Staff Track Management Guide

Who is this guide for?

Any user that has an account with StaffTrack for a site they work at

How to access StaffTrack

You will be invited to StaffTrack by your line manager. You will receive an email with your job role and a link to the site. You will need to create an account and set a password. You must use the link in the email to create your account. You must use your full legal name to prevent any payroll issues.

Your Profile

It's important to keep your profile up-to-date. It can be viewed and edited by clicking on your name in the top right corner of the screen, then selecting "Profile".

Availability

You can set your availability for the general weekly availability here. You can adjust individual days on the "My Availability" page. There may be certain dates that the site managment require you to be available for, these will be set by your line manager and you are unable to change them.

Profile Picture

You can upload a profile picture to help identify you. This is especially useful if you work at multiple sites.

Two Factor Authentication

This allows you to add additional security to your account. You can enable this by clicking on your name in the top right corner of the screen, then selecting "Profile" and then "Two Factor Authentication". We use Google Authenticator for 2FA. It is important that you keep your 2FA codes secure as resetting them can be a lengthy process that requires contacting your line manager and technical support.

Browser Sessions

This section shows you the browser and device that you are currently logged in on. You can log out of all sessions by clicking the "Log out of other browser sessions" button. This can be useful if you dont have immediate access to all devices you have logged in on.

Dashboard

The dashboard is the first thing you see on logging in. It shows you your tasks that require action, your upcoming shifts and any messages from your line manager.

Tasks

Tasks are actions that you need to complete. They can be added by your line manager or by the system. You can view your tasks by clicking on the "Tasks" link in the top menu. By clicking on a task you can view more information about it and its status. From this task view you are able to see what is required for you to do to complete the task. If the task requires verification, it may be "Awaiting Verification" until your line manager has verified it.

Some tasks involve e-signing documents. These will be sent to you by our secure document processor "Signable". You will receive an email from Signable with a link to the document. You will need to follow the link and sign the document. If you have any issues with this process, please contact your line manager.

Some tasks are required for you to be added to the rota. You will not be able to be added to the rota until these tasks are completed, so it's important that you complete all your tasks as soon as possible.

You will receive a weekly roundup of any tasks that require action. This will be sent to the email address you used to sign up to StaffTrack.

Rota

Rota Dashboard

This shows your shifts for a specific week. You can navigate to different weeks by using the arrows at the top of the page. You can also view your shifts by day, week, month or year by clicking the button at the top of the page. Any shift with in "i" icon next to it has additional noted. You can view this information by clicking on the shift.

My Availability

This shows your availability for the year. You can set your availability for a date by double-clicking on the date. If you are marked as unavailable, you will be unable to be added to the rota.

Events Calendar

This shows the events that are happening at the site. You can view all the events and link their web-pages by clicking on them

Week Overview

This shows all the shifts for the week. You can see your shifts and the shifts of your colleagues. You can also see the tasks that are required for each shift. Any shift with in "i" icon next to it has additional noted. You can view this information by clicking on the shift.

Shift Details

By clicking on your shifts throughout the site you can view more information about the shift. If the shift is in the future, you have options to make changes to the shift

Swap Shift

If you've spoken to a colleague and want to swap shifts, you can click this button. You will be presented with available colleagues. Choose the colleague you wish to swap with and add a note or message. They will be notified and have the option to accept or decline the swap. If they accept, the shifts will be swapped automatically. If they decline, you will need to find another colleague to swap with. If you initiate another swap, the previous swap will be cancelled. Your line manager will be notified of any swaps.

I have an issue with this

If you have a specific issue with a shift you can click this button. You will be presented with a form to fill in. This will be sent to your line manager for review.

I can't do this shift

If you are unable to do a shift you can click this button. You will be presented with a form to fill in. This will be sent to your line manager for review. This is not an automatic process and will require the approval of your line manager.

Holiday

You can request holiday using this form. If you have accrued holiday this will be calculated by payroll, otherwise the holiday period will be used to prevent shifts being allocated you you.

There may be certain dates that the site managment require you to be available for, these will be set by your line manager and you are unable to request holiday for these dates.

Once you have requested holiday, your line manager will be notified and will need to approve the holiday. You will be notified of the approval or rejection of the holiday. Once approved, you will not be available for shifts during the holiday period.