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Staff and Resource Management

Staff and Resource Overview

Staff and Resource Management OverviewOnce you open Staff and Resource Management (which you'll find under the "Schedule & Staff Management" section of the Welcome menu), you'll see an overview of all current staff and resources.  Current staff and resources are those that are attached to schedules that have an AVAILABILITY of either "Available to Everyone" or "Available to Administrators Only" in Schedule Management.  If you want to work with staff and resources that are attached to a schedule that has been hidden or archived, you'll first need to edit that schedule in Schedule Management to change its AVAILABILITY to something other than "Hidden/Archived."

Within WCONLINE, the people and things that clients make appointments with are called "staff and resources" (as WCONLINE can be used to schedule everything from staff, to lab stations, to center resources).  Typically, a center administrator will work through the options in this control panel when adding new staff to the system or when initially creating a new schedule for a new scheduling period.  

At the top of the overview, are links that allow you to access other areas of Staff and Resource Management:

Also near the top of the overview is a STAFF & RESOURCE SEARCH.  If you enter a staff or resource's name (as set via the STAFF OR RESOURCE NAME field in Staff or Resource Management) or the title of one of your schedules (as set via the SCHEDULE TITLE field in Schedule Management) and select the "search" button, WCONLINE will show just the staff with the specified name or that appear on the specified schedule.  You can enter just a partial name, such as "John" to see all staff or resources with a name that includes "John" (such as "John Tutor," "John Doe," and "John Smith").  Selecting the "reset" button will return to the standard, default overview display.

The Search Tool in Staff and Resource ManagementThe rest of the overview is made up of individual listings for each current staff and resource.  That display shows the staff or resource's name in a larger, bold font followed by resource-specific information:  

A Sample of a Resource's Overview Display


SCHEDULE: This is the schedule on which the staff or resource appears.


AVAILABILITY: This shows the length of appointments that can be scheduled with the staff or resource.  To change this, select "EDIT" to edit the entry and then adjust the MINIMUM ALLOWABLE APPOINTMENT LENGTH and the MAXIMUM ALLOWABLE APPOINTMENT LENGTH settings.  Since the slots on slot-based schedules (as set via the SLOT SCHEDULING ONLY? setting in Schedule Management and which are primarily used for asynchronous eTutoring) aren't time-based, this display isn't included for resources on slot-based schedules.


VIEW: This shows the number of appointments, client report forms (including off-schedule client report forms), and orphan appointments (or appointments for which a client report form hasn't been entered) for the staff or resource.  Selecting one of the labels (such as "Appts: 778" within the above image) will  take you to the Master Listings Report with the selected item displayed.  If a staff or resource doesn't have any appointments, client report forms, or orphan appointments, then the associated VIEW option will not be displayed.


FOCUSES: If you allow clients to narrow the schedule display by selecting a focus (by setting the SELECT STAFF OR RESOURCES BY FOCUS? option in Schedule Management to "Yes" or "Required"), then this will show the focuses that are currently listed for the staff or resource.  To change the resource's focuses, select "EDIT" to edit the entry and then adjust the FOCUSES setting.  If a staff or resource doesn't have any focuses, or if the schedule isn't using the focus option, then this information will not be displayed.


EDIT: Selecting this link will take you to the "Edit an Existing Staff or Resource" page where you can make changes to the resource's existing settings.


DELETE: Selecting this link will cause the system to ask you to confirm that you wish to delete the specified staff or resource.  Be sure to read the confirmation screen carefully.  If you confirm, then the resource and all appointment data attached to the resource will be permanently deleted.


TYPE: This shows the modalities for which the staff or resources is available (with the options being face-to-face, asynchronous eTutoring, and/or synchronous online tutoring).  To change this, select "EDIT" to edit the entry and then adjust the IN-PERSON & ONLINE AVAILABILITY setting.


DATES: By default, this shows the schedule's AVAILABLE DATES as set in Schedule Management.  If the staff or resource has different AVAILABLE DATES as set in Staff and Resource Management, then those are displayed instead.  If neither the schedule or the resource's entry have starting and/or  ending dates, then the TYPE listing won't be displayed.

At the bottom of the staff and resource overview, you'll also find two options that define how the overview itself is displayed:


PER PAGE: By default, the system shows five resources per page.  If you would like to see ten or twenty-five resources per page, select the applicable number and the display will automatically update.


PAGE: If you have more resources than what can be displayed on a single page, selecting a number after this option will show you additional resources.


Staff and Resource Management

SECTION 1: Staff and Resource Overview

SECTION 2: Add or Edit: Introductory Settings

SECTION 3: Add or Edit: Staff & Resource Options

SECTION 4: Add or Edit: Email-Based Options

SECTION 5: Duplicate Staff & Resources

SECTION 6: Administrative Access Management

SECTION 7: FAQ (Administrative Access, Notifications, and More)

WCONLINE Product Manual

The product manual is available completely online. Choose a chapter from the list below or use the search tool to perform a keyword search.

CH 1: Welcome

GENERAL INFORMATION

CH 2: Data Collection & Forms

CH 3: Access, Access Levels, and the Schedule

CH 4: Synchronous Online Meetings

WELCOME MENU/CONTROL PANELS

CH 5: Update Profile & Email Options

CH 6: Client & Record Management

CH 7: Schedule Management

CH 8: Staff and Resource Management

CH 9: Starting Availability Management

CH 10: Blackout Times Management

CH 11: Announcement Management

CH 12: Mass Email Tool

CH 13: System Data Export

CH 14: Report: System Statistics

CH 15: Report: Master Listings

CH 16: Report: System Utilization

CH 17: Global System Settings

CH 18: Form Setup: System Forms

CH 19: Module Setup: Early Alerts & Flags

CH 20: Module Setup: Survey

CH 21: Module Setup: Time Clock

FAQs

CH 22: Frequently Asked Questions

This manual applies to the current version of WCONLINE® and is constantly updated as new features are released.