Chat Shifts: Scheduling and Clocking Time Updated 4/13/2018

Transcription

1 Chat Shifts: Scheduling and Clocking Time Updated 4/13/2018 Contents Responsibilities... 2 Chat Librarians... 2 Liaisons... 2 Access the Scheduling System... 2 Clocking In and Out... 3 Edit your Clock Time... 4 If you forgot to clock in, and your shift is still going... 4 If you forgot to clock out after your shift ended... 4 If you forgot to clock in and clock out, and your shift has passed... 5 View your Schedule... 6 View the Answerland Schedule... 7 Drop a Shift... 8 Pick up a Shift Start by checking for available Answerland shifts If no Answerland shifts are available, check the Cooperative shifts Report library closures - Holidays, breaks, etc. {Liaisons only} Edit Your Preferences {Liaisons and volunteers only} & Time Zone Notifications Help

2 Responsibilities Chat Librarians All librarians who staff chat including volunteers are required to clock in and out of each shift. They are also required to drop shifts they cannot work, and pick up alternate shifts to make up for time they missed. Liaisons Liaisons are responsible for establishing their library s chat schedule with the Answerland Coordinator. They are also responsible for contacting the Coordinator to request changes, and reporting library closures. Access the Scheduling System Answerland uses QuestionPoint s scheduling tool, Humanity, for scheduling and clocking shifts. To access Humanity, go to QuestionPoint and select Humanity: Time Clock in the left menu. IMPORTANT NOTE: The login for Humanity is different than your QuestionPoint login. You will receive login credentials from the Answerland Coordinator. 2

3 Clocking In and Out In order to record your contribution to the 24/7 Reference Cooperative, you need to clock in and out for each shift. {If you forget to clock in or clock out of a shift, you may edit your clock time.} At the beginning of your shift: 1. Go to Humanity 2. Click Clock in 3. Go back to QuestionPoint and launch chat At the end of your shift: 1. Logout of chat 2. Go to Humanity 3. Click Clock out 4. Go back to QuestionPoint and logout of your account 3

4 Edit your Clock Time If you forgot to clock in, and your shift is still going 1. Clock in 2. In the Time Clock box, enter a brief note in the notes field and click Add Note 3. The Answerland Coordinator will adjust your clock time according to your note If you forgot to clock out after your shift ended 1. In the Time Clock box, enter a brief note in the notes field and click Add Note 2. Select Clock out 3. The Answerland Coordinator will adjust your clock time according to your note 4

5 If you forgot to clock in and clock out, and your shift has passed 1. Go to the Time Clock module (third icon in the menu) 2. Select Add Clock Time 3. Enter your shift information 4. Click Add Clock Time 5

6 View your Schedule On the Dashboard, take a look at the Upcoming Shifts box. Alternatively, you can go to the ShiftPlanning module (second icon in menu). 6

7 View the Answerland Schedule 1. Go to the ShiftPlanning module (second icon in menu) 2. In the list below the calendar, check A--Answerland (under Academic), P--Answerland (under Public), and L Answerland (under Local) 3. The schedule is best viewed by selecting Visual View 7

8 Drop a Shift 1. Go to the ShiftPlanning module (second icon in menu) 2. Click on the shift you cannot work 3. Click Can t work 4. Click Release Shift 8

9 5. Enter a Reason for request ("can't work" is fine) 6. Click Continue 7. Click Select All Available 8. Click Continue 9

10 NOTE: You are not required to work a shift once you have released a shift. However, the shift will remain on your schedule until it is picked up by another person. You will see My Shift Trades appear on the Dashboard until it is picked up. 9. Please pick up another shift to make up for the time you are missing 10

11 Pick up a Shift If you drop a shift, it is best practice to pick up another one to make up for your missed time. Start by checking for available Answerland shifts 1. Click on the Shift Trades Available icon 2. If you see a shift you are able to work, click Accept If no Answerland shifts are available, check the Cooperative shifts 3. Click on the Shift Available icon 4. Click Request to Work next to the shift(s) you want to work (shifts are listed in half-hour increments) 11

12 Report library closures - Holidays, breaks, etc. {Liaisons only} When you request leave, your library will be reported as closed to QuestionPoint, and all of your library s chat shifts during that time will be dropped. NOTE: Do not use this function if you can't work a shift due to a scheduling conflict. Instead, drop your shift. 1. Go to the Leave module (fourth icon in menu) 2. Click Request Leave 3. Enter the details of your library s closure. a. Use Leave Type Library closed for closures such as holidays. b. Academic libraries will have the option to select Leave Type Library open, but library staff on extended leave from monitoring for use during breaks. 4. Click Submit Request 12

13 Edit Your Preferences {Liaisons and volunteers only} 1. Click on the account icon at the end of the menu 2. Select Settings & Time Zone 3. Enter an address. If your library is using a shared Humanity login, you may want to use a general reference desk address, or your library s Answerland liaison s Make sure Time Zone is set to (UTC -8:00) America/Los Angeles 5. Make sure the second Time Zone is set to Pacific 6. Click Update Employee 13

14 Notifications 7. Select Notifications 8. Make changes as desired 9. Click Save Notification Settings 14

15 Help If you are experiencing technical difficulties with Humanity, please contact Humanity Support ( You can also chat with them directly from Humanity by selecting the Support icon in the menu. If you have questions about scheduling or shifts, please contact the Answerland Coordinator 15