Getting Started With TeleStaff

1. Getting Started With TeleStaff

2. This presentation is designed to acquaint you with the TeleStaff system. • Telestaff is accessible to you from at work computers, from your phone or from any computer with internet access.

3. What is TeleStaff? • TeleStaff is a staffing program that the fire department is using do our daily staffing and payroll. • Telestaff takes the place of the old phone in staffing system and will allow you more freedom to make yourself available for work.

4. Logging into TeleStaff There are three methods to log into Telestaff • Double-click on the TeleStaff shortcut on the desktop of a HQ computer. (there will be a workstation available at HQ and possibly JGs) • Log on to the Telestaff Website • By calling in on a Touchtone Telephone

5. Definitions In this presentation TeleStaff= Accessing the system from the HQ computers or from your phone WebStaff = Accessing the staffing program from a home computer.

6. Click on the links below to learn about TelestaffWebStaff & Phoning into Telestaff

7. This is the TeleStaff login screen • Every time you open TeleStaff, you will be prompted to enter your login ID and password Your ID is your last nameJohn Smith = smith If there are multiple employees with your last name: use your last name and the first initial of your first name John Smith =smithj If there are multiple employees with the same last name and first initials, use your last and the first 2 initials of your first name John Smith =smithjo Jill Smith = smithji

8. The TeleStaff Window Help Navigator TeleStaff window

9. The Help menu is designed to assist you in becoming comfortable using the TeleStaff system

10. The Navigator is viewed in a tree form allowing easy access to staffing information

11. The TeleStaff window is the main window from which all work is done with TeleStaff

12. Access My TeleStaff • Click on the “+” symbol next to the “My TeleStaff” folder • Now you have access to the “Calendar,” “Information,” and “Reports” subfolders

13. Your TeleStaff Calendar Click on the “Calendar” folder in the Navigator and you will see your TeleStaff Calendar appear in the TeleStaff window.

14. The TeleStaff Calendar is where you can manage your personal staffing calendar. In this window you can request leave, signup for work, and view your position on the TeleStaff Pick List

15. Your name appears at the top of the calendar This is the calendar date you are viewing Today’s date is in Turquoise and is underlined

16. Your scheduled shifts are displayed as large boxes in the top left of each working day • Paydays are in green and are listed under a numbered day of the month

17. To view a different month or day you can click the Calendar drop down box next to the date • Click the forward or back arrows to view a desired month

18. Signing Up for Seasonal Work Assignments in TeleStaff Click on the “Calendar” folder in the TeleStaff Navigator Click on the date(s) you want to make yourself available Right Click and choose “Add”

19. To choose non consecutive days, press and hold the “Ctrl” key on your keyboard and left click the working days you are available (or any other code) Right click on any of the selected days and click “Add”

20. Click on the Work Code on the pull down menu Select a signup code

21. Verify the time and day you are signing up for work Any restrictions will be displayed in the “Issues” window Click “Ok”

22. The Available for Seasonal Assignment code is shown on your Calendar Assignments will be displayed in White When you hover over an assignment the details of the assignment will be displayed 8Hrs, 10:00-18:00/Unit 5331/Unit Operator

23. Remove a Sign up Code in TeleStaff • Right click on the Sign up code • Left click “Remove”

24. Verify the date of the sign up code you wish to remove Click “Ok”

25. The sign up code has now been removed from you calendar

26. Request a Seasonal Day Off in Telestaff(A-Level Summer Staffing Only) Click on the “Calendar” folder in the TeleStaff Navigator Click on the date(s) you want to make yourself available Right Click and choose “Add” and then “Seasonal Day Off”

27. Select “Seasonal Day Off” Click the “Work Code” drop down box, Verify your “Seasonal Day Off” Click “Ok”

28. Your Seasonal Day Off requests are now displayed on your calendar Your Seasonal Day Off does not need to be approved. However you will not be granted the day off until someone is filled into your assignment + + + You are granted 60 hours of leave time using the seasonal day off code. Requests for greater time off must go through your supervisor.

29. Remove a Code in TeleStaff • Left click “Remove” Right click on the code you want to remove You can remove the code: Available for Seasonal Assignment as long as you have not been placed into a assignment You may remove the code: Seasonal Day Off only if your assignment has not been filled If your request for a particular code or your attempt to remove it are denied you need to call a supervisor. Call the lifeguard hotline 949-644-3049 during business hours. There is a supervisor on duty at 7am daily.

30. Verify the date of the sign up code you wish to remove Click “Ok”

31. Contract Switches Click on the “Calendar” folder in the TeleStaff Navigator Go to your calendar and right click on the work day you are trading away and right click and choose: Add And then choose: Contract Switch Off-duty

32. Contract Switches The “Cover” box will become active and you can choose from a list of employees who will do a contract switch to cover your shift Confirm the hours you want the switch to cover. The default is the full shift. The names of any lifeguards who owe you hours for previous switches will appear at the top of the list. The hours owed will be in parenthesis to the right of the name.

33. Contract Switches Don’t place someone in a contract switch cover until they have agreed to work for you. Click “Ok” A green checkmark means the trade can be submitted A red “X” means there is a conflict with the trade Once you have added the contract switch off-duty you need to notify your supervisor via e-mail, phone, note or in-person Your cover lifeguard must have the qualifications to cover your assignment (i.e.: boat operator/unit certified etc.)

34. Contract Switches Your calendar now reflects the “Contract Switch off-duty” code The lifeguard whom you got to cover your shift will also see the contact switch on their calendar. +S off-duty

35. Your TeleStaff Information Record Click on the “Information” folder in the Navigator and you will see your staffing information appear in the TeleStaff window Here is where you can change your phone numbers. The 1st Contact field is your primary phone number The 2nd Contact field is your alternate phone number When TeleStaff calls you it will use these numbers. You can enter a home phone number, cell phone number, or pager. Pagers should be identified with a “P:”

36. Profiles Tab The Profiles Tab provides rank, specialty, and group information about you. You cannot edit any of the fields in this tab This is where your preferences to work as a LG I/II/III for move ups and move downs are recorded. To change these contact the department assistant Andrea This is where your specialty skills are recorded. To change these contact the department assistant Andrea

37. Assignments Tab The Assignments Tab provides information about you’re a-Level Summer staffing work assignment You cannot edit any of the fields in this tab

38. Messages Tab The Messages Tab is where you can review your messages

39. Paybacks Tab The Paybacks Tab is where you can look up previous shift trades Click on the “Owes Me” tab to review personnel who owe you a trade Click on the “I Owe” tab to review personnel you owe trades to

40. Penalty Tab The Penalty tab is not currently used

41. Logged Tab The Logged Tab is where you can view all the hours/counts you have logged for a one year period for a particular bucket. In TeleStaff, A “bucket” is the term used for tracking a particular set of data in an account. For Lifeguards this is where we will track your seasonal hours for the priority list

42. The TeleStaff Roster Click on the “Roster” folder in the “Manage” folder of the Navigator to view the TeleStaff roster in the TeleStaff window

43. The TeleStaff roster provides a department wide roster of all the units and positions the department staffs The roster is setup in a tree form so that you can expand or collapse any portion of the roster

44. You can change the roster date by clicking the pull down menu next to the date and then selecting a day You can also change the month by clicking the forward or back arrows

45. You can locate anyone on the roster by clicking the “locate person” button and clicking on their name in the “locate person” window

46. The TeleStaff Pick List Click on “Calendar” in the TeleStaff navigator Window Look for a future day that you are not working Right click on the numbered day Left click “Pick List”

47. The TeleStaff Pick List The TeleStaff Pick List shows you the staffing order for a particular day It is the equivalent of running the staffing rules for all the positions at the same time

48. Learn how to access TeleStaff via your telephone Learn how to access TeleStaff via the internet with WebStaff

49. WebStaff

50. WebStaff Log on This is the WebStaff login screen. Every time you log on to WebStaff, you will be prompted to enter your login ID and password and our access code. Your ID is your last nameJohn Smith = smith If there are multiple employees with your last name: use your last name and the first initial of your first name John Smith =smithj If there are multiple employees with the same last name and first initials, use your last and the first 2 initials of your first name John Smith =smithjo Jill Smith = smithji The access code is 2289