Assigning Staff
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Assigning Staff

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Article Summary

Staff are added to MainEvent at the global level. So what’s to be done if you want to bring an existing staff user over to a new client or program? Well, you claim them. It’s like calling ‘shotgun’, except there are no limits on how many people can pile into the front seat.

Manually Adding Staff

Staff can be shared between clients, assigned to markets and locations, submit recaps and claims, create their own ad hoc events and guerilla stops! But first, they have to be added to the site. Here’s how we do that.

Going Global

To add staff to a client site, you must begin at the global level. From the navigation menu, click Global.

Once you’re on the global page, you’ll want to click the Staff tab, then select Add.

This will bring you to a Staff Profile Page. The first part that you will need to complete is the Personal Details section.

The required sections will be highlighted in red. These fields are: First Name, Last Name, Primary Address, Primary City, Primary State/Province, Primary Zip, Primary Country Code, Birthdate, Primary Number, Email.

The next section will allow you to assign Traits and Trait Groups to the staff user. In order to accomplish this, you will have to have already set up Traits and Trait Groups. This is covered in a different document.

Available Traits or Trait Groups (a cluster of single traits collected together) will be listed. To select a Trait Group, click the Assign Traits button next to the group. Single traits are assigned a la carte by selecting or deselecting the checkbox next to the trait name. Traits are optional to use and optional to assign to staff. You may assign as many or as few traits to staff users as you want.

Certifications will follow, and like Traits, they will need to be added to the system prior to being assigned to staff users. Certifications are assigned individually by selecting or deselecting the checkbox next to the Certification name.

Certifications may also be assigned an expiry date (if the Certification is set up to be expirable in the Certifications section), and this date is set per staff user. Click the Expiration Date field and add the correct date from the date selector calendar. Selection will be done by choosing the Year, then Month, and Day.

 

Next, you will assign the user their portal login. Their status will be automatically set to Active. Once you have completed the setup for the user account, they will be sent an email to create their own password.

You can also add payroll ID information, and upload headshots (if applicable to your program).

Now we get into the good stuff, the staff assignments. The assignments will impact what the staff user is able to view and access on the site, and also impact when you are able to staff them to an event.

Assignments are handled first by Client, Programs, Markets, and Positions. Each staff user can be assigned to any or all of the options within each of these categories, with some caveats. If a user is not assigned to a client, they cannot be assigned to any programs, markets or positions within that client. Likewise, if a user is not assigned to the program, they cannot be assigned to that program’s markets or positions. Assignments must be set from the top down in the following order: Client→Program→Market→Positions

Once you have selected the assignments, you have the option of assigning the staff user to Locations. These locations can be used when the staff are creating ad-hoc events on their portal. You can search for existing locations by Market, Location Name, Location Street Address, City, State, or Location Type. All results will be displayed in the Search Results section below. Choose a location by selecting the checkbox beside the Location Name and then clicking Add Selected.


All Locations assigned to a user will display on at the top of the User Locations section.

Once all the desired changes have been made, click Save Staff Profile. The staff user will now be visible on the Global Staff Index, as well as the Staff Index of any client they were assigned to in the setup.

Global - Staff Assignment Tool

The Global staff assignment tool can be used by administrators to quickly assign staff to clients. This tool allows you to bypass having to manually edit each staff member, and instead provides an excel template that can be filled out and then uploaded to update multiple staff member’s client assignments at once.

Completing the Template

In order to download the staff assignment template and update the staff users you will need to follow the steps below.

How to Navigate to the template page

From the global section, click on Tools and then Staff Assignments on the navigation bar.

Download the template

You will be brought to a page where you can download the template. Simply click on Download Template and a pre-populated excel spreadsheet will start to download.

Fill out the template

Once the template has been downloaded, you can open it in excel and begin to update the staff’s client assignments.

Each line lists an individual staff use, their staff ID #, and any clients that they are already assigned to (indicated with an “X” under the respective client’s column). You can assign staff to one or multiple client blocks which in turn allows them to be assigned to programs and markets that fall under those client block(s). Place an “X” next to the staff name and under the desired client column for their profile to be updated.

Once you have assigned the staff to their respective clients, save the file in a .csv format.

Upload

To upload the template back into the system, navigate back to your internet browser and click continue. You will be brought to a page where you can choose the file you just updated and select it for upload.

Click Conduct Test for the system to check the file for errors. If there are any errors, such as duplicate names, misspelled names etc. the system will provide a warning and stop you from proceeding with the upload.

Confirm upload

If there are no errors, click Complete Import and the staff client assignments will be officially updated.

Client Staff Assignment Tool

The Client Staff Assignment Tool can be used by administrators to quickly assign staff to programs, markets, and position types under a parent program (client block). This tool allows you to bypass having to manually edit each staff member, and instead provides an excel template that can be filled out and then uploaded to update multiple staff member’s parent program assignments at once.

Completing the Template

In order to download the parent program staff assignment template and update the staff users you will need to follow the steps below.

How to Navigate to the template page

To start, you will want to click on the Global button on your navigation bar and then navigate to the desired Parent Program tile. Once in the parent program of choice, click on Tools and then Staff Assignments on the navigation bar.

Download the template

You will be brought to a page where you can download the template. Simply click on Download Template and a pre-populated excel spreadsheet will start to download.

Fill out the template

Once the template has been downloaded, you can open it in excel and begin to update the staff’s assignments.

Each line represents a different staff user, what their staff id # is, as well as any program, markets, or position types that they are already assigned to (indicated with an “X” under the respective column). You can assign staff one or multiple programs, markets, and position types which in turn allows them to be staffed to events that fall under those programs, markets, position types. Place an “X” next to the staff name and under the desired client column for their profile to be updated.

Once you have assigned the staff to their respective program, markets, and positions, save the file. You will want to make sure it is saved as a .csv file in order to complete the next step.

Upload

To upload the template back into the system, navigate back to your internet browser and click continue. You will be brought to a page where you can choose the file you just updated and select it for upload.

Click Conduct Test for the system to check the file for errors. If there are any errors, such as duplicate names, misspelled names etc. the system will provide a warning.

Confirm upload

If there are no errors you click Complete Import and the staff client assignments will be officially updated.

You can repeat this process for each client as needed.