Workplace Online Sales Associate

Transcription

1 Workplace Online Sales Associate How To Guide Workplace Systems Inc. 100 South Wacker Drive, Suite 1140,Chicago, IL workplacesystems.com

2 Document Information Author(s) Alla Alperovich Owner Alla Alperovich Title SAM Sales Associate File Name Associate How To Guide_FINAL Classification How To Guide Revision History Version Date Description Author 0.1 July 1 st, 2013 User Guide first draft AA 0.2 July 2 nd, 2013 QA Edits MG Copyright and Confidentiality Notice The design features, documentation, software, data and firmware described herein are confidential and proprietary to Workplace Systems Ltd or its suppliers. None of those items, regardless of the forms in which they exist, may be used or disclosed to any other person (legal or otherwise) for any purpose except as specifically authorised in writing by Workplace Systems Ltd. Neither this document, nor the information or designs disclosed therein, nor the software or any part thereof may be reproduced or transferred nor used or disclosed for any purpose except as specifically authorised in writing by Workplace Systems Ltd. The use by you of any software without the appropriate licence is strictly prohibited. Since product improvement and change are a continuing process, the information in this document may be superseded at any time without prior notice. Workplace is a registered trademark of Workplace Systems Ltd. The other trademarks featured within this document are the property of their respective owners e.g. Oracle is a registered trademark of Oracle Corporation, Microsoft and Windows are registered trademarks of Microsoft Corporation. Publication date: Jul Workplace Systems Ltd. All rights reserved. No part of this document may be reproduced or utilised in any form or by any means, electronic or mechanical, including photocopying, recording or any information storage and retrieval system, without the prior permission in writing from the author(s). 2

3 Contents 1 Logging in 4 2 Clock In/Out & Breaks 5 3 View Personal Details & Edit Password 6 4 View and Request Time Off 7 5 View Availability 9 6 View and Accept Shifts 10 7 Viewing Messages 11 3

4 1 Logging in SAM can be accessed at where you will be presented with the screen below. You will be notified of your logon details when you are entered onto the system: Account: Username: Password: wvision firstname.lastname Password1 Please ensure that your logon details are kept secure. Users are responsible for all activity performed with their personal user-ids.

5 2 Clock In/Out & Breaks You are responsible for Clocking in and out for all shifts and breaks. 1. When you have successfully logged on you will be taken to your Today page. This will present you with details specific to you and the menu options to navigate to other parts of the system. 2. You will need to Clock In and Out at the beginning and end of your shift as well as Clocking In and Out for Breaks. You will see the current time and buttons to Clock In, Clock Out, Out for Break, and In from Break. 3. Clicking on these buttons will automatically update your timesheet accordingly. 5

6 3 View Personal Details & Edit Password You are responsible for ensuring that your Personal details are current in the system. For example, changes to your address or contact information must be reflected in the system as soon as possible. 1. Clicking on the My info menu option will take you to your personal details. From this screen you can view your details and edit your password. 2. To change your account password click on Account. 3. Enter your current Password, then enter the new one you would like twice, once in the New password field, then in the Confirm password field. When you are done click on the Save button. 6

7 4 View and Request Time Off Time off requests and notifications of unavailability should be submitted a minimum of 4 weeks in advance to your Retail Store Manager. 1. Clicking on the Time Off menu option will take you to your calendar where time off can be requested. 2. Your time off calendar will display the current year and show; time off entitlements and balances, pending and approved time off, shifts and shift statuses, etc. 3. Clicking a date on the calendar will highlight it in orange, any number may be selected at once. Time Off can also be requested where you have a scheduled shift. 4. Once you have selected all your dates click on the Request button. 7

8 5. This will take you to a summary screen where you are required to select a number of options regarding your time off. The amount of time should be calculated using the Start and End dates, the Part Day check box will allow you to be scheduled for a shift on that day before or after the time off. 6. Once you have completed your requests click on the Request button, this will save your changes and submit the request to your Manager via system message and . If you request an amount of time off that exceeds the length of your normal shift length or you request an amount greater than the balance of your paid time off bank you will receive a warning. These warnings can be overridden by clicking on Request again. 7. Returning to the calendar you will see that the dates you requested have turned orange to signify that the request is pending approval. 8. You will receive a system notification (and if you have it recorded in SAM) once your request has been approved or denied 9. To delete or change requested time off, highlight the date and click on the Delete or Change button. Note that only pending requests can be deleted or changed here, approved time off must be deleted by your Retail Store Manager. 8

9 5 View Availability The Availability area in SAM allows you to indicate preferred times to work. Availability can be edited by your Retail Store Manager. Changes should be requested 4 weeks in advance. 1. Clicking on the Availability menu option will take you to an area where you can view the times and dates that you are currently available to work. 2. The Home screen will display current availability and show any shifts and time off. The Template screen will show days that you are always unavailable. 9

10 6 View and Accept Shifts Schedules should be published for your review 3 weeks in advance. You should confirm all shifts within that schedule no later than 2 weeks in advance of the schedule starting. 1. When a schedule with shifts assigned to you is published a message will be sent to you. You will see this message when logging into the system. 2. Click on View Schedule on the main menu bar. 3. This will show all your shifts within the displayed date range. Shifts are color coded to show if they have been Assigned, Confirmed or Cancelled. Time off will also be displayed. 4. Confirming assigned shifts can be achieved in two ways from this screen. Clicking on an individual shift will give you the option to confirm or reject. 5. Clicking on the Confirm Shifts button will allow you to confirm multiple shifts at once. 10

11 7 Viewing Messages 1. Clicking on the Messages option on the menu bar will take you to a summary of all messages relevant to you. 2. Unread messages will be in bold. 3. To read a message click on the name in the from column. 4. To delete a message check the box next to it and click on the Delete button. All boxes can be checked in one go by using the box at the very top. 5. Once a message is opened you will see the option to return to the message summary page or delete the message. 6. Some messages will contain links that will take you directly to the page you are receiving the notification about. 11