Using Absence Management Mobile

Transcription

1 Using Absence Management Mobile absence help.frontlineeducation.com /hc/en us/articles/ Using Absence Management Mobile Employees can log in to Frontline's absence management feature directly through their mobile device! This accessibility allows an employee to review absence details, create an absence, review important notifications, and much more! Mobile Login For starters, enter m.aesoponline.com into your mobile web browser. This action opens the login page for the absence management feature. Enter your ID (generally your 10 digit phone number) and your 4 5 digit PIN into the boxes provided and click Login. Take note, the login page also includes additional options beneath the ID and PIN entry. Remember Me: Click the checkbox beside "Remember Me" to save your login details. Mobile Tips: Select Mobile Tips to learn more about enabling JavaScript (if not automatically enabled) and how to bookmark the website for Android or iphone users. Go to Full Site: Click this option to view the full version of your absence management website. Keep in mind, the full site does not provide the optimized version for mobile devices. Home Page Overview The home page includes a "Menu" and "Logout" option at the top of the page as well as four quick links to important features. Menu/Logout Logout: This option logs you out of the absence management mobile feature. Menu: This option opens a menu where you can return to the home page, access the full site, or log out. Quick Links Upcoming Absences: This page displays any absences from the past 7 days and the next 90 days. You can also view specific details for each absence. Create an Absence: This option allows you to create an absence directly from the mobile device. You can enter the absence details and also assign a sub if provided the proper permissions. Notifications/Web Alerts: This option appears if you have any pending notifications. These updates include filled absences, approved or denied absence requests, etc. As you review your options, keep in mind that this is not a mobile app. You can access it from your internet browser on any mobile optimized device including a smartphone, ipad, tablet, etc. and it does not require a download from the Apple or Android store. Copyright 2017 Frontline Education

2 Using Absence Management on the Phone absence help.frontlineeducation.com /hc/en us/articles/ Using Absence Management on the Phone Not only is absence management available on the web, but you can also create absences, manage personal information, check absence reason balances, and more, all over the phone. To call absence management, dial You'll be prompted to enter your ID number (followed by the # sign), then your PIN number (followed by the # sign). Over the phone you can: Create an absence (within the next 30 days) Press 1 To enter an absence for today Press 1 To enter an absence for tomorrow Press 2 To enter an absence for another day Press 3 To return to the main menu Press * Check your absence reason (entitlement) balances Press 2 To hear this information again Press 1 To return to the main menu Press 2 Review upcoming absences Press 3 To hear the information again Press 2 To hear absences for the next 30 days Press 3 To listen to the next absence Press 4 To return to the main menu Press 5 Review a specific absence Press 4 Enter the confirmation number followed by the # sign. To hear the information again Press 1 To cancel a job Press 2 Review or change your personal information Press 5 To change the name recording Press 1 To change the PIN number Press 2 To change the phone number Press 3 To return to the main menu Press * If you create an absence over the phone, be sure to make note of the confirmation number that absence management assigns the new absence for reference. Copyright 2017 Frontline Education

3 Creating an Advanced Absence absence help.frontlineeducation.com /hc/en us/articles/ Creating an Advanced Absence There may be times when you need to create an absence that is a little more complicated. For example, you need to use a personal day for day one of the absence but an illness day for day two of the absence. For situations like this you can use the "Advanced Mode" of absence creation. In the "Create Absence" tab on the home page, click the Advanced Mode button. This will open up the absence creation page. Here, you can add absence variations for more advanced absences. Adding an Absence Variation Let's say you are creating an absence like the one we described above (a different absence reason on each of two days). While in Advanced Mode, fill out the top section like you were creating an absence just for the first day. Once you have done that click the button + Add New Variation. This will expand the absence creation area with a new section called "Variation #2". In this new area, you can enter the information for the second day of the absence. This allows you to use one absence reason for the first day and a completely different absence reason for the second day.

4 Editing or Cancelling an Absence absence help.frontlineeducation.com /hc/en us/articles/ Editing or Cancelling an Absence Absence management will allow you to make changes to an absence if the absence has not started yet and if it is still unfilled by a substitute. You can edit an absence from the "Absence Details" page. To access the "Absence Details" page, click the View Details button for that absence found in the calendar or under the Scheduled Absences tab. Once on the "Absence Details" page, click the Edit Absence button to enter edit mode. Once in edit mode you will be able to: 1. Change the date range 2. Change the absence reason 3. Change the absence time 4. Change if a substitute is required (your district may not give you permission to do this) 5. Add a new Variation 6. Add, remove, or change notes 7. Remove or upload documents

5 Managing Preferred Subs Lists absence help.frontlineeducation.com /hc/en us/articles/ Your district may have given you the ability to select a list of the substitutes you prefer to fill your absences. The substitute placement feature will attempt to contact these substitutes first when you create an absence. To access the "Preferred Substitutes" page, click the Account option in the side navigation. Now click on the Preferred Substitutes tab. Adding Substitutes To add a substitute, click the Add Substitute(s) button.

6 Leaving and Reviewing Feedback absence help.frontlineeducation.com /hc/en us/articles/ Leaving and Reviewing Feedback Many districts use absence management to help collect data about the substitute's job performance. If your district has opted to use this feedback feature, you will see a "Feedback" option in the side navigation. Leaving Feedback for a Substitute When you click on the Feedback tab, you'll be taken to a list of all of the absences from the past 14 days that you can leave feedback for. To leave you feedback regarding the substitute, click on the Leave Feedback button for the individual absence. This will take you to a page where you can answer questions about how the substitute did. The first thing you will want to do is choose an overall rating. This is a 1 to 5 star rating with 1 star meaning their performance was "poor" and 5 stars meaning it was "outstanding". Hover over and click on the number of stars you would like to give.

7 Webb City R-VII Absence Guidelines o Absence Reasons Sick - doctor appointments, illnesses, and FMLA Sudden illness - anything with less than 24 hour notice PDC - include Core Team Meetings, trainings, etc. School Activity - include athletics, performing arts, clubs, DRA Bereavement, Immediate or Other - identify relationship in notes to administrator Personal Day Business Day - must first be ed to and approved by Dr. Cooper Other - i.e. jury duty (specify in notes to administrator) o Sudden Illness: the earlier you enter an absence, the sooner your absence can be filled. Other school districts use Aesop and many subs work for multiple districts. Most have already accepted jobs somewhere else by 6:30 am. Do not wait to enter your sudden illness request. If you arrive at school and need to leave early, also choose the sudden illness absence reason - DON T choose sick - as Aesop will hold the absence for approval and will not find a substitute. Teacher contacts principal Teachers fills out absence request in Aesop and selects sudden illness Absence is released immediately and Aesop will find a substitute o ¼ and ¾ Day Absences Aesop only allows full-day and half-day options. If you will only be absent for ¼ or ¾ day, choose Half Day and briefly explain (a simple 1/4 Day absence will do) in the Admin Notes section what time you are gone and/or need a sub. o You will not be able to enter long-term absences/fmla yourself. You will need to communicate these with your principal, and the sub coordinator will set this up for you. o Setting up a Preferred Substitute list will improve your chances of getting the best substitutes into your classroom. However, it is important to understand that your preferred list is not guaranteed due to the lead time process.