This page applies to R814 and earlier of Celayix. Users of R900 and higher, refer to the relevant guides in the Schedule Xpress section.

Voice Xpress Setup Guide
INTEGRATED TELEPHONY
Employee Scheduling and Time & Attendance Solution

Table of Contents
Overview
Additional documentation
Employees Calling Voice Xpress
Multiple languages
Spoken names
Authorized phone numbers
Error - Login with incorrect ID or password
Setting up Voice Xpress
Adding an employee
Terminating employees
Add Team Xpress accounts
Method 1: "one-button" in eTime Xpress
Method 2: manually in Web Xpress Administration
Deleting an employee's Team Xpress account
Team Xpress configuration
Configuration Options
Authorized check-in window
Authorized check-out window
Configuring Authorized "Registered" phone numbers
Troubleshooting

Overview

Employees can use a traditional telephone to check in and out of their shifts. This is especially useful to ensure that the check-in is being done from a known, authorized location by using a client's landline, or in situations where a smartphone mobile app cannot be used.
The new Voice Xpress released in 2017 provides advantages such as easier voice dialogs for the employee, shorter phone calls, and reduced cost per call.
This document describes how to configure Voice Xpress. It includes new steps needed, and also describes some dialogs and errors that may be encountered.

Additional documentation

These manuals may also be relevant.

• Voice Xpress Employee Guide (new Voice Xpress)
• Voice Xpress Administrator Guide (old Voice Xpress)
• Meal Break Exception User Guide

Employees Calling Voice Xpress

Employees access Voice Xpress by dialing a toll-free number and entering their numeric ID and password. The system prompts employees with context-sensitive options based on the employee's current shift status.

Multiple languages

Voice Xpress may be available in up to three languages: English, Spanish and French. The Administrator may contact Celayix Software to enable language choices. If so configured, the employee will be prompted to select a language at the start of each call.
Press 1 for English. Presione 2 para Español. Appuyez sur 3 pour le français.

Spoken names

Voice Xpress will speak the name of the employee as well as the name of the site where the shift is scheduled. Note that the text-to-speech engine may not pronounce all names and sites perfectly.

Authorized phone numbers

Voice Xpress can be configured so that calls must be made from authorized phone numbers. This is based on the Caller ID of the telephone making the call. See Configuring Authorized "Registered" phone numbers.

Error - Login with incorrect ID or password

If the employee enters their ID or password incorrectly, an error message will be issued. The employee can call back and try again. Note that the message is the same as when there is no Voice Xpress or Team Xpress account.
"Can't login to Voice Xpress. There is no web account for the employee. Please contact your administrator. Goodbye."

Setting up Voice Xpress

Compared to the previous version of Voice Xpress, there is one extra step required when on-boarding a new employee. A Team Xpress account is now required for each employee. Setting up the account is easy. If you already use Web Xpress or Team Xpress then you may already be doing these steps.

Adding an employee

When a new employee is added to the system, these are the three steps required in eTime Xpress. The first two are the same as before. The third step is new.

1. Add new employee in the Employees area
2. Add the employee in the Voice Xpress area
3. Add a Team Xpress account for the employee (new step)

Terminating employees

There is one extra step required when terminating an employee: the Team Xpress account must be removed. The first two steps are the same as before. The third step is new.

1. Set the employee status to Void in the Employees area
2. Archive the employee in the Employee area
3. Delete the employee's Team Xpress account (new step)

Add Team Xpress accounts

After the employee has been added as usual, a Team Xpress Account must be created. There are two ways to do this.

Method 1: "one-button" in eTime Xpress

The easier option is to create new employee accounts in bulk. In eTime Xpress, go to the Configuration menu and select Custom Program. Then select Create Team Xpress accounts. Enter the Web Xpress Administration username and password. (Because this tool has the same effect as logging in to the Web Xpress administration web pages and then creating the employee accounts yourself, you must provide the same username and password credentials as you would use to access the administration web pages. This is likely not the same as when starting the eTime Xpress program.) Then you supply the password that will be applied to the Team Xpress accounts that are created. The same password will be applied to all the new accounts.

The new Team Xpress account name will have either of two formats, depending on how your system was configured. Contact Celayix to configure which option is used.

• Employee short name
• Last name + Employee ID

A Team Xpress account will be created for any Active employee who does not already have one. The list of accounts will be shown in the window.

Method 2: manually in Web Xpress Administration

1. Log in to Web Xpress Administration
   1. Go to http://webx.celayix.com
   2. Client ID: xxxADM
   3. Username: <administrative-user>
   4. Password: <administrative-password>
2. Select the second button on the right, labeled User Security
3. Select the branch, if there are multiple branches
4. Press Add User
5. Locate the new employee in the drop-down list.
6. Enter a Login ID and Password.

Deleting an employee's Team Xpress account

After the employee has been terminated and the employee set as Inactive or Void, then the Team Xpress account must be removed. This requires logging in to Web Xpress administration web pages. Locate the employee, and delete the Team Xpress account.

Team Xpress configuration

Access must be granted to all customers, sites and services.
In Web Xpress Administration, select the second button on the left, labeled Global Access Defaults.
Highlight the Access Rights tab and the Customer/Site sub-tab. Highlight All Customers and Sites on the left, and then press either the Add buttons to move it to the right. Press Save Changes.

Highlight the Access Rights tab and the Services sub-tab. Highlight All Services on the left, and then press either of the Add buttons to move it to the right. Press Save Changes.
Repeat for all branches.

Configuration Options

Authorized check-in window

A shift may be checked in during a configured window before and after the shift's scheduled start time. This is configured in the Voice Xpress / eClock module of eTime.
From the File menu choose eClock, then Options, then General. The example shown below permits a check in from 30 minutes before the scheduled start to 1 hour after the scheduled start. A Check In outside of this period will be treated as if there was no shift to check into, and will fall in the Uncheduled Check-In operation.

Authorized check-out window

A shift may be checked out during a configured window before and after the shift's scheduled end time. This is configured in the Voice Xpress / eClock module of eTime. It is optional.
From the File menu choose eClock, then Options, then General. The example shown below permits a check out from 5 minutes before the scheduled end to 4 hours after the scheduled end. A Check Out outside of this period will not be possible using Voice Xpress. A supervisor will have to check the employee out.

Configuring Authorized "Registered" phone numbers

Voice Xpress can be configured so that operations can be done only from authorized phone numbers. In this way it is possible to ensure that the employee is actually at the job site, if they must use an on-premise phone. This is configured in the Voice Xpress / eClock module of eTime. It is optional.
If a mobile phone or smartphone is used to make the phone call, the call is treated like a regular phone call, using the phone's phone number to determine if it is authorized to make the call. GPS or other similar mobile phone location-based services are not used with Voice Xpress phone calls.
If the calling phone number is not on the authorized list then the employee will not be able to complete the action.
"Your device is not registered. Please log in from a registered device."
In eTime, go to Voice Xpress / eClock. From the File menu choose eClock, then ClockTrack Setup. The example shown below permits calls from two specific phone numbers, and blocks all other calls.

Troubleshooting

Errors in configuration will result in diagnostic or unexpected messages when attempting to access Voice Xpress.
The first step in troubleshooting Voice Xpress is to make sure that Team Xpress works correctly. Team Xpress may give additional diagnostic information.

1. Can't log in to Voice Xpress. There is no web account for the employee.Create a WebX account using WebX Admin.Create a Voice Xpress account using eTime.
2. There are no available options. Enable (restrict = No) Check-In & Check-Out and Review Schedules in eTime Voice Xpress.
3. You do not have a shift scheduled at this time. Ensure that there is a shift.Check if the shift is visible in Team Xpress.Ensure that the customer, site and service are visible in WebX Admin Global Defaults.
4. You do not have any upcoming shifts. Ensure that there are shifts.In WebX Admin, ensure that the Module Rights for Schedule is set to Grant access.
5. Thank you for using Voice Xpress. Goodbye. If the system immediately gives the Goodbye message without any other diagnostic messages, then check that the employee's account is not disabled in WebX Admin.
6. You do not have any shifts in the next 12 hours. There may be no shifts, or there may actually be shifts but the current time is outside the Check-In or Check-Out windows of any shift.