Security groups
You set up the details of an employee in the main area of employee management. You set up the name of their Team Xpress account in the Accounts section. And you select what the employee can do in Team Xpress by assigning them to a Security group in the Settings section.
You have two ways to configure the security groups. 1. In the employee profile, click the gear icon next to the name of the security group. 2. Click the gear icon at the left of the screen to go to the Settings area of Schedule Xpress. Then go to Employee, and then Security Groups. (You need administrative access to see the Settings icon.)
One or more security groups will be shown. The default group is always present. That is the group that employees will be added to unless you override it in their employee record.
There are five sections. Tap on a section name to bring that area into focus.
Records visibility and access
This section configures what employees can see or edit (as opposed to what they can do).
You set up the customers, sites, services and availability types that the employee has access to. Usually these are set to All. The employee only sees shifts that are included in that list. If you schedule them for a customer that is not included in the list, they will not see that shift on their view of the schedule in Team Xpress. There will still be a shift in their name, but they won’t be able to see it in Team Xpress.
It is uncommon not to use All, but it is a way of letting you add items into the schedule that you do not want them to be able to see. This also affects the entry of Time sheets and Availability records by the employee.
Shifts options and field visibility
This section configures the options related to Tasks, as well as selecting the fields that the employee sees when they look at their shifts in Team Xpress dashboard or schedule.
You configure the details that the employee will see in Dashboard and in Schedule. You can reorder them using the arrows.
Modules visibility and managing access
This section configures which Team Xpress functions are available to the employee. These functions are generally visible as options at the top or bottom of the Team Xpress screen. Self Scheduling, Availability, Time Off, Timesheets and Time cards are configured here.
Self scheduling and Availability
Employees may be permitted to claim Open shifts for themselves, and indicate to the scheduler their desire or ability to work.
Self scheduling allows the employee to select the shifts they want to work. The scheduler will post Open shifts and publish them for self-scheduling. Employees will see only the shifts that they are eligible to work based on being qualified for the job, not having time off, not incurring overtime, and other considerations. The employee does not see shifts that they are not eligible for or that have not been published by the scheduler.
Employees may be permitted to enter their availability. In general this allows the employee to indicate to the scheduler when they would like to work. The scheduler can take this into account when the select employees to fill shifts. When submitting their availability, optionally the employees can specify that they are making themselves available only for specific customers, sites and services. In practice these are rarely used; generally it is sufficient that the employee indicate that they can work.
Time off
Employees can be permitted to request time off, such as vacation, sick, and other categories as defined by the scheduler. Some time off types may require management approval, whereas others may not.
Description of Time Off
Description of Timesheets
Description of Time cards
e-Clock features
This section configures whether the employee is permitted to check-in and out of shifts, as well as whether the employee can check in even when they are not on the schedule. It controls timing parameters such as how early and late the employee can check in and out relative to the shift’s scheduled times, and rounding of the in and out times. This section controls whether the employee can record safety checks and breaks
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Group members
This section displays the employees who are in this security group. To add or remove employees from a group you go to the individual employee records and select a new group.
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FAQ and How-do-I?
Common questions
An employee has forgotten their Team Xpress password. How do I reset it?
Bla bla
How do I terminate an employee?
X
How do I rehire an employee?
X
I cannot add any more employees. What do I do?
X
How can I make a change to many employees at once?
X
Record access groups
Schedulers, managers and other staff need to be able to access employees, or select groups of employees. This is managed through Record access groups.