Zilli Hospitality Group Web Staffing Procedures

Transcription

1 Zilli Hospitality Group Web Staffing Procedures Updated November 2012

2 You can access the Zilli Hospitality Group online web staffing program at: This is the main log in screen. Step 1: Enter your address Step 2: Enter your password (the last 4 digits of your social security number) Step 3: Click Login Click here to print or download a copy of the instruction packet.. The Calendar page will follow:

3 How to Read the Calendar Page: Web Staffing will only allow you to view events within your scheduling skill type(s) and skill level. This is determined by the staffing coordinator and upper management. There are 3 choices in the calendar that you can choose from when determining your availability for a specific date. 1. Available: This means there are shifts available for you to work, and by selecting it, you are telling the staffing coordinator that you are willing to work a shift that day. If you are only available at a certain time that day, but are still willing to work a shift, there is a way to let us know your availability. See number 2 in the next section how to schedule yourself on an event 2. Not Available: This means you are not able to work a shift this day. Select this and no further action is needed. 3. Add to Waitlist: This means there are events, but we have all the staff we need. By selecting this, you will be prompted to type in what time you would be available for a shift if one arises. You will be qualified for new parties added or guest count increases. After you have made the selection of one of the 3 above, the staffing coordinator will schedule you for an event. This could take up to 1 week depending on the length of time until the event. During this time you will see: Not Available: Available: Waitlisted: Select Events: This will not give you the option to select an event to work; it simply shows what positions you are available for that specific day. It will not show these until you have selected your availability Once you are scheduled for an event: you will receive an requesting your reply. We will call this the template. You must respond within 24 hours of this , or your shift will be given to someone else. Once you reply you are available (via a link in the attachment), the status on the calendar will read: (if this process is used, you will not have to sign in on the master schedule.) 1. Confirmed: This means you are scheduled to work and expected to arrive

4 Now we will walk you through the whole process: How to Schedule Yourself on an Event: 1. Click Available 2. If you need to specify a specific time you can start, click available again. 3. Wait for Staff from your Staffing coordinator 4. Open attachment and review details: Accept shift through link. 1. Click Available if you are available to work. (this will allow the staffing coordinator to place you into an event that matches your skill type) The page will then re-load with the appropriate material whether you chose available or not available. 2. If you need to specify a time you are available, click available again on the date you want to specify availability. If nothing is entered, it is assumed you can work anytime. (this will open a message box allowing you to type a 25 character message to the staffing coordinator; if you exceed 25 letters/spaces, you will get an error and need to try again) This is how the calendar will appear if you have selected available. To specify an availability (such as: after 5pm) click available again and fill in the following dialog box. Remember there is a 25 character limit. Do not type a whole message.

5 3. Wait for a shift to be assigned to you After you have stated your availability, the staffing coordinator will take up to 1 week (7 days) to schedule you for an event. During this time, check your to wait for the template. Once you receive this template, follow step 4. You will have 24 hours to complete #4 or your shift will be given away. 4. Review the shift assigned to you The staffing coordinator will prepare an to send to you regarding your shift details. There will be an attachment (see next page). If you are comfortable with this shift, click the accept link (blue) on the attachment (see next page). You have 24 hours to accept or decline this shift. Since you already stated available, there will be consequences, under reasonable circumstance, if you decline a shift. If you have not accepted the shift within 24 hours, the staffing coordinator reserves the right to give the position to another employee.

6 Staff: this is you. It states your start time, and the position you will be working. As always this may change depending on the event manager s discretion. Come ready for anything. Event Details: outlines the details of the event. Do not follow the end time, this is just an estimate. Event Directions: Will be populated depending on the venue. If it is blank, please use your discretion and find your own directions. Refer to the venue directions packet you received as a new hire. Car Pool Drivers: This states that there are people available to drive the carpool if one is needed. Usually this will be discussed with the person driving. Confirm your Assignment: This is the most important part of the document: Click this to send a direct message back to Staffing Coordinator. This is like signing in on the schedule. No further action is necessary. Event Manager: This is who you will report to at the event site. In this example above, Chris N. is the staff member; working as a floor server, and Sarah D is the event manager.

7 How to View a Confirmed/Pending Shift To view a Confirmed/Pending shift on the calendar homepage you can view your Schedule by Month. The calendar shows confirmed, pending and available shifts. To see your confirmed and pending shifts by month, click the following link. After clicking the View Schedule, the next screen will list all confirmed shifts on one page. You may edit the date range to just show specific dates.

8 When an edit is made by the staffing coordinator for your event, the day will turn pink in color. (see the 11 th below) ALWAYS VIEW THIS EDIT! If there is an edit with-in 24 hours of the event, you will be notified by telephone. If it is beyond 24 hours, it is your responsibility to check for changes: make this a habit of checking 24 hours before every shift you accept or waitlist! In these instances, please manually contact the staffing coordinator to alert her you got your change. Text/ /Call. +Frequently Asked Questions (F.A.Q.) How do I schedule myself on a wait list? The employee can select a Wait List position online. This let s staffing coordinator know that you are available to work on that specific day. I want to work a double. Can I do this through webstaffing? No. You can only schedule yourself for one shift a day. You can the staff coordinator to let her know what second shift you would like to work. Doubles are determined by the day s needs and not always guaranteed.

9 Is there a manual for Web Staffing online? Yes, on the Web Staffing homepage, Zilli Hospitality Group has a link to this manual for you to access in the absence of a physical packet. The packet is viewable through Adobe Acrobat Reader as a PDF file. The appropriate software needed is available at to be downloaded. The view is too close or too far for me to view, can I zoom in or out on the calendar? Yes. Some people prefer to view the whole month in one view, and some prefer a zoomed in view. To change this, hold ctrl and press either + or - on the keyboard. (in fact, this works for any webpage) I said I was available for a shift, will I automatically be scheduled? No. As with our old scheduling practices, there will not always be enough space to accommodate everyone who can work. Staffing Coordinators will be able to accept you for the shift, which will then send you a final confirmation. How often should I check web staffing to ensure I am eligible for new shifts? This is dependent on each employee. The more often, the better. The attachment is not working properly; can I accept a shift through another means? Yes. You can log in to staff.zillihospitalitygroup.com and manually accept your shift through the calendar screen by clicking the pencil icon Then click on Accept or Decline

10 Then Click the Save button. Please contact us if you have any questions or concerns. Staff Coordinator