User account

The user account contains the information associated with each user in WSDN.

In the General Information section, you can set the user's name, logon info, email address, and other contact info, as well as free-text notes about the user.  The password must be at least 6 characters long. Some of this information can be changed by the user via the employee area, including the phone numbers and the password.

In the User Permissions section, you choose the level of access this user has.  You have three choices: employee, manager, or admin.

Employee: Can only access the employee area. Employees generally can not change their schedules, except through sign up and swap features if those features are allowed by the manager.

Manager: Can access either the employee area or the manager area. A manager can not set global settings such as setup for categories, rules, and departments. Managers can be restricted to specific departments (See Managed departments) below.

Admin: Can access anything in the system, including all setup areas.

Do not schedule: Check this box if the user is a manager or admin who would never be scheduled themselves.  This eliminates the user from being chosen in the auto-scheduling and best fit features, and also excludes the employee from being shown in the drop down menu on the availability screen.

Disable user from logging on: Check this box to lock the user out of WSDN.

Disable phone access: Check this box to disable the user for checking their schedule using the Schedule Hotline.

In the Managed Departments section, you can choose which departments a manager has authority over.  This section will only show up if the user is set to be a manager since employees do not manage at all and administrators can manage all departments.

Use CTRL-(left click) or SHIFT (left-click) to choose any combination of departments.  This user (manager) will have access to only those employees who are qualified for any of the selected departments.

In the Time Off section, you can set the number of hours that you want to equal a "day" for time off reporting purposes.  You can also enter the year hired.

In the Auto-scheduling information section, you can set the properties of this user that effect how the user can be chosen with the auto-schedule and best fit features. The only values here that will take any effect are those that pertain to some rules that you have added in the Rules area. See Automatic scheduling for information on how each of these settings effect the auto-schedule process.

In the Main Category Items section, you can assign the user a main category item in each category.  These settings are used for the following purposes:

l Only managers who are authorized to manage this user's main department, can edit this user's record.

l If using the Attendance module, when this user clocks in, in the case that no time block is found in the current schedule, these properties will be used to attach category items to the time block which is created to record the time worked. See Attendance for more information.

In the Qualifications section, you can qualify users for departments, as well as any of your other categories that you have indicated are "qualifiable " in the Categories Setup.  Qualifying an employee for a category item can be used in conjunction with the qualification rule, to ensure that employees are only scheduled where they are qualified.  You can enter a rank which can be used in conjunction with  the rank rule, to prefer employees who are better suited for certain tasks, departments, areas,  etc. when using auto-scheduling features. Qualifications and ranks have no effect unless the corresponding rule has been added in the Rules section.

DEPARTMENT QUALIFICATION: Qualifying a user for a department is more significant than qualifying an employee for any other category. Managers can only schedule those employees who are qualified for the departments that they manage. This means that if an employee is not linked (through his or her department qualification) to a given manager, that manager can not even see the employee to schedule.

In the Reminders section, you can set the system to send automatic reminders about the shifts to employees. To use this feature, you have to check the option Allow Reminders in the General Options screen.

Check Remind this employee if you want the system to send at least one reminder. You can choose to remind the employee before all the shifts, or only unusual shift (shifts that don't occur in the recurring schedule). Specify the number of hours before the shift on which the system should send the reminder to the employee.

If you want the system to send more than one reminder, check the box on the second line in the Reminders section, specify how many ADDITIONAL reminders you want to be sent, and how often the system should send them.

Please note that the system will send a maximum of 5 reminders per shift per employee, and the reminders should be at least an hour apart.

Specify the email that the employee should receive the reminder to. If you don't enter an email in this section, the system will ignore the reminder and will NOT use the default email address that you already provided for the employee.

You can use the Reminders feature to send the reminders to your employees cellular phones as SMSs. Here are the email addresses for the 6 most popular cellular phone carriers:
 

T-Mobile: phonenumber@tmomail.net
Virgin Mobile: phonenumber@vmobl.com
Cingular: phonenumber@cingularme.com
Sprint: phonenumber@messaging.sprintpcs.com
Verizon: phonenumber@vtext.com
Nextel: phonenumber@messaging.nextel.com
 
where phonenumber = your 10 digit phone number