Quickguide
Staff.Care HTML 5 Overview
208 Queens Road
Beeston
Nottingham
NG9 2DB
Tel: 0115 922 9241
Email: [email protected]
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Contents
Introduction............................................................................................... 2
New Menu’s ............................................................................................... 3
Displaying Fields ........................................................................................ 5
Save and Restore button ............................................................................ 5
Staff Maintenance Units .............................................................................. 6
Closing a screen......................................................................................... 6
Clear button .............................................................................................. 7
Query button ............................................................................................. 7
Working Patterns ....................................................................................... 7
Rota Screens ............................................................................................. 7
Symbols on Rota’s ................................................................................................................. 9
Bulk add ............................................................................................................................... 11
Hard Rules ........................................................................................................................... 12
Reports ................................................................................................... 12
Admin ..................................................................................................... 13
Staff Security ........................................................................................... 13
Admin Favourites ..................................................................................... 14
Wait… message ....................................................................................... 15
Current Logins ......................................................................................... 15
Glossary .................................................................................................. 16
SMI Disclaimer ......................................................................................... 17
Introduction
In this document we will look at the differences in the new Staff.Care. We will be reviewing
new screens, new layout, new functionality and new symbols. Google Chrome is becoming
the leading browser due to its speed in loading times, we advise customers to use Google
Chrome as their default browsers for Staff.Care to optimise performance.
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New Menu’s
The menu structure within Staff.Care has some subtle differences to help maximise screen
space for smaller screens or lower resolution monitors.
Clicking on a top menu opens the side menu, in the example we are going to open the ‘Staff’
menu.
If we click on ‘STAFF’ on the main navigation bar:
A pink underline will appear under the selected Main Menu
The Staff sub menu is displayed on the left of the screen:
To close the side menu, you can click anywhere outside the staff sub menu
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Or you can click the ‘X’ at the top of the side menu
To open the side menu again you can click back on the main menu or click on the Menu icon:
NOTE: If you have a larger monitor the side menu will always be displayed. You can’t hide
it.
At the top of the side menu we can search for a screen using the new search function. Every
screen within the current menu that contains the text entered in the search field will be
displayed, in the example I searched for ‘Event’:
Event Viewer is the only screen within the Staff Menu that contains ‘Event’ so that is the
only sub menu choice displayed.
To cancel the search, click the ‘X’
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Displaying Fields
Fields in pages do not load automatically. If you open Staff Maintenance and you want to
create a new staff member you have to click ‘NEW’. To create new items in Admin you will
need to click ‘NEW’ also. If you would like bring a staff members record up, you’ll need to
enter their Staff Code into the search bar.
Note: You will need to enter 2 characters into the search menu to load staff members who
have them 2 characters in their: staff code, first name or surname. This limit can be
extended or limited even more, please contact support for further information.
Click ‘NEW’
The fields in Staff Maintenance load
NOTE: There is a cog icon in Staff Maintenance which will check for installation of
Staff.Care helper (for Mail merge). If it is not installed you will be given the option to
install the latest version.
Save and Restore button
Unless you have made a change the ‘SAVE’ and ‘RESTORE’ button will remain unavailable to
click on.
Once you have made a change the ‘SAVE’ button and ‘RESTORE’ button will become
available.
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Clicking ‘RESTORE’ reverts your recent changes back. For example, if you’re in request query
and you bulk change a staff members leaves by accident, instead of leaving Request query so
your changes aren’t save you can click ‘RESTORE’.
This button is located in some screens in Staff.Care, clicking/dragging the button so it turns
pink actives the field.
Left for off
Right for on
Radio fields are now highlighted in pink when selected/active.
Staff Maintenance Units
When staff members are set up to not have access to a Unit or is hidden from appearing on
a unit it is more visible to see their set up on Staff.Care.
When Staff members don’t have access to a Unit or is Hidden from a Unit, it is highlighted in
red.
Closing a screen
If you’re inside a screen for example ‘Staff Maintenance’ to close that screen click this
button.
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Clear button
The new Clear button is present in most screens within Staff.Care. When clicked, it removes
any unsaved data you have entered and returns you to the beginning state of the screen you
are in. For example, clicking clear within Staff Maintenance will return you to the search bar
for a staff member/click NEW screen.
Query button
A Query button has replaced the ‘Go’ button in request query and other screens like Job
advert query, if for example, you are in request query and have entered todays date into the
start date field, clicking query till action your change.
Working Patterns
Working Patterns no longer has a grid, to create a working pattern for a staff member click
under the week you wish to add the working pattern to and choose from the rows of Days.
Rota Screens
To open a Rota in Staff.Care you need to click this button
Once this button is clicked you will get a drop down list, here you can select the Unit you
wish to open and also the Rota dates for that Unit.
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Once you have selected the unit and rota you wish to open click this button
Below is a screen shot of the new buttons along the top of the rota.
This refreshes the Rota you currently have open. Any changes other users have
made to this Rota will populate on the Rota you have open.
Note: If you have made changes to the Rota and you refresh the Rota you will be
prompted by a message asking to ‘Discard Changes OR Save Changes’.
These buttons allow you to move forward and backwards in Rota’s instead of
manually select the next Rota from the Rota drop down list.
Note: You can only move forward 3 unsaved Rota’s from the last saved Rota.
This button drops down your Save Levels which you can choose from.
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This button drops down: Rules, Fill, Print and Analyse.
Symbols on Rota’s
There are some new warning messages and symbols on the Rota’s.
When a staff member has reached their Maximum work Stretch the exclamation mark
symbol will appear next to the shifts:
You can still add more shifts to this staff member.
Below is a Staff member who can only work Day shifts. When adding shifts to the staff
member this symbol will appear next to the night shifts. You can’t add these shift to this
staff member.
If a staff member only works nights, this symbol will appear next to days’ shifts.
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This symbol on a rota means ‘Unavailable’
This symbol is a Time Off Pattern
This symbol means a Working pattern on a secondary unit
2 or more shifts/requests/leaves
This symbol means the staff member is Available
When adding shifts using the shift pop up menu, there is a ‘MORE’ option in the top right
hand corner, clicking this button gives you access to: adding leaves, unplanned leaves and
viewing leave history.
Clicking ‘More’
Click ‘LESS’ to show less options
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You can now add narratives whilst adding a shift to a staff member. Open the Shift/Leave
pop up, click on the shift you wish to add to the staff member and the narrative box at the
bottom is available.
Bulk add
Bulk add has an update to look slicker and increase performance.
Clicking on this button
bulk add functionality.
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next to the staff member of your choosing will drop down the
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The staff member’s name who you are adding shifts to, will be displayed under the cells.
When adding shifts for example an E shifts to a staff member, by entering an E shift into a
cell and holding down shift and pressing the RIGHT or LEFT arrow key, them shifts till be
copied cross the passing cells.
NOTE: By entering – (minus) into a cell in bulk add and holding down SHIFT and holding
down the LEFT or RIGHT (depending in what direction you wish to move in) you can
quickly Bulk delete shifts.
Hard Rules
Hard rules are now always applied, you can now no longer deselect hard rules within the
rota and unchecking the check on add/save options are only applicable to Soft rules:
Reports
The generate button for reports is now located in the top right hand corner to minimise
wasted space.
When the report has generated you will have two options, open file or view report, Open
File opens the report in CSV. View Report opens the report in a PDF, access to the PDF and
CSV can be accessed under ‘GENERATE’
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Admin
Leaves codes can now have Default increment periods.
This allows users to assign leaves to staff members quicker. By setting a default increment
period, when a user assigns that leave code to a staff member in staff maintenance the
increment and period will automatically be populated with the data from the default.
Sub-Codes for Leave codes are now set up in a separate tab. To set up sub-leave codes select
a Leave code from the list and click the ‘SUB-LEAVE CODES’ tab and click new.
Staff Security
Staff Security has had a major transformation. SMI have made editing security groups more
visual. Below is the Staff Security main screen, here you can give no access, read only access
and full access to Main menus and sub menus by clicking on access in the access column.
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A Paint feature has been added to Staff Security in which you can visually go through
Staff.Care clicking on every field choosing what access that security group will have to that
field. You can choose what access that security group has to that field by clicking on the
Yellow box in the top left hand corner.
No Access
Read Only
Full Access
By clicking ‘RETURN’ you will return back to staff security where you can save your changes.
SMI will continue to make security group changes unless authorisation has been given by
SMI for you to make changes yourself.
Admin Favourites
Creating Favourites is now more visual. Groups for the Favourite are now located on a
separate screen.
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Adding menus to groups now opens a Staff.Care popup in which you can browse through the
menu’s and select those required in your new group.
Move menu down in group list
Move menu up in group list
Removes menu from group list
Wait… message
In Staff.Care you might get a please wait message if you are saving a rota and you
immediately click onto another menu/screen. The warning message is just to allow time for
the system to process the recent changes before more changes are made. Click ‘Close’ when
the message is displayed to dismiss the message.
Current Logins
If you head to Day by Day>System>Current Logins you can see who is logged into the system
and what current screen they are in, you can now ‘REMOVE’ a user from Staff.Care (Force
End Session).
By clicking the ‘REFRESH’ button the current screen users are viewing will be refreshed.
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Glossary
Opens submenu
Opens submenu
Clicking ‘NEW’ loads fields for that screen
Clicking ‘RESTORE’ reverts your recent changes back from the latest save
Click or Drag to active the field (This field isn’t active- off)
This field is now active (on)
Clicking ‘X’ closes your current screen
Clears any unsaved data entered into the current screen
The query button has replaced the ‘Go’ button in Staff.Care, for example
Request query
This refreshes the Rota you currently have open. Any changes other users have
made to this Rota will populate on the Rota you have open.
Note: If you have made changes to the Rota and you refresh the Rota you will be
prompted by a message asking to ‘Discard Changes OR Save Changes’.
These buttons allow you to move forward and backwards in Rota’s instead of
manually select the next Rota from the Rota drop down list.
Note: You can only move forward 3 unsaved Rota’s from the last saved Rota.
This button drops down your Save Levels which you can choose from
This symbol on a rota means ‘Unavailable’
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This symbol is a Time Off Pattern
This symbol means a working pattern on a secondary unit
2 or more shifts/requests/leaves
This symbol means the staff member is Available
Shows more options in the Shift pop up screen
Shows less options when adding shifts
Opens a CSV. Version of the generated report
Opens a PDF version of the generated report
Moves menu down in group list of a Favorite
Moves menu up in group list of a Favorite
Removes menu from group list of a Favorite
SMI Disclaimer
This document is supplied as is and without warranty by SMI, who assumes no liability or
responsibility whatsoever to the user of this document, the user agents and/or employees or
any other party, for any claimed inaccuracy in this document, or for damage caused or
alleged to be caused directly or indirectly by any use of this document (including, but not
limited to, interruption of service, loss of business, anticipatory profits, consequential
damages or indirect or special damages arising under any circumstances or from any cause
of action whatsoever including contract, warranty, strict liability or negligence) regardless of
whether SMI was informed about the possibility of such damages.
The information in this document is subject to change without notice.
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