The Employee Folder is used to add, modify, delete and view important information about your employees. Every employee in your school will have their own folder regardless of their employee type such as full-time or part-time.
To access the Employee Folder, click on Employees, then Edit Employee Folder, or click on the Employee Icon on the main toolbar.
As discussed in the chapter Introduction to FrontDesk Manager, the Employee Folder contains the same look and feel as all other SchoolLeader folders. The Employee Folder is a folder you will be accessing on a regular basis to mange information about your employees.
When you first open the Employee Folder, it will automatically display the COVER information for all Active Employees. If you need to display information about an inactive employee, then simply click on the down arrow next to 'active employees', and select the category of employees you'd like to display. SchoolLeader refers to this as a folder filter, and is used to minimize the amount of data that is to be displayed in the 'VIEW EMPLOYEE list'.
The folder filters for the Employee Folder are:
All Employees - every Employee entered into SchoolLeader will be displayed under 'View Employee'
Active Employees - all Employees that have a start date less than or equal to today and do not have an employment end date less than or equal to today.
Inactive Employees -
all Employees that have not yet started at your school or have already
been terminated.
Once you select the filter, then click on the down arrow next to View Employee, and the appropriate names will be displayed. Remember that you can also start typing in the employee's last name, and SchoolLeader will locate that employee for you. The 'View Employee' and 'folder filter' are accessible on every Employee Folder Tab.
Like all SchoolLeader folders, the Employee Folder organizes and displays data within 'tabs' accessible from the bottom of the Employee Folder. By clicking on a tab, you will gain access to specific information for the selected Employee. The Employee Folder tabs are:
The <<COVER>> tab is the primary tab for the Employee Folder. From the COVER, you can Add and Delete employees, as well as display the primary information about each employee such as name, birth date, age, etc.
The COVER also displays various employee Status/Alert icons along the bottom to provide you with a quick visual overview of the employees' current status. Since these icons reflect the status of data in the employee folder, the icons cannot be modified here, nor can you click on them to gain access to that particular area of data. Use the folder tabs to change the data displayed in these status/alert icons.
Four Employee Alert lights provide a quick visual to some important conditions related to each employee in your school. These conditions and their status are:
Employment
Green - Current
Employee is ACTIVE. They have a Start Date that occurs before or during
the current date AND their Termination Date (if any) occurs after the
current Date.
Red - Current Employee is not Active. They have a Start Date that
occurs after the end of the current Date OR their Termination Date occurs
before the current Date.
Overtime Hours
Green - Current
Employee has less than 4 hours of OT in the last month.
Yellow - Current Employee has more than 4 hours but less
than 8 hours of OT in the last month
Red - Current Employee has more than 8 hours of OT in the last month.
Certifications
Green - Current
Employee has no overdue Certifications based on the master Employee Certification
Schedule.
Yellow - Current Employee complies to all Certification requirements
but one or more will be due in the next 30 days.
Red - Current Employee has one or more overdue Certifications.
Class Placement
Green - Current
Employee is assigned to a classroom
Red - Current Employee is not assigned to a classroom
To add a new employee, click on the NEW EMPLOYEE button. SchoolLeader will position a blinking cursor to the employee's last name.
Enter the full name of employee. This name that will be displayed in all reports and internally when referencing employees. SchoolLeader will automatically capitalize the first letter of the last name and first name.
Try to avoid using special characters like hyphens and accent marks. It can make it more difficult to 'type search' for the name in the future.
Identifies the assigned unique ID number for this employee. Employee ID's are assigned automatically by SchoolLeader and cannot be changed.
Enter the employee's birth date by first clicking on the birth date box, and then entering the date in the format MM/DD/YYYY. (Refer to 3.1 The Basics: Using the FrontDesk Calendar Effectively, to learn how to use the SchoolLeader calendar function).
Select the employee's Marital status.
Select the employee's gender.
Enter the employee's SSN.
Select the classroom that this Employee will be assigned to 'most' of the time. This will be the default classroom used when the employee signs in using CheckPoint Station.
Select whether this employee is full-time or part-time.
Select the Employee's Job Title.
Click on the SAVE button after completing the Employee Cover tab. SchoolLeader will perform automatic saves periodically during processing. For example, moving to another window will force changes on the current window to be saved. You cannot prevent these "forced" saves.
Pressing the "Cancel" or "Undo" buttons will abort your changes and erase the new entry.
To delete a employee, select the employee's name, and click on the DELETE key. You will be prompted to confirm the deletion. You cannot undo this action so be sure you want to delete the employee before you press OK.
To modify a employee's information, select the employee from VIEW EMPLOYEE. Type over the information you want changed, then click on SAVE. For example, if you realized you mistyped the employee's last name:
select the employee from the 'View Employee' window .
correct the misspelled name in the 'Last Name' field.
Click on SAVE and then the newly typed name will now be displayed in 'View Employee'.
If you know the Employee's ID Number you can quickly position to their folder by pressing this button. An input box will be displayed where you can type in the Employee ID number.
The Employment Tab allows you to track hire and termination dates for your employees.
Enter the dates the employee applied for the position, was hired for the position and started at your school.
Enter the date and explanation of termination for this employee. The explanation box can be used to document any issues related to the exit if they were "terminated with cause".
This section allows you to record home address and telephone numbers for the employee. Information entered here is used in Employee Callout List reports and Employee Profile Reports.
When entering information for a new employee, the employee's City, State, Zip Code and Area Code fields will be pre-populated with the address default values defined on the Configuration Defaults window under DEFINITIONS along the SchoolLeader toolbar.
Clicking on this button displays the "Email Composer" window with the selected Employee's Email ID predefined. Simply type your message and press the Send Key. The message will be sent over your previously installed email account. If you want to attach a file you can do so with the "Attach File" button on this same window.
Rule: You MUST have already installed and configured your email account with an internet provider for this feature to work. SchoolLeader is not providing an email account for you to use, it simply sends email messages over the email account currently setup on the workstation.
The Employee Folder Wages Tab allows you to keep current and historical data on your employees' wages.
To add a new wage:
enter the information into the Current Wage Statistics Section
click on Save New Wage
To remove a wage entry:
select the wage to be removed
click on Remove Wage Entry
To print a Wage Report for this employee, click on the Print Wage Report button. The report reflects the information currently visible in the Wage History Grid.
The Employee Folder Certifications Tab allows you to track and manage certification and educational accomplishments for each employee.
The Certification Tab is divided into 2 sections:
Required Certifications
Other Education and Certifications
Required Certifications work in conjunction with the Employee Certification Manager that you should have already defined. If you did not do this, then go back to the topic that discusses the Employee Certification Manager.
Based on the information you have already entered into the Employee Certification Manager, you need to now tell SchoolLeader whether or not this employee has the required certifications. To update the Required Certifications:
Double click on each Required Certification. The following window will be displayed:
The Description, Updated By, and Due Date are for information only
Enter the Received Date
Enter the Expiration Date (if there is one)
Enter any optional comments
Click on OK.
This needs to be done for every Required Certification. Once you've established each employee's certifications compliance dates, SchoolLeader will automatically track employee compliance for you.
You cannot ADD or DELETE Required Certifications from this tab. To ADD or DELETE certifications, you must access the Employee Certification Manager (click on employees, then Employee Certification Manager).
To access the Certification Compliance Report, you need to go to the SchoolLeader Central Report Manager:
From the top tool bar, click on Reporting, then Central Report Manager
Double click on Employees
Double click on Employee Certification Schedule OR the Employee Certification Compliance List
Enter the 'as of' date (can be a future date, which will allow you to warn employees of future certification expirations).
The report will first produce a listing of all employees whose certifications are not in compliance, followed by the details for each employee.
The bottom section of the Employee Certifications Tab allows you to enter additional certifications or education that this particular employee has achieved. For example, your employee may have a Bachelors degree in Early Education. While this is not a required certification, it is something that you want to note in your employee's folder.
This section is not controlled by the Employee Certification Manager, as is done with the Required Certifications. This section is controlled by optional training and certifications that you want to note in the employee folders.
To add a new certification or education record:
Click on ADD/MODIFY EDUCATION along the right side of the window.
Type in the Educational Certification
Type in the Issuing Institution
Enter the Date Received
Click on SAVE EDUCATION
To Remove an Optional Certification/Education:
Click once on the EDUCATION you want to remove.
Click on the REMOVE button along the right hand side of the window.
To print a Certification/Education Report for the selected Employee, click on the REPORT button along the right hand side of the window.
The Attendance tab allows you to manage and view each employee's attendance including:
regularly attended hours
scheduled hours
sick hours (initialize and manage the amount of sick hours allowed each employee)
vacation hours (initialize and manage the amount of vacation hours allowed each employee)
The details displayed here are a result of time being recorded by:
CheckPoint Station
manual entries via the Classroom folder
manual adjustments made here in the attendance tab
Employee Schedule Manager
CheckPoint Station should be shut down at the end of each day. When shutting down CheckPoint Station, you will be given the option to 'sign out all remaining students and employees'. You should answer 'yes' to this prompt, so that SchoolLeader will sign everyone out who forgot to sign out that day. You can always adjust that sign out time at a later date.
The Employee Attendance Tab also has two tabs along the right side of the window that allow you to manage Actual Hours as well as Scheduled Hours.
By clicking on the ACTUALS Tab along the right side of the window, you will be able to view and modify an employee's actual attendance. Summary information is provided at the bottom of the window for the specific day and period being displayed. The buttons positioned along the right allow you to adjust and remove attendance activity.
To view attendance, sick, or vacation hours:
select the start and end dates for the selected period.
select the type of attendance records you want displayed (attendance, sick, vacation, or all) by clicking on the down arrow next to the date range.
click the FETCH button to refresh the list of hours.
Along the bottom of the Attendance tab window are various attendance totals:
Click on a specific row to display the totals for a day.
The totals are displayed for the selected period. These totals include days present, work hours including overtime, sick hours, and vacation hours.
The current available accrued hours are displayed for vacation and sick time. This total displays how many hours are remaining for vacation and sick time. This is particularly useful when an employee chooses to take a week of vacation; now you can quickly determine if they have any time left to take.
Enter the date that represents when the vacation and sick hours should be reset back to zero. (In other words, if the employees don't use it, they lose it!). This date can be the employee start date, or some arbitrary date that has meaning in your school (e.g. September 1st). If you do not have a reset date, then leave the date field blank.
SchoolLeader will not automatically reset a employee's vacation/sick days back to zero. If you would like to reset ALL employees hours back to zero:
click on Employees along the top tool bar
click on Reset Employee Vac/Sick Hours
Answer the prompt if you want to proceed
SchoolLeader will reset all employees vacation/sick hours back to zero. A SchoolLeader generated message will appear in each employee's attendance tab in which a reset occurred. This process cannot be undone, so use it carefully and wisely.
You may want to take a backup of your database before using the Reset Employee Vacation/Sick Hours process.
An employees's attendance may need to be adjusted for various reasons:
you need to define the amount of vacation/sick time that an employee is allowed
you need to record an employee's vacation/sick time that was used
the employee forgot to sign in or sign out that day
you need to adjust the actual sign in or sign out time for the employee
Let's discuss how to adjust an employee's attendance for each of these scenarios.
SchoolLeader allows you to define the amount of vacation/sick time allowed for each employee, as well as the ability to track when the employee used their vacation/sick time.
From the Employee Folder Attendance tab, select the employee whose vacation time need to be defined.
Click on ADJUST HOURS
Enter the Adjustment Date
Click on Vacation or Sick
Enter the adjustment hours as a negative number (e.g. -40). This means you want to credit the employee with 40 hours.
Enter a note (optional)
Click on OK
From the Employee Folder Attendance tab, select the employee whose vacation time needs to be defined.
Click on ADJUST HOURS
Enter the Adjustment Date
Click on Vacation or Sick
Enter the adjustment hours as a positive number.
Enter a note (optional)
Click on OK
You will notice that the Current Accrued Hours along the window bottom will immediately reflect the change.
Based on when you notice when the employee was not signed in or signed out for a particular day will determine how to make the adjustment.
Same day adjustment: if you realize that a employee was not signed in today:
Click on the Classroom Folder
Select the Classroom that the Employee is assigned to
Click on the Check In/Out tab
Click on EMPLOYEES Tab along the right side of the window
Select the employee's name (should be on the OUT list)
Click on the 'Over ride time' check box
Enter the actual time the employee was checked in
Close the Classroom Folder
Same day adjustment: if you realize that an employee was not signed out today:
Click on the Classroom Folder
Select the Classroom that the employee is assigned to
Click on the Check In/Out tab
Click on EMPLOYEES Tab along the right side of the window
Select the employee's name (should be on the IN list)
Click on the 'Over ride time' check box
Enter the actual time the employee was checked out
Close the Classroom Folder
Different day adjustment: if you realize that an employee was not signed in for a day that has already past:
From the Employee Folder, select the student whose time you need to adjust
From the Employee's Attendance tab, click on ADJUST HOURS
Enter the adjustment date
Click on the Adjustment Type of ATTENDANCE
Enter the Adjustment hours (e.g. 11.5)
Enter any notes for this entry (optional)
Click on OK.
With this type of adjustment, you will not see the actual sign in and sign out times for the adjusted, but rather the total hours attended for that day.
If you realize the actual sign in or sign out time for the employee is not correct, you may be able to correct the time in the Employee's Attendance Tab. The attendance record was either created by CheckPoint, or by checking in/out employees manually via the Classroom Folder.
Click once on the attendance record you want to adjust
Click on ADJUST CP ENTRY (CheckPoint Entry)
Enter the new over ride time.
If the time you enter does not make logical sense, then SchoolLeader will not allow you to change the specified attendance record. For example, you cannot enter a sign out time that is before the sign in time for a given day.
By clicking on the SCHEDULED sub-tab along the right side of the window, you will be able to view and modify an employee's work schedule that has already been created using the Employee Schedule Manager . Summary information is provided at the bottom of the window for the specific day and period being displayed. The buttons positioned along the right allow you to adjust and remove schedule activity.
Select the Schedule Dates you want to review. Click on FETCH to obtain the schedule for the selected dates.
You can also define an employee's schedule by using the Employee Schedule Manager discussed later in this chapter. That tool provides the same functions as the Employee Folder Attendance tab, however, you can also view schedules for more then one employee quickly and also copy and duplicate schedules.
To modify an already defined schedule:
double click on the schedule entry, or click on the ADD/MODIFY button along the right hand side of the window.
note the appropriate changes; click on OK when done
To remove an entry from the schedule:
click once on the schedule entry
click on the REMOVE button on the right hand side of the window.
To print the schedule for the selected employee, click on the DETAILS button along the right hand side of the window. To print schedules for ALL employees, use the Central Report Manager. The employee scheduling reports available from the Central Report Manager include:
Employee Schedule Details - By Employee
This report will print the Employee Schedule, for a selected employee
or ALL employees for the selected date range.
Employee Schedule Details - By Classroom
This report will print the Employee Schedule for ALL classrooms for
the selected date range.
Employee Schedule Details - By Date
This report will print the Employee Schedule for the selected date
range.
FrontDesk Manager is Scanner/Camera ready and can be used to capture and organize photographic images . To use this feature all you need to do is connect any standard TWAIN compliant image capture device. In addition to capturing photographs, FrontDesk Manager also comes integrated with our optional SafePASS biometric identification system.
The left hand section of this tab is dedicated to configuring the SafePASS options. SafePASS can be used to control access to your premises and control who can sign in and out at the CheckPoint Station.
Allow Access to Premises with SafePASS (CheckBox) - Select this box if you want a registered finger to be recognized by SafePASS. Unchecking this box can be useful if you want to temporarily suspend access without deleting their registered finger image.
Grant Authority to register others (CheckBox) - Select this box if you want this employee to have the power to register others using any of the S3000 stations in and around the premises. NOTE: Those with permission to access this EMPLOYEE FOLDER can still register fingers from a separate desktop station by pressing the REGISTER FINGER button (if one is setup)
Register Finger - Press this button to register a new finger template (or replace an existing one) . The following capture window will display. You must have a SafePASS Series 2600 scanner attached to this PC for this window to display. When the window displays, instruct the person to place their finger on the scanner glass, press firmly, and hold still. Once the image appears satisfactory to you, press the CAPTURE FINGER SCAN button and ask the person to remove their finger.
The finger image will now be displayed in the image display window of their folder (as shown above) and they can now use that same finger to gain access to the premises or access CheckPoint Station.
Erase Finger (Button) - Press this button if you want to permanently erase a stored finger template from your database.
SafePASS Access Rules (Grid) - This grid will display all the currently installed and configured door scanners (Series 3000 devices). The default access rules will display and unique rules for this particular person can be defined. This can be useful if you don't want this particular person to have access for all hours of your business day.
To learn more about controlling and configuring SafePASS for perimeter door access, go to the chapter titled SafePASS
To capture and manage images, double click anywhere in the white space of the Photo ID box. The Image Editor box will display. This window allows you to:
capture new images from an image device
load existing bitmaps, jpegs, etc from disk
To capture an image once the Image Editor window is opened:
select SCAN from the FILE menu to scan in the image. Once captured, you can save the image back to the Student Folder by simply closing the window OR you can manipulate the image first with the various image modification features found off the IMAGE menu.
select OPEN from the FILE menu to choose an already existing image. Select the location of the image file, then click on OPEN. The image is automatically saved when you close this window.
Click on the CLEAR IMAGE button if you want to delete the currently displayed image and return the window to a blank screen.
The Employee Folder Notes Tab is similar a log book for adding, reviewing, and maintaining notes about an individual Employee. Each note is summarized on a single line in the grid shown above. It displays:
the Date the note was originally posted
the Userid of the person who posted it
This button displays a window which allows you to type a note with no limits on the total length of the text.
Pressing the Add / Modify button with a note already highlighted in the grid will cause this window to redisplay that original note. Otherwise, the window will assume you want to enter a new note and display a blank window.
Only the original creator of the note can modify the note's contents.
This button will permanently delete the highlighted note from the database.
Only the original creator of the note can delete the note.
This button will allow you to print one or more notes for this employee. Printing notes can be useful if you need to collaborate with others over the comments stored here, or you want to create a printed copy for a reminder to be left on your desk, etc.