Rights

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8.3. eTime Xpress Application Settings Required

Celayix allows you to control what dates your employee can create volunteer (availability) records.
From the eTime Xpress main menu, click Visual Scheduler > Tools > Volunteer Schedule > File > Volunteer Entry Settings - set your allowable volunteer entry date range.

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8.4. Creating custom Volunteer types

eTime Xpress provides the option to create custom Volunteer types. Log into eTime Xpress as an administrator, click Configuration > Codes Maintenance > Volunteer code. Enter your custom volunteer codes as required.

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8.5. Viewing Volunteer Records in eTime Xpress

From the eTime Xpress main menu, click on Scheduling > Tools > Volunteer Schedule – the Volunteer Schedule screen will appear. You can view volunteer/availability records entered via Celayix.net.

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9. Web Xpress Time Off Setup

Web Xpress Time Off feature allows employees to enter their time off requests via the Celayix.net portal.

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9.1. Access Rights Required

Required Access Rights: Time Off Type Access RightsOptional Access Rights: Employee Access Rights
Before employees can enter their time off requests online, you must define which time off types they can enter (Read/Write).
To allow employees to view and/or enter the time off requests of others, you must also define which employees they can view (Read or Read/Write).

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9.2. Module Rights

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9.3. Creating custom Time Off types and statuses

eTime Xpress provides the option to create custom Time Off types and statuses. Log into eTime Xpress as an administrator, click Configuration > Company/Branch > Branch Codes > Branch Time Off Codes. Enter your custom time off types and statuses as required.

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9.4. Viewing Time Off Requests in eTime Xpress

From the eTime Xpress main menu, click on Scheduling > Tools > Time Off Schedule > File > Import > Web Time Off – the Web Time Off Import screen will appear. You can view time off requests entered via Celayix.net and either reject or post time off requests to the time off schedule.

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10. Web Xpress Contact Management Setup

Web Xpress Contact Management feature allows employees to manage specified contact information (i.e. phone number, address etc.) with eTime Xpress via the Celayix.net portal.

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10.1. Access Rights Required

Not Applicable.

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10.2. Module Rights

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11. Web Xpress Time Clock

Web Xpress Time Clock provides a web interface to the check-in and check-out features available in Celayix's Voice Xpress product.

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11.1 eTime Xpress Application Settings Required

From the eTime Xpress main menu, click on Voice Xpress > File > eClock > Options > Web Clock. The eClock options should appear.
Web Clock Options

The main setup and configuration is done through the Voice Xpress administration area. Please review the eClock, ClockTrack and Alerts section found in the Voice Xpress Administrator Guide.