ADMIN TRAINING GUIDE FEBRUARY 22, 2017 STAFFING SYSTEM NIGHT OWL PRODUCTIONS ENTERPRISE SYSTEMS & SERVICES KENNESAW STATE UNIVERSITY

ADMIN TRAINING GUIDE FEBRUARY 22, 2017 STAFFING SYSTEM NIGHT OWL PRODUCTIONS ENTERPRISE SYSTEMS & SERVICES KENNESAW STATE UNIVERSITY

Table of Contents Welcome to Night Owl Produc ons!... 3 Accessing Night Owl Produc ons for the First Time... 3 Administer Employees... 4 Adding a Student Employee... 4 Edi ng a Student Employee... 5 Adding Trainings to Student Employees... 5 Administer Trainings... 6 Crea ng a New Training... 6 Edi ng a Training... 6 Remove a Training... 7 Administer Jobs/Posi ons... 8 Add a New Job/Posi on... 8 Edit a Job/Posi on... 8 Add/Edit Training(s) for Jobs/Posi ons... 9 Administer Events... 10 Crea ng an Event... 10 Edi ng an Event... 10 Removing an Event... 11 Adding Jobs to an Event... 11 New Event... 11 Previously Exis ng Event... 12 Removing Jobs from an Event... 12 Crea ng Shi s... 13 Edi ng Shi s... 15 Removing Shi s... 15 Manage Job Pos ngs... 16 Select... 16 Push... 16 Remove... 16 Manual Confirm... 16 Email Blast... 17 Send a New Email Blast... 17 View a Previous Email Blast... Error! Bookmark not defined. Mass Text... 18 1

Send a New Mass Text... 18 View a Previous Mass Text... Error! Bookmark not defined. 2

Welcome to Night Owl Produc ons! Here you will find a helpful guide on how to use our Staffing System (aka Night Owl Produc ons, NOP) as an administrator (this is not the same as a Lead). Accessing Night Owl Produc ons for the First Time In order to access Night Owl Produc ons, you ll want to open a web browser and go to htp://www.kennesaw.edu/staffingsystem. Once there, login with your NetID and corresponding password (used with Owl Express and D2L). Read through the Welcome Message, On-Boarding: Expecta ons, On-Boarding: Understanding Direc ons pages, and then click Next on each page. Agree to the Terms and Condi ons. On the My Profile page, fill in your preferred contact informa on and click Save. Note: Your phone number must not have any spaces or dashes (i.e. 4705784849). 3

Administer Employees Adding a Student Employee Note: In order to add a new student employee, that student must be a valid KSU student and they must be filed with HR and ready to start working with NOP. From the menu, hover over Administer and click Employees. You will now see a list of current employees with NOP. To add a new one, click Add Employee above the table. In this next area, you will see a form where you will need to input the employee s informa on. If you do not know the new employee s Preferred Email or Preferred Cell Phone, that is okay, as the employee themselves can input this informa on on their own profile, once they are added. In the Employee Lookup area, type in the new employee s Last Name, followed by a comma and their First Name and check that their NetID matches what you know it to be. Once you have verified that the NetIDs match, select that person and fill out the rest of the required informa on. If there is any training that the employee has already done, add it by clicking on Add Training and select the corresponding type of training that employee has completed. If you need to add more trainings, just click Add Training un l you have finished selec ng which trainings they have completed. Click Save a er filling out everything you can. 4

You should now see the employee s name that you just added at the top of the table in Administer > Employees. Success! Edi ng a Student Employee From the main menu, go to Administer > Employees. If you see the person s name that you need to edit, click Update. If you do not see his or her name, search (top le ) for their Last Name, First Name, NetID, or even Employee ID (if you know it). Again, click Update upon finding the person. On this next page, you will find all the informa on pertaining to the student employee s personal informa on, status, and trainings. A er you are done making changes, click Save. Adding Trainings to Student Employees In order to add trainings to an employee, click Add Training and select the proper training that the student employee has fulfilled in the dropdown below. Once you have selected the training, click the to add this training to the list. If you accidentally clicked one too many addi ons to trainings, you can always click to undo this. A er you are done adding trainings, be sure to click Save. 5

Administer Trainings Crea ng a New Training From the menu, hover over Administer and click Trainings. Above the table of trainings, click Add Training. Enter in informa on in the Training Title and Training Descrip on fields. Click Save once you are done. Your new training addi on can now been seen on the Administer > Trainings page. Edi ng a Training From the menu, hover over Administer and click Trainings. Find the training you would like to edit by either going through the pages or by searching for the tle of the training in the upper le of the applica on. Once you have found the specific training, click on the book icon. 6

Make the appropriate changes to the selected training and click Save once you are done. Remove a Training From the menu, hover over Administer and click Trainings. Find the training you would like to remove by either going through the pages or by searching for the tle of the training in the upper le of the applica on. Once you have found the specific training, check off the box next to the Training Title and click Delete selected. 7

Administer Jobs Add a New Job From the menu, hover over Administer and click Jobs. Then click Add Job. Select the proper Department from the dropdown, and type in the Job Title and Job Descrip on. A er doing this, click Add Training below and select what specific trainings this new job requires from the dropdown that appears. To add on more trainings, simply click the Add Training buton again and select another training from the dropdown. Once you are done, click the Save Job buton at the botom of the page. Edit a Job From the menu, hover over Administer and click Jobs. Select the link next to the Job you would like to edit. 8

Edit the various listed field accordingly, or Inac vate the Job if it is no longer needed or no longer of use. Click the Save buton at the botom of the page once you are done edi ng the Job. Add/Edit Training(s) for Jobs Either while adding or edi ng a Job/Posi on, you may need to occasionally change the trainings associated to a par cular Job/Posi on. If this is necessary, go to the par cular Job itself by either clicking on Add Job buton or the link next to the associated Job needing aten on. Once there, if you need to add a training, click on Add Training. Then go through the dropdown that appears and choose the necessary training for this Job and click the to confirm. If you need to remove a par cular training, check off the training that you want to remove and then click the Delete selected buton. Once you are done making any changes, make sure you hit the Update Job buton to keep them. 9

Administer Events This sec on will be discussing Administer Events under the main menu. Crea ng an Event Click on Add Event. Enter all the informa on that is required, marked by the red asterisk. Double-check to see that the Start Date/Time and End Date/Time are correct, and make sure the Sign-up Date is before the event s star ng me. This date will tell students when they can sign-up for an event, so be sure to allot enough me. Note: You can add jobs at any me, so if you want to just create an event and save it, you can. Once you are done adding jobs to the event and finished filling out any required event informa on, click the Save Event buton at the botom of the page. Edi ng an Event Find the event that you would like to update in the Administer Events area. Click on the the listed event. icon next to Make the necessary changes under the event s informa on and add or remove jobs that are required if need be, and then click Update Event. 10

Removing an Event If an event ever needs to be removed/deleted for any reason, you can do so by clicking the check box next to the Event ID and then by clicking Delete Selected. Note: Once you do this, there is no Undo buton or going back. The event will be deleted, and so will the Jobs and Shi s associated with it. Use extreme cau on before removing an event. Adding Jobs to an Event A er you have created your event, you will need to add jobs to it so that shi s can later be created that students will then sign-up for. New Event Following the instruc ons for Crea ng an Event, select the jobs that students will sign-up for (these jobs will later have shi s assigned to them for various me slots, which the students will choose from) by clicking the Add Job buton for as many jobs as you need for this event. In the dropdowns that appear, find what jobs you will need for the event. Once you are done adding jobs to the event and finished filling out any required event informa on, click the Save Event buton at the botom of the page. 11

Previously Exis ng Event Find the event that you would like to add shi s to in the Administer Events area. Click on the next to the listed event. icon Click Add Job and select which job(s) you need for that par cular event. Then click on to add that selected job to the event. A er you are done adding jobs to a par cular event, click Update Event at the botom of the page. Removing Jobs from an Event Find the event that you would like to add shi s to in the Administer Events area. Click on the next to listed event. Under Job Required for Event, check off the job you need to remove from the event, then click Delete selected. Note: This will in turn delete any shi s that were under that job specific to this event. icon 12

Crea ng Shi s Shi s are me slots for a given job/posi on you have added an event, and shi s are what students will end up signing-up for on their side of the applica on. Once you have added jobs to your event, you will need to add shi s. To do this, you will have wanted to have already created and saved your event. Find the event that you would like to add shi s to in the Administer Events area. Click on the next to the listed event. A er looking over the event informa on, scroll down and go to the area named Job Required for Event. If you haven t already added any jobs here, review the above documenta on under Adding Jobs. In order to create a shi, click Shi s. icon This will bring you to a new page where you will see your event informa on listed at the top. Since we don t have any shi s yet, the page will look like this: 13

Click on Add Shi. You ll then see a pop-up with informa on for you to fill out. Note: Make sure you give a specific Shi Title so you can easily decipher which shi is which if you have many later on. This will help when you start to Manage Job Pos ngs. Shi s Total - number of people needed for this shi Waitlist Total - number of people for back-up. Students will be able to sign-up for waitlisted posi ons if they cannot sign-up for regular open posi ons. Once you are done filling out the shi s informa on, click Save Shi. You will now see the recently created shi in the area that was previously empty. You can now add more shi s to this par cular job in this area using the process you just learned, or you can go back and edit the event or add shi s to other jobs if need be by clicking Back to Job Required for Event. 14

In order to add shi s to other jobs, just as you did previously in the event area, click Shi s on the Event s Jobs area. Now follow the instruc ons for Crea ng Shi s just as we went over above. Edi ng Shi s Find the event that you would like to edit the shi for in the Administer Events area. Click Update next to listed event. Scroll down and go to the area named Job Required for Event. Here, click on Shi for the job in which the shi is located in. Note: If there is a number next to the word Shi, then that means there have already been that many shi s created for that job. On the next page, click on the Update Shi. icon next to the Shi. Change the informa on as necessary and click Removing Shi s To remove a shi, you ll want to find the event that you would like to remove the shi for in the Administer Events area. Click the icon next to the listed event. Scroll down and go to the area named Job Required for Event. Click on Shi for the job in which the shi is located in. On the next page, check off which shi needs to be removed (this is located next to the Shi Title) and then click Delete selected to permanently delete the shi. 15

Manage Job Pos ngs As students begin signing-up for various shi s within jobs that are for events, you ll need to go through them to Select, Push, Remove, or Manual Confirm each person that has applied. You will do this in the menu item labeled Manage Job Pos ngs. Once you have found the shi you would like to manage, click Employee Requests. If there is a number next to Employee Requests, this means that students have applied for this shi ; if a number does not exist, students haven t applied for the shi. If you see comments from a student that has applied for a shi, use your discre on and contact the student first before selec ng, pushing, removing, or manually confirming. Select If you would like to select someone to work a par cular shi, check off their name and then click Select. The student will then receive an email saying that they have been selected and that they need to confirm this via their view of the NOP applica on within 48 hours. Push If you would NOT like to select someone to work a par cular shi, check off their name and then click Push. The student will then receive an email saying that they have not been selected and for them to please apply for a different shi, if they would like. Remove If you need to remove an employee that has applied to that shi, check off their name and then click Remove Selected. The system will act like the student never applied for the shi in the first place. Manual Confirm If a student is having trouble confirming a shi, then you can manually confirm that student by checking off their name and clicking Manual Confirm. Students will be able to see that they have been selected and confirmed for that shi. Always make sure the student is able to work the shi before manually confirming them. Note: In order to manually confirm a student, they must have already have been selected. 16

Email Blast You can send out an Email Blast to no fy various groups of students of upcoming informa on they made need for their Department, Event, or Job (or all students, if necessary). In order to access the Email Blast area, look at the menu and select Send > Email Blast. Here, you will see a list of previously sent out blasts to students, similar to a Sent area in your email. Send a New Email Blast Click Compose Email Blast. You will first need to select to whom exactly you want to send this email: All, Department, Event, or Job. All Sends an email to ALL student employees that are currently confirmed for a shi, no mater the event, department, or job the shi is in Department Sends an email to confirmed student employees in that par cular department (i.e. Hospitality), no mater the job, but will be based on a par cular event Event Sends an email to all student employees with shi s confirmed for that par cular event that s selected Job Sends an email to all student employees with shi s under a par cular job for a specified event A er you have selected a group to send the email blast to, enter a Subject and Body just like you would in a normal email. Once done, click Save. 17

Mass Text You can send out a Mass Text to no fy various groups of students of upcoming informa on they made need for their Department, Event, or Job (or all students, if necessary). In order to access the Mass Text area, look at the menu and select Send > Mass Text. Here, you will see a list of previously sent out texts to students, similar to a Sent area in your email or a messages thread on your phone. Send a New Mass Text Click Create Mass Text. You will first need to select to whom exactly you want to send this email to: All, Department, Event, or Job. All Sends a text message to ALL student employees that are currently confirmed for a shi, no mater the event, department, or job the shi is in (only if they have text messaging enabled) Department Sends a text message to confirmed student employees in that par cular department (i.e. Hospitality), no mater the job, but will be based on a par cular event (only if they have text messaging enabled) Event Sends a text message to all student employees with shi s confirmed for that par cular event that s selected (only if they have text messaging enabled) Job Sends a text message to all student employees with shi s under a par cular job for a specified event (only if they have text messaging enabled) A er you have selected a group to send the mass text to, enter a Body just like you would in a text from your phone. Once done, click Send Mass Text. Note: Keep in mind that this should not be as lengthy as an email blast. Messages sent as a mass text should be short and concise, and they cannot exceed a length of 160 characters (there is a character counter below the message body for your reference). 18