Setup Staff

This article covers adding Staff and Setup including the following topics:

• Staff Communication
• Assign Administrative Access
• Assign Properties to Staff
• Standard Work Days
• Calendar Notes
• Staff Dashboard
• Unscheduled Tasks and Issues Form
• Notifications
• Choose Properties to show up on the Booking List

Staff is any entity that can be assigned and complete tasks through a mobile dashboard. 

Review and edit Staff information after Setup in Setup --> Staff Use the bulk edit buttons to quickly edit settings for multiple Staff records 

Add Staff Information

1. Setup --> Staff
2. Click +Add Staff.

Enter Staff Communication Fields

1. Enter the Staff Name.  The name entered in this field is used throughout the program on the staff dashboard, master calendar, vendor dashboards, reports etc.  
2. Enter the Staff's Email address. 
3. Enter the Staff's Mobile Phone number.
4. Enter a Staff Abbreviation.  This abbreviation is shown on the master calendar.
5. Select the appropriate Date Format
6. Select Maintenance Staff Options. Checking a Maintenance Issue or Damage Issues box will send a notification to this Non-Administration staff member when specified other staff submits an issue on their dashboard.

7. Check all the Staff Groups (Department, Tags, and Region) in which this staff will ever be assigned tasks.  This information is used by the Sticky Filter feature on your Scheduling Calendar.

   

Administrative Access Area

1. Check the Allow Administration Area Access to enable this Staff member to view other Staff's task assignments.  Once Allow Administration Area Access is selected then the Administrative Access Details page will appear. 
2. Choose and enter a Password.
3. Choose what areas of the site this Staff member can Access. Based on your selections the staff will have different levels of access.

Assign Utility Navigation Bar Access 

1. Manage for the Staff to view everything in the manage navigation bar, including the ability to impersonate all Staff, vendors, and owners.
2. Reports for the Staff to view and manage all reports. Editing of past tasks and bookings may be allowed per below settings (Bookings, Edit Tasks, Edit Notes).
3. Setup to allow access to the full Setup Menu
4. Account for the Staff to view and manage all items for the Operto Teams account (including billing).

Assign Operations Navigation Bar Access

1. Issues for the Staff to manage issues, including Send to Vendors and creating One-Off Tasks.
2. Time Tracking for the Staff to Edit and Adjust Hours.
3. Quick Reports for the Staff to view and Print Quick Reports.
4. Scheduling and Calendar List for the Staff to view Scheduling and Calendar List and give them the ability to search, Print and Send Tasks Lists.  This will not allow them to edit tasks or perform drag and drop unless given additional access. 
5. Bulk Edit from Scheduling List to allow the Administrator to make changes on the Scheduling List page. 
6. Master Calendar for the Staff to view the Master Calendar on their dashboard.  This does not give access to Edit Bookings or Tasks unless Bookings is also checked or Edit Tasks or Edit Notes is checked.
7. Bookings for the Staff to be able to Add and Adjust Bookings.

Assign Additional Access

1. Hide Hourly Pay Rates to prevent the Administrator from viewing pay rates for all Staff.
2. Drag and Drop to enable the Staff to Drag and Drop in the Scheduling Calendar.
3. Edit Tasks to give the Staff global access in all screens that have links to edit tasks (Master Calendar, Scheduling Calendar, Manage areas, and Reports).
4. Edit Notes to give the Staff global to all screens that have links to Edit Tasks and Bookings.  If the user is not allowed to Edit Tasks or Manage Bookings, they can still edit ONLY the notes in these areas.
5. Edit Issues to allow Staff to Manage, close, delete and make notes in Issues. The Issues box must also be checked in the above Grey Navigation Access area.
6. Edit Task Rule Assignments to allow Staff to adjust Task Rule Assignments only. 
7. Allow Setup Staff to allow add or edit Staff member records.
8. Allow View and or Edit Rent and Deposit Amounts. (This is not widely used)
9. Allow View and Edit Fee Amounts (This allows administrators to see amounts billable to owners or Property Managers)

Staff and Vendors

Check the Staff and Vendor Dashboards to which this administrator will have access. The main administrator will always have access to all Staff Dashboards.

Assign Properties

Check the properties this administrator can view on their dashboard.

Standard Work Days

Standard Work Days allow the scheduler to set up standard days off.  In most cases, you should leave all days checked. Many tasks have a multiple-day completion window and can be rescheduled to a working day for the assigned Staff. Days unchecked will have a grey background in the Scheduling Calendar and will not allow auto-scheduling. If an auto-assigned task occurs on a day the Staff is not scheduled then it will be assigned to the backup employee assigned or go into the unassigned column for manual scheduling. 

Calendar Notes

Calendar notes are very helpful when scheduling and can also be used to highlight standard days off or other scheduling conflicts. Examples of notes include: OFF, Starts work at 10:00, Works with Daughter. For details read Calendar Notes.

Staff Dashboard

Choose the appropriate Dashboard Language. Check the boxes in this list to customize the information available on this Staff's dashboard.  Options include Guest Name, Guest Email and Phone Number, Number of Guests (Pets and people), Task Time Estimates (so they know how long the task should take), Ability to Change Task Date or Start Early, Add Standard Task, Property Issues, Time Tracking including Milage Reporting and GPS Reporting, Task Accept/Decline, Upon Decline Choose Assign and Notify, View Property Folder and the number of days ahead this employee can view their assigned Task Schedule, 

Unscheduled Tasks and Issues Form

See Unscheduled Task and Issues Form Article

Notifications 

Choose if and when to automate sending  Task Lists to your Staff via email. We recommend sending these lists out manually through View and Send Task Lists. However, if you are confident in your schedule, you can auto-send them out.

If Accept/Decline is being used choose if you want to Send Notice Daily of Tasks Not Accepted

Choose the number of days to  Send this Staff member notification for last-minute New Auto-Assigned and removed Tasks.

Choose the number of days to  Send this Staff member notification for last-minute New and Removed Bookings.

Property and Booking Access

1. Choose the number of booking days you would like the Staff to view on their dashboard. 
2. Set up the schedule (frequency and timing) to email this Staff member the booking list for assigned properties.  Auto-send weekly or monthly booking lists on a set number of days before the booking dates.  Any new bookings that come in after the email, but within the date range will be auto-sent to the Staff highlighted within the list.
3. New bookings will already show up on the Staff dashboard for properties they access but this Staff member will not be notified via email unless Email Booking List is checked. You can send notifications through Administrator Notifications. We suggest you do not use this special application.

Choose Properties to Include

Check the properties to include in the booking list that appears on this staff's dashboard.