The first step in using Staffpoint™ is being able to book new assignments to be filled. Before we begin, it should be noted that once booked, assignments cannot be deleted. This is for auditing safety. Assignments, however, can be cancelled or modified before they are approved as complete.
Booking an assignment is easy. To begin, first open up the HRM and log in - the first thing you’ll see is the Scheduler.
1. Click on the ‘New Request’ button in the upper left. This will bring up the New Assignment Request panel.
The New Request panel allows you to set all the requirements for an assignment, including which client or location it’s for, the type of personnel required, the duration of the assignment, if it’s a recruitment booking or not, the number of personnel required, any custom report fields that may be relevant, and set any relevant billing options.
2. Select the client/location that this booking applies to, the |client user who requested it (if applicable), and the type of personnel you need to cover the assignment.
3. (optional) If a location has custom requirements enabled, this option will appear just below the client field. See Using Assignment-specific Requirements for more info.
4. (optional) If this is a new client/location, you can create it from here by picking the ‘Add New Client’ option at the top of the Client dropdown, similar to creating one normally. You can also create a new Client User from here by picking the Add New Client User option at the top of the Client User dropdown.
5. By default, the start date is set to today’s date. Click on the calendar icon beside the ‘Date from’ date. A date picker will pop up, allowing you to easily choose a date that this assignment is to begin on.
6. The start time is set to 7 AM by default, but you can choose any time using the time picker. It will even try to guess which time you mean, and will give you both the morning and evening version of the time you enter, unless a time after noon is specified.
Also by default, the end time is set to whatever the default assignment length is set to in your preferences. You can then pick the end time in the same manner, however if you prefer to enter assignment lengths in hours of duration rather than in hours of the clock, you can simply enter the duration of the assignment, and the system will automatically determine the end time.
7. (optional) Depending on the client/location selected, additional fields may appear as defined in the ‘Assignment Details’ tab of its details page. (See pg 46)
8. (optional) You may want to enter notes for this assignment. In this case, simply type them into the ‘Shift Note’ field, an they’ll be attached the assignment.
9. (optional) Enter the number of personnel you need to work this assignment. That many identical shifts will be created. If nothing is entered, the default is 1.
10. (optional) Depending on the Dispatch preference in settings, you may have the option of selecting whether notifications for this assignment are dispatched immediately or not.
11. Set which billing type you'd like to use for this assignment via the dropdown box. The default is the first billing type in the The Settings Menu#Billing Types Management list.
12. Click on the ‘Queue Assignment’ button to add this booking to the queue.
Multiple requests can be queued up before sending. When you click on the ‘Create Assignment’ button, they will be queued but not sent. This will allow you to delete any assignments you’ve made in error or that are no longer required, or add more requests without needing to repeatedly go back to step 1.
13. (optional) You can assign personnel directly from this screen without needing to send all assignments to the scheduler first. Simply click the check mark icon to the left of the assignment and it will bring up the Assignment Details screen, where you can pick from your personnel as normal.
14. When you’re done adding requests, click the ‘Send Assignments’ button at the bottom and the assignment bookings will be added to the Scheduler as Assignment Tags. Events will also be appended to the Event Log.