INSERVICE. Version 5.5. InService Easily schedule and monitor attendance for your training programs, even at remote locations.

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1 INSERVICE Version 5.5 InService Easily schedule and monitor attendance for your training programs, even at remote locations. 5/15/2014 Page 0 of 11

2 Table of Contents 1.1 Logging In Navigation Home Screen Inservice Dashboard Courses Screen Scheduling Screen Instructor Screen Adding an Instructor Attendance Screen Employees Dashboard Active Employees Employee Details Page 1 of 11

1.1 Logging In Figure 1 - SmartLinx 5 Splash Screen Using your internet browser (Internet Explorer recommended) navigate to the site designated to your organization.

This image will remain on the screen while the application is loading. Figure 2 - Login Screen Once the application has fully loaded, the next screen will appear.

3 1.1 Logging In Figure 1 - SmartLinx 5 Splash Screen Using your internet browser (Internet Explorer recommended) navigate to the site designated to your organization. For your reference, please enter the URL for the site on the line below: http(s):// Once you have reached the site, you will be presented with the SmartLinx 5 splash screen, illustrate on Image 1.0. This image will remain on the screen while the application is loading. Figure 2 - Login Screen Once the application has fully loaded, the next screen will appear. The following screen is the Login screen. Here you will be asked to enter your User Name and Password. Figure 3 - Inservice Icon Upon logging in you will have a number of applications available to you, please select Inservice. Click on the icon illustrated in figure 3. Page 2 of 11

1.2 Navigation Figure 4 - Organization Shade The application navigation in the SmartLinx suite is template driven and therefore adjusts to each user s security rights.

In order to change the org level that you are currently on, slide the organization pane on the left hand side by clicking on the right arrow in the middle of the shade.

4 1.2 Navigation Figure 4 - Organization Shade The application navigation in the SmartLinx suite is template driven and therefore adjusts to each user s security rights. The user will only be able to navigate to the org levels that they have been given access to. In order to change the org level that you are currently on, slide the organization pane on the left hand side by clicking on the right arrow in the middle of the shade. (Illustrated in Figure 4) Figure 5 - Org Tree Once the shade slides over, the org tree is displayed and is populated with the org levels available to you. You can navigate through the tree structure by clicking on any of the org levels that have an arrow next to them, exposing a more detailed breakdown of the organizational structure. The department level is the lowest level that you can navigate to using the org tree. Once you click on any of these options, the main screen (to the right of the org tree) will update. Some of the options that are available to you at the department level may not be available to you at the center level. The screens will adjust accordingly, please not this fact. Page 3 of 11

2.0 Home Screen The Courses Scheduled section allows you to see all inservices that were scheduled to take place during the date range.

Figure 6 Home Screen Figure 8 - Courses Scheduled Clicking on the Course name will display the Inservice Details screen.

Figure 9 - Total Scheduled/Attended Simply click on the icon for the screen you wish to access. 3.

5 2.0 Home Screen The Courses Scheduled section allows you to see all inservices that were scheduled to take place during the date range. The Home Screen allows you to quickly select the most commonly used areas within the application. Figure 6 Home Screen Figure 8 - Courses Scheduled Clicking on the Course name will display the Inservice Details screen. The chart is a graphical representation of the number of attendees that were scheduled versus the number marked as attended for courses during the date range. Figure 9 - Total Scheduled/Attended Simply click on the icon for the screen you wish to access. 3.0 Inservice Dashboard The Inservice Dashboard displays course and attendance information for the date range selected. The final section, Minutes Attended by Inservice, allows you to view courses along with their overall attendee information such as number of employees attended and how many minutes they attended for. Figure 7 - Date Selectors Figure 10 - Minutes Attended by Inservice Use the Date Selectors in the top left corner to adjust the information within the screen. Courses are grouped in this grid so you will only see one record for each course type. Page 4 of 11

6 4.0 Courses Screen The Courses Screen allows you view all inservice courses in the system as well as some basic statistics about them. Figure 12 - Courses Screen Clicking on the Course name will display the Inservice Details screen. The Schedule section lists all instances of the selected inservice that have been scheduled in the system. Figure 11 - Inservice Details - Info Figure 13 - Inservice Details - Schedule The Info section allows you to view and modify the course information such as Name and course Length. Mandatory indicates that all employees must take the course. Therefore, the Mandatory indicator will force the coures to show up in all employee records and on certain reporting screens. You can also schedule a new instance by clicking on the Add New button. Page 5 of 11

Figure 14 - Inservice Details - Add New 5.0 Scheduling Screen The Scheduling screen allows you to view the Inservice Calendar in Daily, Weekly or Monthly format.

Choose the Date and Time for the course 2. Select the Instructor from the dropdown 3. Type in a location for the training 4. Check off all employees that need to be scheduled to attend the course a.

7 Figure 14 - Inservice Details - Add New 5.0 Scheduling Screen The Scheduling screen allows you to view the Inservice Calendar in Daily, Weekly or Monthly format. Figure 15 - Scheduling Screen The controls at the top of the screen allow you to change the view of the calendar. Once the Add New window has appeared, fillin the appropriate fields as follows: 1. Choose the Date and Time for the course 2. Select the Instructor from the dropdown 3. Type in a location for the training 4. Check off all employees that need to be scheduled to attend the course a. Filters and Select All/Deselect All buttons are available for your convenience 5. Click the Ok button The Inservice Dashboard will reappear and the new course will be listed, assuming it is within the date range that you are currently viewing. Figure 16 - Calendar - View Controls To control what date range you are viewing, there are two sets of controls. Figure 17 - Calendar - Date Controls The Today button will adjust the dates so you are within the period the Today belongs to such as this month or this week. The arrows on the left and right of the Today button allow you to move back and forth between periods. Figure 18 - Calendar - Weekly Scroll You can also use the Up/Down arrows on the upper right side of the calendar to move through weeks while in the Monthly calendar view. Page 6 of 11

Type the course name you are looking for into the field and all other courses will disappear.

8 The Print Course Schedule button brings up a new screen that lists all courses within a specific date range so that it can be easily printed. Figure 19 - Print Course Schedule The Course Name Search box on the top right, allows you to filter the calendar down to only courses that meet that criteria. Type the course name you are looking for into the field and all other courses will disappear. Figure 20 - Search The Schedule Inservice button at the top of the screen, allows you to create a new instance of any inservice course. Figure 22 - Schedule New Inservice Figure 21 - Schedule Inservice Button To do so, simply select the appropriate values from the Inservice and Instructor dropdown fields and populate the Date, Time and Room fields and click the Ok button. The new course instance will now show on the Scheduling calendar. Page 7 of 11

instructors that are setup within the system.

instructor s information by clicking on their name.

9 6.0 Instructor Screen 6.1 Adding an Instructor The Instructor screen allows you to see a list of instructors that are setup within the system. You can create a new instructor from the File Menu by selecting the Add Instructor option. Figure 23 - Instructor Screen Figure 25 - File Menu You can edit the instructor s information by clicking on their name. The Name is editable (don t forget to Save!) and you can remove the instructor by clicking the Delete button. Type in the new instructor s name and click the Ok button to add them to the list. Figure 26 - Add Instructor Screen Figure 24 - Instructor - Edit Page 8 of 11

10 7.0 Attendance Screen Figure 27 - Attendance Screen The Attendance screen allows you to view all employees along with their Mandatory Courses. The grid will show you the last time that the employee attended that mandatory course. Figure 28 - Date Selectors You can use the Date Selectors at the top of the screen to filter the course dates within a specific range. Figure 29 - Export to Excel The grid can be exported by using the Excel button at the top right. Page 9 of 11

The Active employees section breaks out the active employees in the organization level that you are currently viewing into the different employee types that your organization may have.

11 8.0 Employees Dashboard This is the same screen available in all applications to view basic employee data, at the organization level selected. Figure 30 Employee Dashboard The Employees Dashboard is broken out into 5 sections. These sections are Active Employees, Recent Hires, Recent Terminations, My Folder and Reminders. The Active employees section breaks out the active employees in the organization level that you are currently viewing into the different employee types that your organization may have. A summary of the data is also available at the top. The Recent Hire and Recent Termination section have the employee count broken out by building. My Folder is a list of employees that you have placed in your folder to keep an eye on. These employees will be maintained in your folder until you remove them manually. Clicking on any of the hyperlinks in the Active employee section will take you to a breakdown of all active employees. 8.1 Active Employees The Active Employees screen presents you with a list view of all selected employees. Each column of the list can be sorted, filtered, and searched. Click on the header of each column to sort the data in it either ascending or descending order. Figure 31 - Active Employees Screen You can also search the list by selecting the search column (at the top middle of the screen and typing the search value into the search box. The type of information that is displayed can also be selected. At the top left corner of the screen a dropdown with a number of lists is available. You can select whatever lists you need and filter out whatever information you need (columns and data). Each of the selected lists can have a number of actions performed on them. The dropdown at the top right corner of the screen presents you with a number of options such as saving the employee list or applying a pay policy to the selected list. Page 10 of 11

12 8.2 Employee Details Figure 32 - Employee Details The employee details section can be found on the right pane of the HR info screen. This section slides out when an employee record is highlighted on the list in the right. The employee detail section contains basic employee information that may have been filtered out on the screen (depending on the selected list). The icons at the bottom of the employee details section are shortcuts to the My Folder, Reminders and LOA sections. When clicked, each will appear in place of the employee details window. The My Folder Icon is a drag and drop icon and you can drag any of the employees from the list window on the right and drop them onto the My Folder icon to add them to your list. Page 11 of 11

ASTRA USER GUIDE. 1. Introducing Astra Schedule. 2. Understanding the Data in Astra Schedule. Notes:

ASTRA USER GUIDE. 1. Introducing Astra Schedule. 2. Understanding the Data in Astra Schedule. Notes: ASTRA USER GUIDE 1. Introducing Astra Schedule Astra Schedule is the application used by Academic Space Scheduling & Utilization to schedule rooms for classes and by academic colleges, schools, and departments