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Staff and Resource Management

Add or Edit: Introductory Settings

In Staff and Resource Management (which you'll find under the "Schedule & Staff Management" in the Welcome menu), selecting ADD NEW STAFF OR RESOURCE at the top will take you to the "Add a New Staff or Resource" form where you can add a new staff or resource on to a currently-available schedule.  Similarly, selecting EDIT to the right of a resource's name in the overview will take you to the "Edit an Existing Staff or Resource" form where you can edit the settings associated with an existing staff or resource.  Both forms are identical with the exception that the "edit" form shows the existing settings for the staff or resource. 

The resulting form is broken up into three sections--Introductory Settings, Staff & Resource Options, and Email-based Options. As with all control panels, be sure to hover over the blue question marks within the control panel in order to find suggestions and more information about each configuration option.


Introductory Settings

These are the settings that appear at the top of the form when editing or adding a staff or resource.  They control the name, availability, appointment length, and other general settings of each resource.  
Introductory Settings Area


STAFF OR RESOURCE NAME: This is the name of the staff or resource as displayed on the schedule, appointment form, and within the various reports.  You can name a staff or resource in whatever way makes the most sense for you.  Some centers list staff first names only, while others list full names or only a portion of the first and last name.  The name can also be something like "Lab Seat 1," "Room 312," or "On-Call or Drop-In Staff."  If you feel that clients would benefit from seeing some piece of information before opening the appointment form, you could include that in the name (such as "Betsy Tutor (Room 100)") to have that displayed within the name display on the schedule.  This field is required.


AVAILABILITY: By default, a staff or resource is AVAILABLE TO EVERYONE, which means that anyone can make an appointment with the resource.  If this option is set to AVAILABLE TO ADMINISTRATORS ONLY, then only administrators will be able to make an appointment with the resource. Note that the HIDE ADMINISTRATIVE-ONLY STAFF FROM CLIENTS setting in Global System Settings and a client's permissions as set in Client and Record Management impact a non-administrator's ability to see and/or make appointments with resources.


AVAILABLE DATES: These starting and ending dates are only needed if a resource is starting or ending mid-schedule (such as if a staff member resigns or is hired mid-semester). If entered, a resource will not be displayed before or after these dates. If left blank, a resource will always be available between the schedule's AVAILABLE DATES (as set in Schedule Management).


SCHEDULE: This determines on which schedule the staff or resource will appear.  We strongly recommend against moving resources from one schedule to another, as doing so will also move all of the appointments from the old to the new schedule.  If setting up for a new scheduling period, consider our recommendations before moving a resource.


MINIMUM ALLOWABLE APPOINTMENT LENGTH: This sets the shortest appointment that a client will have to make in order to save their appointment.  Full administrators can make any length of appointment regardless of this setting.  If you want to require that all appointments be the same length, set the minimum and maximum to the same value. While the ability to override appointment length settings is typically for only full administrators, basic administrators can be given that access using the MIN/MAX APPOINTMENT LENGTHS setting at the bottom of Global System Settings


MAXIMUM ALLOWABLE APPOINTMENT LENGTH: This sets the longest appointment that a client will have to make in order to save their appointment.  Full administrators can make any length of appointment regardless of this setting.  If you want to require that all appointments be the same length, set the minimum and maximum to the same value. While the ability to override appointment length settings is typically for only full administrators, basic administrators can be given that access using the MIN/MAX APPOINTMENT LENGTHS setting at the bottom of Global System Settings


RESOURCE BIO OR RELATED INFORMATION: The formatted text that you enter here appears at the top of the appointment form for all appointments with this staff or resource. This is typically used to provide information about the staff or resource, to reiterate center policies, or to provide links to resource-specific resources. The formatting tools allow you to make your text bold, italic, or in a variety of colors, positions, and formats. You can also use the image icon to add an image to this information (such as a staff member's headshot).  Finally, if you have a video that is available publicly online, you can include it by entering the direct link or embed code after selecting the "film strip" icon. 


LOCATION: If entered, WCONLINE will display a "location" label at the top of the appointment form with this information.  This is useful if staff or resources work in different spaces, but most likely unnecessary if all staff and resources work out of the same central space. If this staff or resource is available at a specific web address or URL, enter only that URL here (such as 'http://zoom.us/p/edu/tutor1_sharedroom').  The URL will then become clickable on the appointment form automatically.


FOCUSES: If enabled (by setting the SELECT STAFF OR RESOURCES BY FOCUS? option in Schedule Management to "Yes" or "Required"),WCONLINE displays a focus drop-down menu at the top of the schedule. This allows clients to select a focus and see only resources who share that focus.  For example, if three of your resources list a focus of "English 101" in this field, only those three resources will appear if "English 101" is selected from the drop-down at the top of the schedule.

This field lets you define the focuses for which this staff or resource is available.  Focuses should be entered as a comma separated list and can contain only letters, numbers, spaces, and hyphens.


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.