February 2019
Version 19-01-31

Overview

Team Xpress is a powerful tool from Celayix Software, providing your team members with a suite of tools including scheduling, communicating, and time & attendance. Team Xpress is accessible as a smartphone/tablet app or via a website URL.
Team Xpress permits employees to:
(a) Self-Schedule to open shifts;
(b) Submit Time Sheets;
(c) Submit details of their availability;
(d) Submit Time Off Requests;
(e) Clock in/out of shifts and breaks;
(f) Perform safety checks;
(g) Update their contact information;
(h) Use the Messenger to communicate with other employees and supervisors.
Geo-location functions can be enabled to track items (e) & (f) (subject to the availability of location services of sufficient accuracy). Furthermore, the app can be configured to prevent employees performing these functions outside a pre-defined geo-fence radius.
This user guide will detail all available options for Team Xpress. Some of these features may not be available in your instance due to licensing options or security restrictions.
The mobile app is available as a free download from the Google Play Store and the Apple iTunes App Store (search for 'Celayix'). The browser can be reached by going to: https://team-xpress.celayix.com

Log In for Employees

Open

• Enter Client ID (1), Username (2) and Password (3) in the respective fields and click on Login (4)

• Click on the image

  Open

  

  (5) to view what has been entered in the password field

• To save the user credentials, check the checkbox (6) Stay logged in

NB: This should only be checked on a personal device/pc

Changing the Language

• Click on the label English (7) to change the language

Forgot Password

• If the user has forgotten their password, click Forget your password? (8). Enter Client ID, Username and click Reset Password.

NB: If the user does not have an email setup in eTime this process will fail and the user will receive the following error message "Your email is not correct! Please contact your administrator at your company

Dashboard

• After logging in the user will be taken to the Dashboard and the Current Shift tab

1. No Missing Actions – this will display a shift that is between 30 minutes and 12 hours after Scheduled End Time where there is a Checked In time but no Checked Out time or Shift not Checked In at all

2. Current Shift – if the employee has a current shift, the details will be displayed when they login and the current date will display (3).

Options (4), (5) and (6) are displayed only when the employee has no current shift.
(7) No Upcoming Shift – displays an upcoming shift if it is within 12 hours of the current time. If there is a shift it will display as Upcoming Shifts
(8)This Toolbar allows the user to navigate to other sections within the app. This toolbar remains constant in the Mobile app and browser versions. The Modules visible will depend on what has been licensed by the customer.

Schedule Module

View Schedule

• Click on the Schedule icon (1)

• The first day will default to the current date and the next 8 days will be displayed

• Click on the desired shift to see the full details of the shift (2)

NB The fields displayed are defined in the Administration Module

View and Navigate the Schedule by Month

• It is possible to pull up the full month by clicking on the Month label (3) which will display the current month. The dot (orange in the browser and green in the mobile app) underneath the date indicates that the employee has a shift for that date.

• Clicking on the desired date will take you to that day. The user can return to the current day by clicking on the icon (4)

  which will display the number for the current date.

Actions Needed Tab

• This section will show any changes made to shifts you have been assigned to. The system will indicate to the user whether the changes are due to the shift being removed, added or changed.

• The number of actions, if there are any, will display on the label

• If there are no actions the label will display as 'No Actions needed'

• The employee can click on the individual shift to see the full details. If the shift has been updated, the change will be highlighted.

• These changes can be acknowledged by either clicking on the button Acknowledge All Changes or on an individual shift basis by using the slider as seen below

NB: Employees can receive an In App, SMS and/or an email notification informing them that there has been a change to one or more of their shifts if it has been set up in eTime Express. The delivery time/day for the notifications is set up in eTime Xpress.

Actions Needed - Confirming shifts

Also under the Actions Needed is the Confirm Shifts option.  It is here where you can acknowledge changes made to your shifts in bulk, and also confirm that you will work those changes, again, in bulk. To do this simply go to the Action needed button and click Confirm All.

Self-Scheduling

• The employee can assign themselves to open shifts, subject to applicable business rules.

Set Preferences

• There are number of preferences that a user can setup in the system for self-scheduling. For example, the start date can be set and the system can highlight particular shifts starting and ending at certain times on certain days. Click on the button Set Preferences to reach these options.

Availability

• Employees can submit details of their availability, which can then be applied when using the Availability Tool or Autofill Tool in the Visual Scheduler. Availability can be submitted for one or more days and can be submitted for a full or partial days

Midnight

If the availability crosses midnight, then include the date of the end of the availability. For example, to enter an availability for 8:00 pm on Dec 1st to 1:00 am on Dec 2nd, you will enter Dec 1st as the Start Date and Dec 2nd as the End Date.

Time off Requests

• The Time Off module allows the employee to submit Time off Requests, review the status of a request (example: pending, approved or declined), review a historical record of requests and also review the current accrued hours.

Check In/Out Functionality

• The current shift will be displayed when the employee logs in. The details (1) of the shift will be displayed and if the location is present a map (2) tab will also show. At the top there is a Check In button, Click on the

  icon and slide it to the right (This action can be repeated for Check-out). This will check the employee in and a new tab labelled Log (3) will display which will record the time of the check in (4) (All times for breaks, safety checks and check out times will be visible and logged here). The options Break Start (5), Perform safety check (6) and Check-out (7) will appear if these options are switched on as shown below.

GeoLocation

• When the geo-location coordinates have been set up for this location, a map will display. The phone's location services must be switched on and be of sufficient accuracy. Please check your phone settings. If you do not know how to do this, please consult your phone service provider or the phone manufacturer.

• Please note that it may take several minutes for the GPS to establish the correct location with sufficient accuracy. This is particularly true when the phone has not been used in that location previously.

• See below for an example of the employee checking in from the correct location with a phone with good location accuracy.

• The small black pointer marks the geo-location (1) of the selected shift. In other words, the physical point where the employee is expected to check-in. The green circle represents the geo-fence – this is the furthest distance from the location where the employee is permitted to check-in from.

• If necessary, use the zoom in (' + ') or zoom out (' - ') buttons to adjust the map displayed on the screen

• If the employee is out of range they will see the following message if they try to login

• By clicking on See Map the employee can see how far out of range they are.

Time sheets

Time Sheets

• The Time Sheets module allows employees to submit details of shift times worked. Click on the icon

My TimeCard

• My TimeCard module is also found under the TimeSheets icon

• The My TimeCard module provides an employee with a record of their hours based on punch data collected from multiple time collection sources. The employee can search for specific date ranges and the TimeCard will summarize the worked shifts and time off records for that period.

• The Shift has to be worked to appear in the TimeCards area

• The employee clicks on 'Correct' or 'InCorrect' to indicate whether they agree with the hours worked which is being displayed.

• The employee can select a shift record to display the details.

• Similarly, they can select a time off record to display those details.

Messenger

• Provides the ability for In-app chat between Employees and in the near future with Supervisors.

• Click on the icon

  and enter in the employee's name (1) you are looking for. Click on the name (2) and enter your message (3) and click on the icon

  (4) to send

• The recipient will see the following

  to indicate a new message has arrived. To read the message click on the above icon, click on the recent tab and select the name with the 1 next to it (5)

My Account

Profile

• This module allows an employee to view personal information such as address, phone number etc. If they are given the rights they can update this information

Preferences

• If the iCalendar functionality has been licensed this is where the employee can copy the URL which is required when setting up iCalendar on a phone or Microsoft outlook. For more information on this please refer to the iCalendar guide which can be found in the Customer Access area.

Shift Reminders Preferences

• The Team Xpress app gives you a reminder before each shift.The reminder is a message at the top of the screen. Note that the reminder is available in the mobile app, but not in the web version.

• You configure how early the reminder will be issued. E.g., 15 minutes before start, 30 minutes, 1 hour, 2 hours, 1 day, etc. Select Never to turn off reminders.

Update password

• This is where the employee can change their password. Enter the current password and the new password.

About

• Information about Team Xpress and your login.

Give Celayix Software Feedback

• If you have any suggestions on how to improve the product enter this information here.

• This feedback is only for software suggestions, not information intended for your employer or supervisor.