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

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 5.4.0Administrator Guide

1. Overview

This setup guide will help you configure the features found in Voice Xpress - the product requires some initial setup before your Employees can access the phone system. You will need to configure only those Voice Xpress features licensed by your organization.
From the Main Menu of eTime Xpress, click Go > Voice Xpress. The Voice Xpress Main screen should appear as shown in the figure below.
Voice Xpress Main Screen with Annotations

Annotation	Description
(1) Employee Access	Displays employees that have been granted access to Voice Xpress.
(2) Setup Tab	Displays setup related tabs such as Configuration, eClock, Time Entry and Time Off.
(2.1) Configuration Tab	Displays employee Voice Xpress account information.
(2.2) eClock Tab	Displays eClock settings of an employee.
(2.3) Time Entry Tab	Displays Time Entry settings of an employee.
(2.4) Time Off Tab	Displays Time Off settings of an employee.
(3) Security Tab	Displays security settings including feature access and security groups of an employee.
(4) Team Tab	Displays employee teams to which an employee belongs.
(5) Job Code Tab	Displays job code access and job code groups of an employee.

2. Access Accounts

Before an employee can access Voice Xpress, they must first be registered with an access account in eTime Xpress. The access account defines an employee's log-in credentials, rights to features and other setup items to Voice Xpress.

2.1. Branch Default Values

When creating Voice Xpress access accounts, the fields under the Configuration, eClock, Time Entry and Time Off tabs are preset to 'Use Branch Defaults'. Branch Defaults are the general Voice Xpress settings applicable to employees within the branch. If the Branch Defaults do not apply to an employee, you may define employee specific settings by un-checking the applicable 'Use Branch Defaults' check box.
To define or update Branch Defaults:

From the Voice Xpress Main screen, click File > Branch Defaults. The Branch Default Settings dialog box should appear.
Click the applicable tab in the Branch Default Settings dialog box and define the fields as required.
Click the OK button to save the new default settings.

2.2. Create Access Accounts

To create a Voice Xpress access account:

From the Voice Xpress Main screen, click the Add button ( ) on the Tool Bar. The fields under Setup > Configuration tab should become active.
Specify the employee to which you are granting Voice Xpress access. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Specify if the employee has Voice Xpress Supervisor rights by checking on the Supervisor check-box. Supervisor rights grant the employee the rights to receive and respond to Alerts sent by Voice Xpress.
Specify if the employee has Voice Xpress Administrator rights by checking on the Administrator check-box. Administrator rights grant the employee the rights to record voice files such as employee, customer and site names – at least one access account should be assigned Administrator rights.
Specify the numeric phone ID and password. By default, the phone ID and password are set to be the same as the employee ID. Your employees may update their assigned password after they first log into Voice Xpress.
Specify the employee's default Customer, Site and Service. By default, new Voice Xpress access accounts set to use the Branch Defaults. The shift default values are used to create records when a shift's Customer, Site and Service values are not known (i.e. checking into unscheduled shifts or creating time entry records).
Click the Save button ( ) to save the record.

Note: Descriptions on how to configure the setting in the eClock, Time Entry and Time Off tabs can be found under their respective sections in this user guide.

2.3. Disabling Access Accounts

Voice Xpress access accounts may be temporarily disabled, if required.
To disable an Access Account:

From the Voice Xpress Main screen, select the employee whose account you want to disable.
Click the Setup > Configuration tab.
Click Update button ( ) on the Tool Bar – the fields under the Configuration tab should become active.
Check-on the 'Disable Phone Access' check box.
Click the Save button ( ) to save the changes.

Note: To re-enable an access account, repeat the steps above and ensure that the 'Disable Phone Access' check box is no longer checked.

2.4. Time Zone Change

Time zone adjustments may be defined when an employee and Voice Xpress server reside in different time zones. For example, a time zone adjustment of 3 hours would be required if an employee in an EST location checks-in to a Voice Xpress server in a PST location.
To define a Time Zone change:

From the Voice Xpress Main screen, select an employee access account.
Click the Setup > Configuration tab.
Click Update button ( ) on the Tool Bar – the fields under the Configuration tab should become active.
Specify the time zone adjustment in the 'Time Zone Change' field.
Click the Save button ( ) to save the changes.

3. Schedule Publishing

The Schedule Publishing feature in Voice Xpress allows employees to review their schedules and confirm their shifts (i.e. accept/decline) over the telephone.
Schedule Publishing consists of a number of separate sub-features outlined below. Each feature may be enabled or disabled depending on how you want the Schedule Publishing feature to be used by your employees.

Features	Description
Review Schedule	Allow employees to retrieve and review their schedules.
Confirm Shifts	Allow employees to confirm/accept shifts as part of the confirmation process.
Unconfirm Shifts	Allow employees to unconfirm previously confirmed shifts.

By default, when employees are granted access to Schedule Publishing, they have access to all related sub-features. If you want to disable a sub-feature, simply restrict that sub-feature under the Security tab on the Voice Xpress Main screen (see Setting Security in this user guide).

3.1. Publishing Rules

Publishing Rules define the date range of shifts that employees can review, confirm and unconfirm. The publish dates feature is useful in controlling when schedules are distributed to employees. For example, schedulers may limit access to schedules until they have been finalized.
To define Schedule Publishing rules:

From the Voice Xpress Main screen, click File > Schedule Publishing. The Schedule Publishing dialog box should be shown as in the figure below.
Specify your Publish, Confirm and Unconfirm rules as required for your specific Voice Xpress configuration.
Click OK to save your Schedule Publishing rules.

Note: The Schedule Publishing dialog box may also be run by your scheduler(s) from the Visual Scheduler under File > Schedule Publishing.

Publishing a Schedule

Item	Description
All Dates	Employees may access all shifts. If selected, shifts are immediately published when created.
Shifts Dated Up To	Employees may access shifts dated up to and including a specified date. If selected, the publish date is fixed and must be manually updated every scheduling period.
Shifts Dated Up To # Days After Current Date	Employees may access shifts dated up to and including a specified number of days after the current date. (i.e. If # = 7, shifts are always published 1 week in advance)
Shifts On or After	Employees may access shifts dated on or after a specified date. If selected, the confirm/unconfirm date is fixed and must be manually updated every scheduling period.
Shifts On or After # Days After Current Date	Employees may access shifts dated on or after a specified number of days after the current date.
Allow Employees to Confirm	If checked-on, when employees review their schedules, they will be prompted to confirm whether they can work their scheduled shifts. The confirmation date allows you to set a cutoff date in which employees will no longer be able to confirm a shift. This ensures that employees cannot make last minute changes to their schedule without notifying a supervisor or scheduler.
Allow Employees to Unconfirm	If checked-on, employees will be allowed to unconfirm previously confirmed shifts. The confirmation date allows you to set a cutoff date in which employees will no longer be able to unconfirm a shift. This ensures that employees cannot make last minute changes to their schedule without notifying a supervisor or scheduler.

3.2. Reviewing Confirmed/Unconfirmed Shifts

After a confirm/unconfirm cutoff has passed, you may generate a view of confirmed and unconfirmed shifts using the Visual Scheduler as shown in the figure below (see the Scheduling User Guide for more information).
Visual Scheduler – Reviewing Confirmed and Unconfirmed Shifts
Note: Unconfirmed shifts can be edited (i.e. set to open, tentative or deleted) using the Shift Toolbox in the Visual Scheduler.

4. eClock

eClock is the time collection (Check-In & Check-Out) and workforce monitoring (ClockTrack and Alerts) module of Voice Xpress.

4.1. Check-In & Check-Out

Check-In & Check-Out automates the collection of time & attendance information by allowing employees to use the phone or web interface (see Web Xpress Web Time Clock) to record check-ins, check-outs and safety checks.
Check-In & Check-Out consists of a number of separate sub-features outlined below. Each sub-feature may be enabled or disabled depending on how you want the Check-In & Check-Out feature to be used by your employees.

Features	Description
Check-In & Check-Out	Allows employees to record the start and end of shifts.
Safety Checks	Allows employees to perform health and welfare checks during a shift.
ClockTrack (Validation)	Validates caller ID number against valid phone numbers or IP addresses defined for the customer and site.
Create Unscheduled Shifts	Allows employees to created unscheduled shifts as part of the check-in & check-out process.
Override Time	Allows employees to enter start and end time of shifts for unscheduled shifts.

By default, when employees are granted access to Check-In & Check-Out, they have access to all sub-related features. If you want to disable a sub-feature, simply restrict that sub-feature under the Security tab on the Voice Xpress Main screen (see Setting Security in this user guide).

4.1.1. Checking Into Scheduled Shifts

During the Check-In & Check-Out process, employees are asked to select either a scheduled or unscheduled shift. If a scheduled shift is selected, the check-in and check-out times are recorded against an existing scheduled shift created in eTime Xpress.
By default, the employees may select shifts for check-in up to 12 hours before (early check-in) and up to 12 hours after (late check-in) the scheduled start time of a shift. Checked-in shifts may be selected for check-out up to 24 hours after the recorded check-in time.

4.1.2. Checking Into Unscheduled Shifts

During the Check-In & Check-Out process, employees are asked to select either a scheduled or unscheduled shift. If unscheduled is selected, a new shift will be created using the check-in and check-out times.
Unscheduled shifts may be selected for check-out up to 24 hours after the recorded check-in time.
Before an unscheduled shift can be created, the customer, site and service must be defined. The following 2 options are available when defining customer, site and service information for unscheduled shifts:

Option	Description
Defaults	Employee is not required to enter customer, site and service information. Voice Xpress automatically applies the employee's 'Defaults' information as defined under the Setup > Configuration tab.
Job Codes	Allows employees to enter Job Codes as defined under the Time Entry module of Voice Xpress. Job Codes are numeric codes representing a specific customer, site and service combination. See the Job Code and Job Code Group sections under Time Entry in this user guide.

To set the customer, site and service entry method for unscheduled shifts:

From the Voice Xpress Main screen, select an employee access account.
Click the Setup > eClock tab. The eClock tab should appear as shown in the figure below.

Voice Xpress eClock Tab

Click Update button ( ) on the Tool Bar – the fields under the eClock tab should become active.
Select the applicable 'Assignment Entry' setting.
Click the Save button ( ) to save the changes.

4.1.3. Rounding Rules

By default, when employees check-in, check-out or perform a safety check, the actual time is recorded. Voice Xpress allows you to set rounding rules according to different call-in situations.
To set rounding rules, click the Setup > eClock tab found in the Voice Xpress Main screen. The eClock tab should appear as shown in the figure below.
Voice Xpress eClock Tab

Scheduled Shifts	Description
Check-in Early	When employee checks-in before the scheduled start time.
Check-in Late	When employee checks-in after the scheduled start time.
Check-out Early	When employee checks-out before the scheduled end time.
Check-out Late	When employee checks-out after the scheduled end time.
Safety Check Time	When employee performs health and welfare check.
Unscheduled Shifts	Description
Check-in	When employee checks-in to an unscheduled shift.
Check-out	When employee checks-out from an unscheduled shift.
Rounding Options	Description
Actual	No rounding. Action is stamped with actual system time.
Rounded	Rounds actual time to nearest 5, 10, 15 or 30 minutes. If 0 is selected, then no rounding occurs.
Scheduled	Overwrites actual time with scheduled start or end time.

4.1.4. Safety Check Intervals

The safety check interval defines the frequency with which employee's are expected to call-in for the purposes of health & welfare checks. The safety check interval is used to evaluate if a health & welfare check is overdue and whether an alert should be sent by Voice Xpress.
To update a Safety Check Interval:

From the Voice Xpress Main screen, select an employee access account.
Click the Setup > eClock tab.
Click Update button ( ) on the Tool Bar – the fields under the eClock tab should become active.
Specify the time interval in minutes in the 'Safety Check Interval' field. If an employee is not required to perform safety check, set the Safety Check Interval to 0.
Click the Save button ( ) to save the changes.

4.1.5. Multiple Check-Ins

By default, employees may check-in to only one shift at a time (i.e. they must check-out of a shift prior to checking-in to a new shift). Voice Xpress allows multiple shift check-ins, if required.
To enable Multiple Check-Ins:

From the Voice Xpress Main screen, select an employee access account.
Click the Setup > eClock tab.
Click Update button ( ) on the Tool Bar – the fields under the eClock tab should become active.
Check-on the 'Allow Multiple Check-Ins' check box.
Click the Save button ( ) to save the changes.

4.1.6. Break Confirmations

By default, when employees check-in to scheduled shifts, the scheduled break is automatically deducted from the length of the shift. Voice Xpress allows you to request that employees confirm if their scheduled break was taken. If their scheduled break was not taken, the break will be recorded as zero.
To enable Break Confirmations:

From the Voice Xpress Main screen, select an employee access account.
Click the Setup > eClock tab.
Click Update button ( ) on the Tool Bar – the fields under the eClock tab should become active.
Check-on the 'Require Break Confirmation' check box.
Click the Save button ( ) to save the changes.

4.1.7. General Options

Voice Xpress administrators may also control the check-in and check-out options.
From the Voice Xpress Main screen, click File > eClock > Options > General. The General Options screen should appear.

Option	Description
Max Hours for Early Check-In(System default = 12)	The maximum hours an employee can check-in prior to the scheduled start time of a shift.
Max Hours for Late Check-In(System default = 12)	The maximum hours an employee can check-in after the scheduled start time of a shift.
Ignore Yesterday(System default = No)	Limit the available shifts for check-in and check-out to shifts scheduled on the calendar date. This would generally apply to organizations without overnight shifts.

4.2. ClockTrack

ClockTrack verifies an employee's location when they perform a Check-In & Check-Out function. The ID or location of the device that they are using to access the system is compared against a list of valid device or clock IDs defined for the site. For employees accessing via the telephone, the calling number captured by the caller ID function is used as the device ID. For employees accessing via the web interface, the IP address provided by their ISP is used as the device ID. For Team Xpress geolocation the proximityis used as device ID.

If an employee checks-in/checks-out from a location transmitting an unregistered device ID, the invalid login is recorded and can be blocked and/or cause an alert to be sent.

From the Voice Xpress Main screen, click File > eClock > ClockTrack Setup. The ClockTrack Setup screen should appear as shown in the figure below.
ClockTrack Setup with Annotations

Annotation	Description
(1) Site Records	Displays customer and sites requiring device ID validation.
(2) Setup Tab	Displays customer and site setup information.
(3) Clock ID's Tab	Lists valid device IDs associated with a customer and site.

4.2.1. Add a Site

To add a Site for Caller ID Validation:

From the ClockTrack Setup screen, click the Add button ( ) on the Tool Bar. The fields under Setup tab should become active.
Specify the Customer and Site. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Click the Save button ( ) to save the record.

4.2.2. Register Clock IDs

To register Valid Site clock IDs:

From the ClockTrack Setup screen, select a Customer and Site.
Click the Clock ID's tab and click the Add Clock ID button.
Enter the clock ID and description. (note: '1+area code' or 'area code' may be required to precede the phone number depending on your call area).

Clock IDs can be defined explicitly or as masked or wildcard values using the characters '*' or '?' respectively. For illustration, the following phone numbers and IP address would match the following clock id definitions.

Phone Numbers	Matching Clock ID formats
6041234567	6041??4567
6041234567	604*
6041234567	6??123*
IP Addresses	Matching Clock ID formats
192.168.1.11	96.112.?.11
192.168.1.11	96.112.*
192.168.1.11	2??.*
Geolocation	Matching Proximity formats
yards	50 YD
feet	125 FT
meters	40 M

Press the Enter key to save the record.
Repeat until all valid clock ids are registered.

4.2.3. Block Calls

If an employee does not call from a device matching a valid clock id, you have the option of blocking the call. The block call function will log the call from the unregistered device and prevent any Check-In & Check-Out actions.
To enable Call Blocking:

From the ClockTrack Setup screen, select a Customer and Site.
Click the Setup tab.
Click Update button ( ) on the Tool Bar – the fields under the Setup tab should become active.
Check-on the 'Block Calls From Unregistered Clock IDs' check box.
Click the Save button ( ) to save the changes.

4.3. Alerts

As Check-In & Check-Out information is collected, it can be processed to generate real-time email alerts when specific attendance exceptions occur (i.e. missed check-in, calls from unregistered phone numbers etc.).
From the Voice Xpress Main screen, click File > eClock > Alert Setup > Alert Types. The Alerts Setup screen should appear as shown in the figure below.
Alert Setup

Annotation	Description
(1) Alert Types	Displays the list of attendance exceptions on which alerts can be generated.
(2) Setup Tab	Displays available fields that can be attached to an alert message.
(3) Send Rules	Defines send rules governing who are to receive alert messages.

4.3.1. Enabling Alerts

The Alerts features of Voice Xpress can track several attendance situations and generate a corresponding alert when they occur. The attendance situations that can be monitored by the Alerts feature are as follows:

Attendance Situation	Description
Call From Unregistered Phone #	Employee working at a site with Caller ID monitoring has called from an unregistered phone number.
Checked-In Early	Employee has checked-in before the scheduled start time.
Checked-In Late	Employee has checked-in after the scheduled start time.
Missed Check-In	Employee has not checked-in to a scheduled shift.
Checked-Out Early	Employee has checked-out before the scheduled end time.
Checked-Out Late	Employee has checked-out after the scheduled end time.
Missed Check-Out	Employee has not checked-out from a scheduled shift.
Shift Check-Out Completed	Employee has checked-out from a scheduled shift.
Missed Safety Check	Employee has not performed a safety check within a required interval.
Time Off Request Submitted	Employee has submitted a time off request with a time off code and status combination configured with the property use rules = Yes.
Unscheduled Shift Created	Employee has checked-in to an unscheduled shift.

To enable an Alert:

From the Voice Xpress Main screen, click File > eClock > Alert Setup > Alert Types - the Alert Setup screen should appear.
Select an Alert Type and double-click on the item until the value under the Status column reads 'On'.

4.3.2. Disabling Alerts

To disable an Alert:

From the Voice Xpress Main screen, click File > eClock > Alert Setup > Alert Type - the Alert Setup screen should appear.
Select an enabled Alert Type and click the Setup tab.
Click the Update button ( ) and check-on the 'Disabled' check-box.
Click the Save button ( ) to save the changes.

Note: If the status of an alert is set to 'Off', all setup related to that alert will be deleted (i.e. message fields, distribution rules etc.). If the Alert is being disabled temporarily, please use the 'Disabled' check-box under the Setup tab.

4.3.3. Message Fields

For each Alert Type, a custom message can be defined containing shift and other information.
To define the message content for an Alert Type:

From the Voice Xpress Main screen, click File > eClock > Alert Setup > Alert Type – the Alert Setup screen should appear.
Select an Alert Type and click the Setup tab.
Select the message fields you want to appear in the Alert message using the Add and Remove buttons.
Specify the order in which you want the selected message fields to appear using the Move Up and Move Down buttons.

Note: If you are sending Alert messages to a text message address (i.e. cell phone), please note that most text messages are limited to a maximum of 256 characters.

4.3.4. Header and Footer

The Alerts feature allows you to define standard text that can appear before (Header) or after (Footer) the message fields in an Alert message.
To define a Header or Footer for an Alert Type:

From the Voice Xpress Main screen, click File > eClock > Alert Setup > Alert Types – the Alert Setup screen should appear.
Select an Alert Type and click File > Set Header/Footer – the Header/Footer dialog box should appear.
Define the header and/or footer text as required.
Click the OK button to save the header/footer information.

Note: For header or footer information to appear in an alert message, 'Header Text' and/or 'Footer Text' must be selected from the list of message fields.

4.3.5. Send Rules

Send Rules define how alert messages should be routed when a monitored attendance exception occurs.
Send Rules are defined according to call groupings containing a list of contacts – each call grouping is prioritized into 1^st Alert, 2^nd Alert, 3^rd Alert and 4^th Alert. When an alert occurs, messages are sent to the applicable call groupings in priority order (i.e. 1^st Alert then 2^nd Alert etc.) until the attendance exception has been resolved or responded to by a supervisor. Within each alert group, you may define the number of alert message attempts before escalating the alert to the next alert group. The Alert setup items are defined are as follows:

Alert Setup

Item	Description
Number of Attempts	Number of alert messages to be sent to the alert group before escalating to the next alert group.
Alert Scheduled Supervisors Only	Send alerts only to supervisors that are scheduled during the time of the alert.
With Service	Send alerts only to supervisors that are scheduled at the time of the alert with the specified service type.
Employee check box	R814 - Send an alert to the 'Alert Email address' or 'Alert SMS' defined for the employee. R900 - Send an alert to the employee's Mobile phone and Email, as configured in Schedule Xpress
Customer check box	Send an alert to the email address defined for the customer.
Site check box	Send an alert to the email address defined for the site.
Site Supervisors check box	Send an alert to the 'Alert Email address' or 'Alert SMS' defined for the site supervisor. See Site Supervisors section for more information.
Service Supervisors check box	Send an alert to the 'Alert Email address' or 'Alert SMS' defined for the service supervisor. See Service Supervisors section for more information.
Employee Supervisors check box	Send an alert to the 'Alert Email address' or 'Alert SMS' defined for the employee supervisor. See Employee Supervisors section for more information.
Others check box	Send an alert to email addresses as defined in text box. Use a semicolon to separate multiple email addresses. *
SMS check box	Send an alert to the SMS number as defined in the text box. Use a semicolon to separate multiple numbers. *

* See also Sending SMS messages from eTime Xpress

To setup Send Rules:

From the Voice Xpress Main screen, click File > eClock > Alert Setup > Alert Types – the Alert Setup screen should appear.
Select an Alert Type.
Click a Clock tab (i.e. 1^st Clock (Call), 2^nd Clock (Call), 3^rd Clock (Call) or 4^th Clock (Call)) and click the Update button ( ) - the fields under the call tab should become active.
Define the Call Setup information.
Define the Distribution List.
Click the Save button ( ) to save the changes.

4.3.6. Alert Email Addresses

When Alerts are configured to be sent to employees and/or supervisors, the alert email address must be defined for the employee. Generally, the alert email address is defined to be a "mobile" address which can be accessed in the field (i.e. addresses routed to cell phones, smart phones, PDAs, Blackberries or similar email enabled devices etc.).
To define an Alert Email Address:

From the Voice Xpress Main screen, select an employee access account.
Click Setup > eClock tab and click the Update button ( ) - the fields under the eClock tab should become active.
Specify the alert email under 'Alert Settings'.
Click the Save button ( ) to save the changes.

Note: Voice Xpress does not use the email address configured under the contact tab in the Employee module because that address normally corresponds to static email accounts (i.e. home).

4.3.7. Configuring Email Program

Do not alter these settings. They are configured by Celayix.

Before Alert Emails can be sent, you must register the email program you will be using in Voice Xpress.
From the Alerts Setup screen, click File > Branch Alert Settings. The Branch Alert E-mail Settings screen should appear as shown in the figure below.
Branch Alert Settings

Item	Description
Enable Alerts	Ensure that this option is checked-on.
E-mail Program	Specify email program.
From Address	Define the From address.
CC Address	Define the CC address.
BCC Address	Define the CC address.
SMTP Server Name	Specify URL or IP address of SMTP server.
SMTP Authentication	If SMTP server requires authentication, specify username and password.
Priority Level	Specify priority level.
Port Number	Specify the port number to be used when accessing the SMTP server.

Note: To configure your SMTP settings, please consult your network administrator. If you wish to use Microsoft Outlook as your email send program, it must be open and running on the PC where the Alerts Monitor program is running.

4.3.8. Designating Supervisors

Voice Xpress allows you to designate employees as supervisors to receive alerts when a shift triggers an attendance exception.
To designate an Employee as a Voice Xpress Supervisor:

From the Voice Xpress Main screen, select an employee access account
Click the Setup > Configuration tab and click the Update button ( ) - the fields under the Configuration tab should become active.
Check-on the 'Supervisor' check-box.
Click the Save button ( ) to save the changes.

Supervisors may be defined as employee supervisors, site supervisors and/or service supervisors – configure the supervisor option(s) applicable to your workforce.

4.3.9. Employee Supervisors

Employee Supervisors are responsible for an employee or a group of employees (i.e. a team). Employee Supervisors receive alerts when attendance exceptions occur on shifts that match the employees they are assigned to supervise.
To add an Employee Permission to a Supervisor:

From the Voice Xpress Main screen, click File > eClock > Alert Setup > Supervisor Setup – the Voice Xpress Supervisor Setup screen should appear.
Select a Supervisor and click the Employee tab.
Click the Add button under the Employee Permissions browser and specify the applicable Employee information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

Note: If a supervisor supervises all employees, click the Update button ( ) and check-on the 'Supervisor to All Employees' check-box.

To add an Employee Team to a Supervisor:

From the Voice Xpress Main screen, click File > eClock > Alert Setup > Supervisor Setup – the Voice Xpress Supervisor Setup screen should appear.
Select a Supervisor and click the Employees tab.
Click the Add button under the Employee Teams browser and specify the applicable Employee Team information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

4.3.10. Employee Team Setup

Employee Teams allow you to define a profile of Employee access rights. When a Supervisor is added to an Employee Team, they automatically inherit the Employee access rights of the Employee Group.
To create an Employee Team:

From the Supervisor Setup screen, click File > Employee Team Setup – the Employee Team Setup screen should appear.
Click the Add button ( ) on the Tool Bar. The fields under Setup tab should become active.
Specify Team Code and Description.
Click the Save button ( ) to save the record.

To add Employees to an Employee Team:

From the Supervisor Setup screen, click File > Employee Team Setup – the Employee Team Setup screen should appear.
Select an Employee Team and click the Setup Tab.
Click the Add button under the Setup tab and specify the applicable Employee information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

Note: To determine which teams an employee belongs to, select an employee access account and click the Team tab from the Voice Xpress Main screen.

To add a Supervisor to an Employee Team:

From the Supervisor Setup screen, click File > Employee Team Setup – the Employee Team Setup screen should appear.
Select an Employee Team and click the Supervisors Tab.
Click the Add button under the Supervisors tab and specify the Supervisor information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

4.3.11. Site Supervisors

Site Supervisors are responsible for one or a group of Sites. Site Supervisors receive alerts when attendance exceptions occur on shifts that match the Sites they are assigned to supervise.
To add a Site Permission to a Supervisor:

From the Voice Xpress Main screen, click File > eClock > Alert Setup > Supervisor Setup – the Voice Xpress Supervisor Setup screen should appear.
Select a Supervisor and click the Sites tab.
Click the Add button under the Site Permissions browser and specify the applicable Customer and Site information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

Note: If a supervisor supervises all sites, click the Update button ( ) and check-on the 'Supervisor to All Sites' check-box.

To add a Site Group to a Supervisor:

From the Voice Xpress Main screen, click File > eClock > Alert Setup > Supervisor Setup – the Voice Xpress Supervisor Setup screen should appear.
Select a Supervisor and click the Sites tab.
Click the Add button under the Site Groups browser and specify the applicable Site Group information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

4.3.12. Site Group Setup

Site Groups allow you to define a profile of Site access rights. When a Supervisor is added to a Site Group, they automatically inherit the Site access rights of the Site Group.
To create a Site Group:

From the Supervisor Setup screen, click File > Site Group Setup – the Site Group Setup screen should appear.
Click the Add button ( ) on the Tool Bar. The fields under Setup tab should become active.
Specify Site Group Code and Description.
Click the Save button ( ) to save the record.

To add Sites to a Site Group:

From the Supervisor Setup screen, click File > Site Group Setup – the Site Group Setup screen should appear.
Select a Site Group and click the Setup Tab.
Click the Add button under the Setup tab and specify the applicable Customer and Site information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

To add a Supervisor to a Site Group:

From the Supervisor Setup screen, click File > Site Group Setup – the Site Group Setup screen should appear.
Select a Site Group and click the Supervisors Tab.
Click the Add button under the Supervisors tab and specify the Supervisor information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

4.3.13. Service Supervisors

Service Supervisors are responsible for one or a group of Service types. Service Supervisors receive alerts when attendance exceptions occur on shifts that match the Service types they are assigned to supervise.
To add a Service Permission to a Supervisor:

From the Voice Xpress Main screen, click File > eClock > Alert Setup > Supervisor Setup – the Voice Xpress Supervisor Setup screen should appear.
Select a Supervisor and click the Services tab.
Click the Add button under the Service Permissions browser and specify the applicable Service information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

Note: If a supervisor supervises all services, click the Update button ( ) and check-on the 'Supervisor to All Services' check-box.

To add a Service Group to a Supervisor:

From the Voice Xpress Main screen, click File > eClock > Alert Setup > Supervisor Setup – the Voice Xpress Supervisor Setup screen should appear.
Select a Supervisor and click the Services tab.
Click the Add button under the Service Groups browser and specify the applicable Service Group information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

4.3.14. Service Group Setup

Service Groups allow you to define a profile of Service access rights. When a Supervisor is added to a Service Group, they automatically inherit the Service access rights of the Service Group.
To create a Service Group:

From the Supervisor Setup screen, click File > Service Group Setup – the Service Group Setup screen should appear.
Click the Add button ( ) on the Tool Bar. The fields under Setup tab should become active.
Specify Service Group Code and Description.
Click the Save button ( ) to save the record.

To add Services to a Service Group:

From the Supervisor Setup screen, click File > Service Group Setup – the Service Group Setup screen should appear.
Select a Service Group and click the Setup Tab.
Click the Add button under the Setup tab and specify the applicable Service information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

To add a Supervisor to a Service Group:

From the Supervisor Setup screen, click File > Service Group Setup – the Service Group Setup screen should appear.
Select a Service Group and click the Supervisors Tab.
Click the Add button under the Supervisors tab and specify the Supervisor information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

4.3.15. Responding to Alerts

This section does not apply to the cloud version of Voice Xpress.

By default, Supervisors can "respond" to alerts – a process where Supervisors may call into Voice Xpress to stop an alert originating from a specific attendance exception.
To respond to an Alert:

Dial into Voice Xpress using an access account with supervisor rights.
Select the 'Supervisor Options' voice prompt.
Select the 'Respond to an Alert' voice prompt.
Enter the 6-digit alert ID specified in the alert message and follow the remaining voice prompts.

4.3.16. Starting Alert Monitoring

This section does not apply to the cloud version of Voice Xpress.

The attendance monitoring process is managed by a separate application called the Celayix Auto Monitor. The Celayix Auto Monitor processes attendance data at regular intervals to determine if attendance exceptions have occurred.
Celayix Auto Monitor is a standalone application and runs independently from both eTime Xpress and Voice Xpress. The Celayix Auto Monitor must be started and running before alerts can be sent by Voice Xpress.
If the Celayix Auto Monitor is not pre-installed, perform the following steps:

On the Voice Xpress server, create an icon to run the Celayix Auto Monitor program – copy the eTime Xpress icon from the desktop of a PC with the eTime Xpress Client already installed.
Right-click on the copied icon and select Properties.
Update the Target information by replacing the portion of the file path called 'startup.p' with 'timer.w' and save the changes.
Right-click on the copied icon and rename the icon 'eTime Xpress Alert Monitor'.

If you require assistance installing the Celayix Auto Monitor program, please contact Support.
Note: The Voice Xpress server requires Internet access to send emails. If your Voice Xpress server does not have Internet access, the Celayix Auto Monitor program should be installed on a PC with both Internet access and an eTime Xpress Client already installed.

To start the Celayix Auto Monitor:

From the Voice Xpress server, click the icon named eTime Xpress Alert Monitor. The Celayix Auto Monitor window should appear as shown in the figure below.

Celayix Auto Monitor

Specify the time interval between attendance checks. The interval corresponds to the time increment starting at the top of the hour. For example, if 15 minutes is selected, the Celayix Auto Monitor will process attendance every 15 minutes starting at the top of an hour (i.e. 1:00AM, 1:15AM, 1:30AM, 1:45AM, 2:00AM etc.). If the volume of alerts is too high, try selecting a longer interval - a 15 minute or longer interval is recommended.
Minimize the Celayix Auto Monitor program by clicking the minimize button in the top right corner ( ). Warning: The Celayix Auto Monitor program should not be closed or exited as it will stop the monitoring process.

4.3.17. Reviewing Alerts Online

This section does not apply to the cloud version of Voice Xpress.

Voice Xpress provides a separate viewer called the Alert Notice program which allows a history of alerts to be viewed online.
To install the Alert Notice program:

From a PC with an eTime Xpress Client already installed, copy the eTime Xpress icon from the desktop.
Right-click the copied icon and select Properties.
Update the Target information by replacing the portion of the file path called 'startup.p' with 'alertnoticestartup.p' and save the changes.
Right-click the copied icon and rename the icon 'eTime Xpress Alert Notice'.

If you require assistance installing the eTime Xpress Alert Notice program, please contact Support.

To start the Alert Notice:

Click on the eTime Xpress Alert Notice icon.
Login using your eTime Xpress user name and password. The Alert Notice screen should appear as shown in the figure below.

Alert Notice

5. Time Entry

This section does not apply to the cloud version of Voice Xpress.

The Time Entry feature in Voice Xpress allows employees to enter time sheet information over the telephone.

5.1. Entry Settings

This section does not apply to the cloud version of Voice Xpress.

Entry Settings define the format which shift information is to be entered into Voice Xpress. The following options are available when entering location (customer, site and service information) and break information:

Location Entry Options	Description
Defaults	Employee is not required to enter customer, site and service information. Voice Xpress automatically applies the employee's 'Defaults' information as defined under the Setup > Configuration tab on the Voice Xpress Main screen.
Job Codes	Employee is required to enter customer, site and service information using Job Codes. Job Codes are numeric codes representing a specific customer, site and service combination.
Both	Employee may select to create time sheet information using either Defaults or Job Codes.
Break Entry Options	Description
Manual	Employee is required to enter the length of unpaid breaks in hours.
Auto-Calculate	Voice Xpress automatically calculates break information using the shift break threshold settings (see Branch Break Thresholds in the Administrator Guide).

To configure an Employee's Time Entry Settings:

From the Voice Xpress Main screen, select an employee access account and click the Setup > Time Entry tab. The Time Entry tab should appear as shown below.
Click the Update button ( ) - the fields under the Time Entry tab should become active.
Define the applicable location and break entry options.
Click the Save button ( ) to save the changes.

Voice Xpress Main Screen – Time Entry Tab

5.2. Job Codes

This section does not apply to the cloud version of Voice Xpress.

Job Codes allow you to define numeric codes to represent a specific customer, site and service combination. The purpose of Job Codes is to simplify the data entry process over the telephone.

5.2.1. Create Job Codes

To create a Job Code:

From the Voice Xpress Main screen, click File > Time Entry > Job Code Setup – the Job Code Setup screen should appear as shown in the figure below.
Click the Add button ( ) on the Tool Bar - the fields under Job Code Setup should become active.
Assign the Job Code, description, Customer, Site and Service information.
Click the Save button ( ) to save the record.

Job Code Setup

5.2.2. Add Job Code Permissions to Employees

To add a Job Code Permission to an Employee:

From the Voice Xpress Main screen, select an employee access account and click the Job Code tab.
Click the Add button under the Job Codes browser and specify the applicable Job Code information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

By default, employees have access to all job codes. If an employee has access to only specific job codes, click the Update button ( ) and ensure that the 'Allow Access to All Job Codes' is not checked.

5.3. Job Code Groups

This section does not apply to the cloud version of Voice Xpress.

Job Code Groups allow you to define a profile of Job Code access rights. When an employee is added to a Job Code Group, they automatically inherit the Job Code access rights of the Job Code Group.

5.3.1. Create Job Code Groups

To create a Job Code Group:

From the Voice Xpress Main screen, click File > Time Entry > Job Code Group Setup – the Job Code Group Setup screen should appear as shown in the figure below.
Click the Add button ( ) on the Tool Bar - the fields under Setup tab should become active.
Assign the Job Code Group Code and description.
Click the Save button ( ) to save the record.

Job Code Group Setup

5.3.2. Add Job Codes to Job Code Groups

To add Job Codes to a Job Code Group:

From the Voice Xpress Main screen, click File > Time Entry > Job Code Group Setup – the Job Code Group Setup screen should appear.
Select a Job Code Group and click the Setup Tab.
Click the Add button under the Setup tab and specify the applicable Job Code information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

5.3.3. Add Employees to Job Code Groups

To add an Employee to a Job Code Group:

From the Voice Xpress Main screen, click File > Time Entry > Job Code Group Setup – the Job Code Group Setup screen should appear.
Select a Job Code Group and click the Employees Tab.
Click the Add button under the Employees tab and specify the Employee information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

5.3.4. Add Job Code Groups to Employees

To add a Job Code Group to an Employee Access Account:

From the Voice Xpress Main screen, select an employee access account and click the Job Code tab.
Click the Add button under the Job Code Groups browser and specify the applicable Job Code Group information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

6. Time Off Requests

This section does not apply to the cloud version of Voice Xpress.

The Time Off Request feature in Voice Xpress allows employees to request time off requests over the telephone. To review Time Off Requests, go to the Visual Scheduler > Tools > Time Off schedule and click File > Import> Time Off Requests.

6.1. Time Off Request Defaults

Time Off Request Defaults define the type of Time Off Request which can be entered by an employee via Voice Xpress.
To define Time Off Request Options:

From the Voice Xpress Main screen, select an employee access account and click the Setup > Time Off tab. The Time Off tab should appear as shown below.
Click Update button ( ) on the Tool Bar – the fields under the Time Off tab should become active.
Specify the Time Off type, status, subject and debit amount rule.
Click the Save button ( ) to save the changes.

Voice Xpress Main Screen – Time Off Tab

6.2. Time Off Request Settings

Time Off Request Settings define the dates your employee can create time off request records.
To define Time Off Request Settings:

From the Voice Xpress Main screen, click File > Time Off > Settings. The Time Off Entry Settings screen should appear.
Set your allowable time off entry date range or rule.
Click the OK button to save your changes.

6.3. Time Off Request Entry Options

Time Off Entry Options define the time period options which employees can select in Voice Xpress.

Period Option	Description
Now	Allows employees to enter a time off request from the current date and time to a specified end time within the next 24 hours.
Today	Allows employees to enter a time off request not exceeding 24 hours for the current date.
Tomorrow	Allows employees to enter a time off request not exceeding 24 hours for the next date.
Any Date in the Next Month	Allows employees to enter a time off request not exceeding 24 hours for any date in the next month.
Any Date in the Next Year	Allows employees to enter a time off request not exceeding 24 hours for any date in the next year.
Any Date	Allows employees to enter a time off request not exceeding 24 hours for any date.

To define Time Off Request Entry Options:

From the Voice Xpress Main screen, click File > Time Off > Entry Options. The Time Off Entry Options screen should appear.
Select a Time Off Entry option and click Update button ( ) on the Tool Bar.
To activate a Time Off Entry option, set the Apply value to 'Yes'. To deactivate an option set the Apply value to 'No'.
Specify the '# Key' value. For example, defining the '# Key = 9' will prompt employees to 'Press 9' to select that period option when running Time Off Requests in Voice Xpress.
Click the Save button ( ) to save the changes.

7. Setting Security

Voice Xpress allows you to specify User access to features. Security is defined according to Restrictions which means that a User will have access to a feature unless they are restricted.

7.1. Employee Security

To restrict access to a Voice Xpress feature:

From the Voice Xpress Main screen, select an employee access account.
Click the Security tab - the Restricted Phone Features should appear as shown in the figure below.

Voice Xpress Main Screen – Security Tab

Select the feature you want to restrict under the Restricted Phone Features browser and double-click on the item until the value under the Restricted column reads 'Yes'.

Indented items indicate that they are sub-items of a higher parent branch. If a parent branch is restricted, all sub-items will automatically be restricted.

7.2. Employee Security Groups

Security Groups allow you to define a profile of feature restrictions. When an employee access account is added to a Security Group, they automatically inherit the restrictions profile of the Security Group.

7.2.1. Add Employee Security Groups

To add an Employee Security Group:

From the Voice Xpress Main screen, click File > Employee Security Group Setup – the Employee Security Group Setup screen should appear.
Click the Add button ( ) from the Tool Bar – the fields under the Setup tab should become active.
Specify the Security Group Code and Description.
Click the Save button ( ) to save the record.

7.2.2. Add Employees to Employee Security Groups

To add an Employee to an Employee Security Group:

From the Voice Xpress Main screen, click File > Employee Security Group Setup – the Employee Security Group Setup screen should appear.
Select an Employee Security Group and click the Employees tab.
Click the Add button under the Employees tab.
Specify the Employee information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

If an employee is assigned to multiple security groups, the restrictions are cumulative (i.e. Employee Restrictions = Security Group 1 Restrictions + Security Group 2 Restrictions).
Note: Employees can also be added to Security Groups from the Voice Xpress Main screen by clicking the Security Tab and clicking the Add button below the Security Groups browser.

7.2.3. Add Employee Security Groups to Employees

To add an Employee Security Group to an Employee:

From the Voice Xpress Main screen, select an employee access account and click the Security tab.
Click the Add button under the Employee Security Groups browser and specify the applicable Employee Security Group information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

7.2.4. Add Security Restrictions to Employee Security Groups

To add feature security to an Employee Security Group:

From the Voice Xpress Main screen, click File > Employee Security Group Setup – the Employee Security Group Setup screen should appear.
Select an Employee Security Group and click the Setup tab.
Select the feature you want to restrict and double-click on the item until the value under the Restricted column reads 'Yes'.

Indented items indicate that they are sub-items of a higher parent branch. If a parent branch is restricted, all sub-items will automatically be restricted.

7.3. Supervisor Security

Supervisor Security applies to those employees designated as supervisors (see Designating Supervisors).
To restrict access to a Voice Xpress Supervisor feature:

From the Voice Xpress Main screen, click File > eClock > Alert Setup > Supervisor Setup - the Supervisor Setup screen should appear as shown in the figure below.

Supervisor Setup

Select a supervisor.
Select the feature you want to restrict under the Restricted Phone Features browser and double-click on the item until the value under the Restricted column reads 'Yes'.

Indented items indicate that they are sub-items of a higher parent branch. If a parent branch is restricted, all sub-items will automatically be restricted.

7.4. Supervisor Security Groups

Supervisor Security Groups allow you to define a profile of feature rights and restrictions. When a supervisor access account is added to a Supervisor Security Group, they automatically inherit the profile of the Supervisor Security Group.

7.4.1. Add Supervisor Security Groups

To add a Supervisor Security Group:

From the Supervisor Setup screen, click File > Supervisor Security Group Setup – the Supervisor Security Group Setup screen should appear.
Click the Add button ( ) from the Tool Bar – the fields under the Setup tab should become active.
Specify the Security Group Code and Description.
Click the Save button ( ) to save your Supervisor Security Group information.

7.4.2. Add Supervisors to Supervisor Security Groups

To add a supervisor to a Supervisor Security Group:

From the Supervisor Setup screen, click File > Supervisor Security Group Setup – the Supervisor Security Group Setup screen should appear.
Select a Supervisor Security Group and click the Employees tab.
Click the Add button under the Employees tab.
Specify the employee ID of a supervisor. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the employee.

If a supervisor is assigned to multiple supervisor security groups, the restrictions are cumulative (i.e. Supervisor Restrictions = Supervisor Security Group 1 Restrictions + Supervisor Security Group 2 Restrictions).
Note: Supervisors can also be added to Supervisor Security Groups from the Supervisor Setup screen by clicking the Security Tab and clicking the Add button below the Supervisor Security Groups browser.

7.4.3. Add Supervisor Security Groups to Supervisors

From the Supervisor Setup screen, select a supervisor and click the Security tab.
Click the Add button under the Supervisor Security Groups browser and specify the applicable Supervisor Security Group information. Remember for fields that require entry by codes, you may press the F5 key to bring up a list of valid entries.
Press the Enter key to save the record.

7.4.4. Add Security Restrictions to Supervisor Security Groups

To add feature security to a Supervisor Security Group:

From the Supervisor Setup screen, click File > Supervisor Security Group Setup – the Supervisor Security Group Setup screen should appear.
Select a Supervisor Security Group and click the Setup tab.
Select the feature you want to restrict and double-click on the item until the value under the Restricted column reads 'Yes'.

Indented items indicate that they are sub-items of a higher parent branch. If a parent branch is restricted, all sub-items will automatically be restricted.

8. Recording Voice Files

This section does not apply to the cloud version of Voice Xpress.

Voice Xpress allows you to record custom voice files for employee and customer/site names. By recording custom voice files, the playback of shift information will be more descriptive and useful to your employees. If a voice file does not exist, Voice Xpress will identify employees and customer/sites by their numerical ID numbers.
To record custom voice files:

Dial into Voice Xpress using an access account with administrator rights.
Select option 8 Administrator Options. Follow the voice prompts to add, edit or delete the voice files.

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