Getting Started with dotstaff Client Manager Guide

Transcription

1 Getting Started with dotstaff Client Manager Guide Key Buttons Add Save Open Calendar Refresh Accept Reject Edit Mark Disputed Send for Include Include Remove Remove Save as View Rate NEW Approval All One One All Template Sheet Search Approve Deny End Contract Date Selection Zone Export Option Zone How to Activate your Account TO To activate your account, your company Administrator must first create it. Once created, you should receive an containing your Login as well as your Activation Code. You may not register without your unique Activation Code and Login Navigate to my.dotstaff.com. 2. Select the Activate Account hyperlink: Activate your Account 3. Complete the Activate Account Form in its entirety. All fields are required for account activation. If you are unsure about how to complete a certain cell, hover over its associated blue question mark, and an explanation will appear. Account Notification Enter a valid here for notifications of password changes and product news/updates A new password requires at least 3 of the following: Letter (a-z); Number (0-9), Special Character symbol), Upper Case Letter (A-Z).

2 4. Upon completion of the cells, place a check in the box beside the I agree to dotstaff User Agreement (click the hyperlink to review the User Agreement if you wish) and then click the Activate button. Page 2 of 7

3 How to Login TO 1. Go to and click the Login button. 2. Enter your address on the Login line. 3. Enter your password on the password line. 4. Click the Login button. How to Reset a Password TO 1. Go to and click the Login button. Reset a Password 2. On Login form, enter your address on the Username line. A) Select the Reset password link at the bottom. B) Answer the two challenge questions. 3. Click the Continue button. 4. At the prompt, create a new password. 5. Confirm the new password. 6. Click Continue. How to Add a New User Account TO 1. Navigate to Records Mgt>View Users, then click the Add button. 2. Complete the Account information form. * All fields are required. 3. Enter an address in the *Account Notification cell. This is where the Account Activation will be sent. The contains the User s Activation code. Add an Account 4. Select Yes or No from the *Send Activation Notification drop down option: 5. Click Save. Select Yes if you wish the User you are creating to receive an notification requesting s/he register the account in dotstaff. Select No if you do not wish the User to receive an notification at this time. Please note: If you select No, you may re-send this Account Activation notification at a later time. See the How to Resend the Account Activation Notification in the section below. Page 3 of 7

4 1. A confirmation window will display. Choose OK to retain the new account entry. Confirm, Review, and Edit New Account 2. The User List will appear with the newly added user included. To edit Account details, double click on the data grid item to open the account. 3. Click the Edit button and update information as necessary. 4. When complete, click the Save button to retain changes. How to Review and Process Bid Submissions TO Review Bid Submissions 1. Navigate to Postings > View Postings. 2. Locate the posting of interest. The default view displays the last 30 days of activity. 3. If the posting is not displayed, use the Date Selection Zone to locate it. Click on the first Calendar icon to set the beginning search parameter. A calendar pop-up will appear allowing you to click on the desired date. Click the second Calendar icon to set the end search parameter. Then, click the Go button to begin the query. 4. Open the posting of interest by double clicking on it in the data grid. 5. Select the Bids tab. 6. Double click on the bid. See any associated overtime and/or shift differentials for this position by clicking the Rate Sheet button. 7. After reviewing the rates, select the View Resume tab to view both the online resume and the downloadable version, available under the Attachments section. In this functionality, action and responsibility alternate between Client and Vendor: Schedule an Interview Coordinate a Start Date 1 Client Requests an Interview 2 Vendor Responds 3 Client Finalizes Access this guide to learn the complete process for the Schedule Interview Functionality: 1. Navigate to Postings > View Postings. 2. Open the posting of interest by double clicking on it in the data grid. 3. Select the Bids tab. 4. Check the box(es) next to the candidate(s) with whom a start date is to be set. 5. Click the Coordinate Start Date button in the gray action toolbar. This action sends an to the dotstaff Concierge and initiates the process of On-Boarding including the Drug and Background screening. Page 4 of 7

5 How to Approve or Deny Time TO Review and Approve Time by Full Week Weekly Timesheets mean an expedited review and approval process for Time Approvers. One may review and approve time worked by week, rather than by shift. The week s summary can be expanded to view the daily entry details. Client Users can view, approve or deny timesheet entries only for their relevant contractors. A Client Administrator can view, approve or deny all timesheet entries if specified on the Project as an Approver. 1. Navigate to Time\Project > Approve Time. Timesheets must be acted upon (Approved) to be invoiced. 2. Carefully review the time entries with a status of Awaiting Approval. Make certain to note those which should not be approved. If more detail is required to make an approval decision, the entry can be expanded. Click the Arrow button to expand the week s entry, providing a view of the individual entries for the full week. Approve or Deny a Weekly Timesheet For even greater detail, double click on the weekly entry to view the Time Summary, Status History, and Approval History. From here, use the View Rate Sheet button to see rate types and rate amounts associated with each category type (Regular, Shift, OT, Shift + OT, etc.) 3. Check the box associated with the time entry to approve or deny. To select all items on a page, click the box at the top of the column. 4. Click the Approve or Deny button on the tool bar. If Approving, confirm the action by clicking the OK button in response to the Are you sure you want to approve? question in the Confirmation pop-up window. If Denying, select the reason from the *Reason drop down menu. If none of the reasons apply, select Other and type the reason in the Comments box. Click the Save button to complete the action. For example: John left at 1:30PM for a doctor s appointment. He did not complete his full shift. Page 5 of 7

6 How to Enable Expense Submission TO Enabling Expense Submitter 1. Navigate to Company Settings>Expense Submitters. 2. Select the check box associated with the Resource(s) for whom you wish to enable as an expense submitter(s). 3. Click Save. How to Approve or Deny Expenses TO Review and Approve Expense Entries by Full Week Weekly Expenses mean an expedited process as an Expense Approver may review and approve expense submissions by week, rather than by single entry. The week s summary can be expanded to view the individual entry details. Client Users can only view, accept or reject entries for their relevant contractors. Client Administrators can view, accept or reject all entries if specified on the Project as an Approver. Expense entries must be acted upon and only approved expenses are invoiced. Accept or Reject Weekly Expense Entries 1. Navigate to Time\Project > Approve Expense. 2. Carefully review the entries with a status of Awaiting Approval. To expand an entry to view greater detail including individual Expense Items, Expense Types, Attachments, and Descriptions, double click on the line entry. Make certain to note those which should not be approved as action must be taken on these entries as well. 3. Select the check box associated with the expense entry to accept or reject and click the Accept or Reject button on the action bar. If Accepting, confirm the action by clicking the OK button in response to the Are you sure you want to approve? question in the Confirmation pop-up window. If Rejecting, select the reason from the *Reason drop down menu. If none of the reasons apply, select Other and type the reason in the Comments box. Click the Save button to complete the action. For example: This amount exceeds the maximum allowed for gas mileage. How to Review and Process SOW Submissions TO 1. Navigate to Postings > View Postings. Review Bid Submissions 2. Locate the posting of interest. If the posting is not displayed, use the Date Selection Zone to locate it. The default view displays the last 30 days of activity. 3. Open the posting of interest by double clicking on it in the data grid. 4. Select the Bids tab. Review bid information by double clicking on the bid of interest. 5. Click the Download link (Attachments section) to view the bid s project proposal. Page 6 of 7

7 How to Accept or Reject Milestones TO Review and Approve Milestone Entries by Full Week Weekly Milestones mean an expedited review and approval process for Project Milestone Approvers. One may review and approve an individual s milestone submissions by week, rather than by single entry. The week s summary can be expanded to view the individual entry details. Client Users can only view, accept or reject entries for their relevant contractors. Client Administrators can view, accept or reject all entries if specified on the Project as an Approver. Entries must be acted upon and only approved entries are invoiced. Accept or Reject Weekly Milestone Entries 1. Navigate to Time\Project > Approve Milestones. 2. Carefully review the entries with a status of Awaiting Approval. Click the Arrow button to expand an entry to view the Date, Resource, Vendor, Milestone, and the Amount. Access greater detail by double clicking on the expanded line entry. Make certain to note those which should not be approved as action must be taken on these entries as well. 3. Select the check box associated with the entry to accept or reject and click the Accept or Reject button on the action bar. If Accepting, confirm the action by clicking the OK button in response to the Are you sure you want to approve? question in the Confirmation pop-up window. If Rejecting, select the reason from the *Reason drop down menu. If none of the reasons apply, select Other and type the reason in the Comments box. Click the Save button to complete the action. For example: This amount exceeds the maximum allowed for gas mileage. How to Tie-Out Payment TO 1. Navigate to Payment Center > Vendor Remittance 2. In the Vendor Payment Search window, enter Payment # upon which to search. A minimum of 3 digits must be entered Perform Payment Tie-Out 3. Utilize filter and sorting functions to further isolate results as necessary. To see an entry s Rate Sheet Details, place a check in the entry s corresponding box, then click the View Rate Sheet button. 4. Click the Expand arrow button to see details of a line entry. 5. To perform another Payment search, use the NEW Search button, and repeat previous steps. Page 7 of 7