Friends of Horsey Seals. Seal Wardens Duty Rota. A guide to booking wardening duties online.

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1 Friends of Horsey Seals Seal Wardens Duty Rota A guide to booking wardening duties online.

2 Purpose of the Guide. This guide sets out to take seal wardens through the process of booking their duties using an electronic system designed and donated to Friends of Horsey Seals in 2015 by Clive Mabey, an expert in computer programming. Clive is an active seal warden, who finds time in his busy schedule to look after the IT needs of FoHS. The committee and all wardens benefit immeasurably from his help and wish to thank him for generously giving his time and expertise. Essentially, the online system offers registered wardens an easy way to book wardening duties on days and at times which suit them, with just the click of a mouse. Bookings are immediately acknowledged by , and the warden is sent a reminder 48 hours prior to the duty. The system includes facilities to make or cancel bookings up to two days before the event and reports can be printed from it. If you are wary of technology, please be assured that this system is easy to use, and we hope the guide will be helpful. If you require advice about duties or the booking system, or you need to cancel or change your duty at short notice (less than 48 hours before the date) please rota@friendsofhorseyseals.co.uk The procedures are described in the following pages: FoHS Committee 2016 This is the second edition of FoHS Guide to Booking Wardening Duties Online. Any subsequent updates to procedures in the guide will be communicated to seals wardens by . Friends of Horsey Seals; Guide to booking wardening duties online 2nd edition August

Start by logging on to Friends of Horsey Seals Website www.friendsofhorseyseals.co.

3 Start by logging on to Friends of Horsey Seals Website This takes you to the Home Page of Friends of Horsey Seals website. Friends of Horsey Seals; Guide to booking wardening duties online 2nd edition August

season). If using your own computer, tick the Remember Me box to make future logins easier.

4 Click on the Heading LOG IN. The Log In box appears. Type into the box: your username: (your address) and the password (a new password is issued at the start of the season). If using your own computer, tick the Remember Me box to make future logins easier. Click: Log in The headings on the top line now include WARDENS and MEMBERS. Click WARDENS A drop-down menu appears: Friends of Horsey Seals; Guide to booking wardening duties online 2nd edition August

5 Select and click on ROTA The Wardens Rota page appears: Wardens Rota page shows three bullet-pointed links. To book a duty: Friends of Horsey Seals; Guide to booking wardening duties online 2nd edition August

6 Select the first of the three links: Volunteer For or Cancel Individual Duties Wardens Rota at a Glance appears. Wardens Rota at a Glance screen is divided into six columns: The left-hand column lists the days and dates of the wardening calendar. Friends of Horsey Seals; Guide to booking wardening duties online 2nd edition August

(The dates in the example above were set up for testing purposes, so are not relevant.) On the live system you can scroll through the whole period to book ahead.

7 (The dates in the example above were set up for testing purposes, so are not relevant.) On the live system you can scroll through the whole period to book ahead. Wardens Rota at a Glance screen: The columns to the right of the dates are headed with the timing of each shift: 10am 12 noon, 11am 1pm, noon 2pm, etc. Each column has a subheading representing the 6 wardening locations: NG = horsey Gap - North PB Horsey Gap - Pillbox HG = Horsey Gap - Gate HP = Horsey Gap - Path CG = Crinkle Gap VP = Viewing Platform The discs represent duties. The colours indicate: Friends of Horsey Seals; Guide to booking wardening duties online 2nd edition August

8 Green: The duty is free to book. Red: The duty is booked by another warden. Half red/half green: The disc hides two duties. One is still available. Grey: Inactive - the position is not being covered. When you hover your cursor over a spot it changes to a pointing finger and a text box with the duty time and location appears. (This is a useful check that your cursor is on the disc you want when you come to make your booking.) Hovering your cursor over a red spot adds the name of the warden who has booked the duty. Grey discs indicate an inactive duty. The overlapping duties (11am - 1pm and 1pm - 3pm) on weekdays at the beginning and end of the season will not be covered by wardens. Visitors at those times are fewer and a smaller number of wardens can cover the site adequately. To make a booking: Select and click the green or red/green disc which best matches the date, time slot and position you want. Confirm Duty screen appears. (See page 8) It confirms your name and address and notes the date, time and position you are booking. The message also tells you that a confirmation will be sent to your address. If you are just finding your way round the system or have made a mistake and don t want to book this slot, then click on the Cancel button and start again. If everything is correct, then click Confirm. The screen returns to Wardens Rota at a Glance and your shift will have changed from a green dot to a red one - or half red if the position allows for two wardens. An will be automatically sent to your address confirming the arrangement. That s it! You ve made your first booking and had it confirmed. You can now repeat the process to make other bookings. Wardens are on duty daily from late October to January. Shift length is 2 hours and wardens are expected to be at their post at the appointed time. Please allow walking time to reach your post, and consider the needs of fellow wardens who are waiting for you to take over. Friends of Horsey Seals; Guide to booking wardening duties online 2nd edition August

Confirm Duty screen Reminder Emails: The programme is set up to send an email to your inbox 48 hours before the date of your duty as a reminder of the booking.

9 Confirm Duty screen Reminder s: The programme is set up to send an to your inbox 48 hours before the date of your duty as a reminder of the booking. The name of any duty wardens available on that date will be included. The message will show UNSUPPORTED if the duty has not been filled on the duty warden rota. Friends of Horsey Seals; Guide to booking wardening duties online 2nd edition August

If you share your email address with another seal warden (e.g. your partner or a friend) you can book duties in the same time slot, for yourself and your companion.

Follow the procedure described above to make the initial booking, then select the location for your companion and click the green disc.

10 If you share your address with another seal warden (e.g. your partner or a friend) you can book duties in the same time slot, for yourself and your companion. The duties will need to be at different locations, but the timing will be the same. Follow the procedure described above to make the initial booking, then select the location for your companion and click the green disc. A message appears with an inset box asking you to confirm this is what you want. Click on X to close the box and click on Confirm in the main message to complete the action. You are returned to the Wardens Rota at a Glance screen and will see that both of your selected duties are now coloured red. s will be sent to confirm both bookings. Friends of Horsey Seals; Guide to booking wardening duties online 2nd edition August

11 You can cancel a shift online, up to 48 hours before the date of the booking, but you can only cancel this way if the booking was made by you. Go to the Rota at a Glance screen, (You can do this by clicking again on WARDENS. Select ROTA from the dropdown menu. When Wardens Rota screen appears, select Volunteer For or Cancel Individual Duties). Cancellation: Click on the duty you wish to cancel. Cancel Duty screen appears asking you to confirm the cancellation. If you have selected the wrong date, or changed your mind, click the Cancel button. Click Confirm, if you wish to go ahead with the cancellation. An confirming the cancellation is sent immediately to your inbox and the screen returns to Wardens Rota At a Glance with your cancelled slot now coloured green and available for rebooking by another warden. Cancellation at short notice: If you need to cancel at short notice, please using rota@friendsofhorseyseals.co.uk. If you do have to cancel, please consider booking an alternative duty. Friends of Horsey Seals; Guide to booking wardening duties online 2nd edition August

12 Reports: To check which duties you have booked: Click on WARDENS tab. Select ROTA from the dropdown menu to enter Wardens Rota page. Click on the second choice (arrowed above) View All Your Scheduled Duties. The dates, times, and locations of your booked duties are listed. If your computer is connected to a printer, you can print the report. Click the Print button. Friends of Horsey Seals; Guide to booking wardening duties online 2nd edition August

13 To check who else is wardening: Return to Wardens Rota page. Click on View All Duties (arrowed below). Choose start and end dates of the period you are checking by using the up-down arrows Start Date and End Date fields. in the If you are searching for wardens on a single day, start and end dates will be the same. Click SUBMIT. Friends of Horsey Seals; Guide to booking wardening duties online 2nd edition August

The screen changes to the Duty Warden s Report (this screen is available for all wardens to use) and shows all duties booked within your search period.

14 The screen changes to the Duty Warden s Report (this screen is available for all wardens to use) and shows all duties booked within your search period. There is a facility to print this screen or download it as an MS Excel spreadsheet. Use the print or Download buttons as appropriate. To exit the page click on WARDENS (or any other tab). Friends of Horsey Seals; Guide to booking wardening duties online 2nd edition August

1 LOGGING IN REQUEST A SUB (from the calendar) REQUEST A SUB (from Line Listing) ACCEPTING AN INVITATION TO BE A SUB...

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