Supervisor Xpress has been replaced by Time Xpress.

The Supervisor Xpress App User Guide will instruct you on how to process Supervisor Xpress App in eTime Xpress.

Supervisor Xpress App User Guide
(Versions 7.9.7 and above)

Table of Contents
1. Overview
2. General
3. Event Check-In Module
4. Checking Employees In or Out
5. Create a new un-scheduled shift
6. Create a new shift
7. Find Replacements

1. Overview

Celayix offers an optional smartphone/tablet app which is linked to the eTime Xpress database and is aimed at supervisors who need to check-in or check-out a large number of employees in a short period of time, typically at large events. The main functions are:

Event Check-In
1. Event Check-In
2. Event Check-Out
3. View Checked-In Staff
4. View No-Shows
Create an unscheduled shift
Find Replacement Staff
1. Find Replacement Staff
2. Contact Available Staff

The mobile app is available for Android tablets and is available as a free download from the Google Play Store.

2. General

Each client will be assigned a Client ID. If you do not know your Client ID, please contact Celayix Technical Support. The Username and Password will be the same User ID and Password that you use to log into the eTime Xpress database. If you do not know your eTime Xpress User ID and Password, please contact your eTime Xpress System Administrator or refer to the eTime Xpress Administrator User Guide.
For clients with an eTime Xpress database set up with multiple Companies and/or Branches, it should be noted that when logging into Supervisor Xpress, you will be logged into the last Branch you were logged into within eTime Xpress. If necessary, ensure you are logged into the correct eTime Xpress branch before departing for the event.

Once you have logged on, the main menu will display.

3. Event Check-In Module

The Event Check-In module will allow you to search for shifts for a specific event. The date field will default to the current date but can be changed if needed. The time fields can be adjusted to only display shifts which occur during specific times. This will be particularly useful if you have a large number of shifts with a variety of different shift start or end times during the day.
Shifts for all Customers, Sites and or Services will be displayed unless specify values are chosen. Once the specific values are chosen, click the 'Search' button.

The Load Shifts screen is informational and will show details of the assigned shifts that can be checked in or out. It will also show the total number of shifts meeting the search criteria along with the number of shifts currently checked in and the number still to be checked in. These numbers will update as employees are checked-in so you can track progress towards checking in all employees and identifying no-shows.
Employees still to be checked-in will display at the top of the list.

Employees who have already checked in will display at the bottom of the list along with the Check-In/Out times

4. Checking Employees In or Out

From the Load Shifts screen, various options are available.

Depending on your company rules (whether you use Scheduled or Actual times for Time & Attendance purposes), click either of the 'Check-In Scheduled' or 'Check-In Actual' buttons.
The next screen will allow the employees barcode to be scanned.

Press the 'Scan' button and the tablets camera will open. Scan the employees' barcoded badge. The barcode ID should match the eTime Xpress employee ID. Depending on your tablet and the camera app it uses, aim the red horizontal bar at the barcode itself. Yellow dots may appear on screen as the camera scans the barcode.

When the barcode is recognized, the employee details will be populated on the screen, along with the details of the shift they are scheduled for. Click the 'Check-In Actual' button (or 'Check-In Scheduled', depending on which option is chosen of the previous screen).

Note: if the employee does not have a barcoded badge, the employee ID can be manually typed in the field immediately below the 'Scan' button.
If necessary, the shift details can be edited by clicking the 'Edit' button (as shown on the previous screen). Once done, click the 'Save and Check-In'.

Once the employee has been checked-in, the camera will re-launch so the next employees barcode badge can be scanned. This will allow you to repeat the above actions very quickly.
The process to check employees out at the end of the shift is very similar but either the 'Check-Out Scheduled' or 'Check-Out Actual' button will need to be selected on the 'Load Shifts' screen first.
Should a barcode badge for an employee without a scheduled shift be scanned, the app offers you the ability to cancel the action or create a new un-scheduled shift and check that employee in at the same time.

5. Create a new un-scheduled shift

If you wish to create a new un-scheduled shift, the employee field will be pre-populated and the supervisor will then be required to specify the shift date (the app will default to the current date but this can be over-ridden if needed), the shift start and end times and the customer, site and service. A note can also be added.
Once done, click the 'Save and Check-In' button.

6. Create a new scheduled shift

Another feature of the app is the ability to create a new shift in advance of the employee the checking in. Enter the employee ID by either scanning their badge or manually type their eTime Xpress employee ID in the field immediately below the 'Scan' field. Complete the shift date, shift start and end times and the customer, site and service as required.

7. Find Replacements

The Find Replacements module allows supervisors to search for employees who would potentially be available to work a shift.
Specify the date, customer, site, service, shift start time and shift end time of the shift that requires assigning and click the 'Search' button.

The following screen will display a list of employees who are available to work the shift, along with the phone number and the number of hours they are scheduled for the same day as the shift and the number of hours they are scheduled for during the entire scheduling week of the shift.
The user can click an employees' phone number and the tablets phone app will launch, permitting the supervisor to call the employee from within the app.
For this functionality to work:

the employee must have a valid phone number recorded in the Employee Phone 1 field within eTime Xpress and
the tablet must be capable of making phone calls

The Find Replacements function does not actually assign the employee to the shift, nor clock them into a shift. Instead, use the 'Create a Shift' module to create a new shift for that employee and then use the 'Event Check-In' module when they actually check-in. Alternatively, create a new un-scheduled shift as described above to create a shift and check the employee in once they arrive on site.