User Manual - Assist IT Solutions Ltd
Contents
1. Restrict to Group Yorkshire and Hum v Restict to Depot To select a global group selection click the Restrict to Group check box on the main screen to enable the pull down and then select the group from the pull down If you un tick the checkbox the pull down box will be cleared of your current selection and be disabled In order to globally select a depot you must first select the group in which that depot is assigned and then click the Restrict to Depot checkbox and select the depot from the pull down The pull down will only show depots that are assigned to the group you have selected in the Restrict to Group pull down In our example here we have selected the Adwick group so when we open any screen that allows selection of a group or depot the group selector will automatically be set to Adwick for us You can however override the depot restriction in any screen after it is automatically selected by Attend Ace This feature is useful if you have access to multiple depots but are only concerned with a one specific depot at this moment When you no longer need the restriction switch it off Photograph Uploads Attend Ace will allow you to save upload photographs for drivers 10MB drivers driving licenses and accidents You will be allocated a certain amount of space for uploading your photographs to the Attend Ace server Your server space utilisation is displayed on the main screen 4 1MB2. Connection Failure message every time you try to save until you have a connection If you can not manage to connect to the internet again you will lose the changes or the vehicle trailer or driver will be lost if you cancel out of the screen Off Line Mode lf want to access the information stored on your computer as of the last time you used it but you do not have an internet connection simply start Attend Ace and when you are told you have no internet connection click the Run in Off Line Mode button You will now be able to access all the fleet data as of last time you were connected Obviously there may be more up to date information on the server and you may not create or edit anything whilst in Off Line Mode This is permanent offline mode you will not be able to connect at all in this mode until you exit Attend Ace and then log back in Data transit status Attend Ace keeps you informed of its status whilst downloading data or saving your changes to the central server The Mouse Pointer will change to indicate the current data transit status and the Connection Status display also changes to represent the status When data is in transit either from or to the central server your Attend Ace Connection Status will display a clock above the World icon cd and an arrow will appear showing the direction of the data Q to represent saving to the server and to represent receiving from the server Enquiries
3. User Manual Mainten Ace amp Integrated AttendAce Table of Contents Attend Ace 4 Company Groups And Depots in Attend Ace 4 Groups 4 Depots 4 Globally Restricting Attend Ace to one Group or Depot 4 Photograph Uploads 4 Restricted User Accounts 5 Checking Your Attend Ace Connection Status 5 Off Line Mode 6 Data transit status 6 Printing Reports 7 Getting Started 7 Attend Ace Accounts 7 Setting up a Attend Ace account on your PC 7 Attend Ace User Accounts 8 Creating users and changing privileges 8 Creating a new User Account 8 Editing a User Account 9 Deleting A User Account 9 Logging in to Attend Ace 9 Logging in as a Different User 10 Creating and Editing Employees 10 Creating a New Employee 10 Employee Details Tab 10 License Ins www Tab 10 Employee Driving License Images 11 The Cards Notes and Photos Tab 11 Employees Photo 12 The Holidays Tab 12 The Training Tab 12 Uploading and viewing Employee Training Certificates 13 Importing Employees From Your Existing System 14 Editing an Employees Details 14 Viewing Employee Training Qualifications Due for Renewal 14 Generating the Employee Training Matrix Excel spreadsheet 15 The Attend Ace Main Screen 16 Enquiries Assist 178 Co UK Page 2 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Viewing Employees Unavailable For One Specific Day Logging Employees as Unavailable holiday sick off without pay
4. Viewing and Printing Employee Unavailability Deleting a Previously Assigned Holiday Sick Day or Day Off Without Pay Showing One Employees Availability In The Calendar Setting up Holiday Restrictions Global Holiday Restriction Seasonal Holiday Restrictions Setting up Holiday Allowances Setting a Depots Year Start Date for Holidays Changing the Standard Calendar Colours Setting specific dates as Attend Ace special days Compulsory Holidays vs Non Work Days Cancelling a special day Returning to the Default Calendar View After Setting Special Days Special Days in Default Mode Calendar Non Work Day Days Give 1 Day in Lieu Days How To Give an Employee a Day In Lieu Cancelling a Bank holiday from an employee Database tools Compacting and Repairing the Mainten Ace database Zipping up the database Configuring Attend Ace Adding and Deleting Employee Status s Add an Employee Status Deleting an Employee Status Adding Company Groups and Depots Creating a Company Group Deleting a Group Adding a Depot to a Group Creating and Deleting Training Types Creating a New Training Type Deleting a Training Type Amending a Training Type e pune Page 3 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Attend Ace Firstly thank you for using Assist IT Solutions software We hope you enjoy many years of effortless use of our software Please use the find feature i
5. display the Authorisation Required popup cae A standard user can then ask a manager to authorise the aioe unavailability for this day for the selected employee by selecting E cae trai their account from the User Name pull down typing their any password and then clicking the Authorise button lf a standard user needs to select multiple days that are already exceeding the maximum number of unavailable employees the manager can check the Authorise for 5 seconds check box before clicking the Authorise button This will allow the user or the manager to select the remaining days without being prompted for authorisation within 5 seconds Administrator users can select days that are already exceeding the maximum number of unavailable employees without the need to authorise as they are already logged in using an administrator account To assign the selected days to an employee click on the Assign Selected Days To A Employee Now button to make the Log Log Availability Availability popup appenar Employees on Sheffield depot The number of currently selected days cells is presented to the sary ash left of the Assign Selected Days To A Employee Now button NB the Assign Selected Days To A Employee Now button only crag Tye becomes enabled once at least one days cell has been selected ala Attend Ace allows you to log employees as unavailable for three reasons Holiday Si
6. Assist 178 Co UK Page 6 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 The mouse pointer will change to GC when saving uploading to the server and i5 when receiving downloading data from the server You must wait whilst these icons mouse pointers are displayed With most connections these icons will flash momentarily but for slower connection for example dialup connections you may have to wait a short while whilst your data is being received or saved to the server Printing Reports Most reports in Attend Ace display a Print Preview screen WE Trailer Defects Report so you can check the print before sending it to the printer S g Zoom hos E To print the document click the Printer button and then x select the printer you want to print the report to from the Print dialog box and then click the Print button Getting Started Attend Ace Accounts Attend Ace XML works over the internet on any PC or laptop with an internet connection You do not need a specific web browser or any additional software installed Attend Ace is your internet browser for your fleet data Your computer needs to receive and save vehicle trailer and driver fleet data to and from a central place where everyone else in your company can also access the data if other people are using Attend Ace to log fleet information This central location is the Assist IT Solutions Attend Ace Server So all your fleet da
7. Photo Usage Enquiries Assist 178 Co UK Page 4 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 If you exceed this limit you will be billed a reasonable fee for each additional megabyte of space used You can use less space on the server by making sure your photographs are not too large This gauge displayed on the main screen shows a graphical representation of how much space your photographs are using on the server Restricted User Accounts Administrator users can restrict a specific user account so that it only has access to either one specified group or only one specified depot within f Yorkshire and Hum a group sence This image shows the main screen restriction options when a user with a restricted account logs in The user account has been restricted to only show the Thorn depot You will notice that the pull downs and the check boxes are disabled When this user opens a screen that allows you to restrict the vehicles or drivers to a group or depot Attend Ace will only show vehicles or drivers from the Thorn depot and the group and depot selection pull downs will be disabled E Show Current Only Restricting user accounts is a Attend Ace security feature to ensure that only the correct people can view and edit the vehicles and drivers that they have responsibility for In our example we have an employee that we want to log the vehicle servicing for the Thorn D
8. administrator user We are currently viewing Adwick depots driver availability for 2008 may 22 to May 21 2009 If you have multiple depots you can view the availability for other depots by selecting a different depot from the Depot pull down at the top right of the scheduler screen and click the Show Now button The Depot pull down in our example is disabled because the user account has been restricted to only be able to view the Adwick depot To show a different years availability select the year from the Year pull down and click the Show Now button Attendance Ace for Assist IT Solutions AttendanceAce Employees Administrator Menu Help AttendAce Depot amy Adwick Depo By Adwick ar 22 May 2008 xij iow No rtf aK 0 June rn AL ne ANN f A T T ite SpE ie me November ia o4 pa ow joa p i v November h AAANNNnnnnnnn AAAA 9 o4 i4 December ooe ETT L LT i LLT LLT l LL aa p 0 o4 0 4 D4 0 4 0 4 0 4 0 4 0 4 04 j4 0 4 a 3 o4 o4 a D4 o4 o4 7 o4 o4 4 aa a4 v4 os Wa oreo a a 7 0 ad l i i i aa l i Hide Availability window Odays selected Assign Selected Days To A Driver N User Administrator Account DefaultAcc 08 May May Assist If you only have one depot At
9. box and click the Delete Employee button Viewing Employee Training Qualifications Due for Renewal To view a list of employee training qualifications due for renewal you can either click the Employees toolbar on the main screen and then select the Employee Training Due menu fcc a Item or you can simply click the red and green numbers representing the number of employee training due for renewal on the main screen Employee www Assist ITS Co UK Enquiries Assist ITS Co UK Page 14 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Once the Employee Training Due Employee Training Due screen is open we are shown all training due for the selected group or depot Employee Training Due G Employee Training Due 1 ee Na ee e S pi e i We can reduce the list further by selecting a training type from the This Type Of Training pull down if we are only concerned with a certain type of training due e The Type or Traning ELSE X MOTs overdue This Group Only Yorkshire set the due days T a In our example here we are _ ee ee Assist x looking at all Manual Handling training due in the next 30 days this is specified by that type of training and can be seen in the Remind Days column in the grid We can see that there is just one employee due for retraining of Manual
10. days as Non Work Day COMPULSORY HOLIDAY will automatically take 5 days holiday from every employee Cancelling a special day If you accidentally set a day as a special day type you can easily cancel it in Bank Holiday Non Work Day Mode Simply click the day and then click the Remove This Day button Set Non Work Days Remove This Day i You may keep clicking additional days on the calendar to assign more than one day in a batch Returning to the Default Calendar View After Setting Special Days To return to the default calendar mode click the Show Now button to refresh the calendar Special Days in Default Mode Calendar In the default mode on the calendar screen days operate differently from normal days Non Work Day Days A day set as a Non Work Day will display a no entry icon when you hover your mouse over it and will not allow you to log employees on holiday for this day You will be shown a message saying that This is a non work day if you click a Non Work Day Give 1 Day in Lieu Days How To Give an Employee a Day In Lieu A day set as a Give 1 Day in Lieu will allow you to assign people as on holiday as usual but it will also display a green plus in the top right of the day Clicking this plus will open up the Give a lieu day popup Give a lieu day to an employee for working 13 04 09 These employees have earnt a lieu day for 13 04 09 B
11. format this will cause errors and the Employees will not be imported To import the Employees from the CSV file open the Create Edit A Employee Screen and click the Import Employees button at the bottom left of the screen You will then be asked to locate the MAEmployeesImport CSV file that contains all your Employees If the file is in the default Attend Ace folder you should be able to see it Straight away otherwise you may need to browse to the correct folder Click the Open button to open the CSV file and import it s contents to Attend Ace If all the Employee details to import are ok you will be informed that the import process was successful If there are any import errors with any of the Employees in the CSV file you will be informed of the Employee that is causing the error and no Employees will be imported DriverNam DateOirt DateStarte Address1 Address2 Town City County PostCode Email Teleph 2 3 4 5 6 T 8 9 Editing an Employees Details Click the Employee toolbar button on the main window and then select the Edit an Employee menu item to Create a new Employee To edit an employee first select them from the Employee Name pull down box The edit Employee screen is otherwise identical to the Create a New Employee screen Make the changes to the Employee details and then click the Save Changes button To delete a Employee select them from the Employee name pull down
12. give a user Administrator privileges tick the Administrator Privilege check box in the Administrator Privileges Box Administrator users can be allowed to roll back jobs and view user logs by checking the relevant check boxes Setting a user account as Read Only by ticking the Read Only checkbox will prevent this user from being able to change anything irrespective of what privileges you set in the Menu Privileges section All save buttons will be disabled in all edit screens and the Add Service buttons will also be disabled in the service screens when logged in using this user account www Assist ITS Co UK Enquiries Assist ITS Co UK 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Page 8 of 29 If you have more than one depot on one account in Attend Ace the Restrict Filter checkbox feature allows you restrict this user so that they can only view and edit entities from one depot All Depot Selector pull downs on entity screens will be automatically set to the depot you set as the Restrict Filter on this screen and the pull downs will be disabled so the user can not choose a different depot If you do not select this option this user will be able to view all entities from all depots without any restriction To accept the new user click the Accept New User button not shown or click the Cancel New User button not shown to cancel You can see that the user
13. more than one Attend Ace account set up on this PC you will need to select it from the Account pull down You must then select the user name from the User Name pull down list and type your password in the Password text box If you enter your password correctly Attend Ace will then allow you to access the main screen Attend Ace will only allow a user account to be logged in once at a time If you attempt to log in using a user account that is already logged in Attend Ace will inform you that the specified user is already logged in and will allow you to attempt to log out that user Enquiries Assist 178 Co UK Page 9 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 account You will Not be able to log the user out if someone is still actually using the account on another computer This feature is available in the event that Attend Ace wrongly thinks that a user is still logged in if for example Attend Ace previously terminated prematurely as a result of a system crash or power cut and Attend Ace did have the opportunity to log the user out Logging in as a Different User You should always lock your Attend Ace when you are not at the computer to prevent others from using Attend Ace using your user account You can lock Attend Ace by simply pressing Cirl and L on the keyboard simultaneously or selecting Log On As New User from the Attend Ace menu This displays the logon window that you see
14. training types that your e employees can attain and you need to keep track of Y Employee Training and Qualifications Create New Training Qualification Type New Type Name Re Test In days days before due Amend Training Qualification Type Training Qual Types Remind FLT Manual Handling To delete a training type in the same screen you used to create the training type select the existing type from the list at the bottom of the screen and click the Delete button Amending a Training Type To delete a training type in the same screen you used to create the training type select the existing type from the my list at the bottom of the screen then overwrite the current details in the text boxes that appear to the right of the list and then click the Update button www Assist ITS Co UK Enquiries Assist ITS Co UK 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Page 29 of 29 Amend Training Qualification Type Training Qual Types Manual Handling Amend Type Manual Handling Re Test in 1095 days Remind 30 days before due Delete Upate
15. when you first log in to Attend Ace If someone clicks the Cancel button on this window Attend Ace will shutdown lf you want to use Attend Ace on a computer and someone is already logged in you can press Ctrl And L on the keyboard simultaneously or select the Log On As A New User menu item in the Attend Ace menu rather than shutting down Attend Ace and restarting it You will be presented with the login window that you see when you first log into Attend Ace where you simply log in as a new user by selecting the username from the pull down type the password then click the Ok button Creating and Editing Employees Creating a New Employee Click the Employee toolbar button on the main window and then select the Create New Employee menu item to show the Create a new employee window Employee Details Tab Simply fill in all the details for the new Creste A New Employee employee then click the Add Employee e button to add the new employee aea Details License ins WWW Cards Notes amp Photos Holidays Training Employee Details Employee Name Job Title Salary Passport No Date Of Birth Start Date When you type in the employees date of birth tat aat the age of the employee is calculated and Dones maures a gt shown to the right of the Date of Birth text box Ke The number of years the employee has held their license is calculated and shown to th
16. Handling in the next 30 days Generating the Employee Training Matrix Excel spreadsheet Attend Ace allows you to produce a fully formatted Excel spreadsheet of all your employees current training status NB you must have Excel or an application capable of viewing Excel spreadsheets installed on the PC in order to generate and view the spreadsheet and you must be subscribed to the training module on your Attend Ace account To generate the Training Matrix spreadsheet click the Employees toolbar button on the main screen and then click the Employee Training Matrix Excel menu item from the popup menu that appears In the file dialog that appears browse to the folder where you would like to generate the file and type the name that you would like to give the file NB Attend Ace will open up the spreadsheet in Excel for you to view or manipulate To save a copy of the file use the Save As menu item from the File menu in Excel www Assist ITS Co UK Enquiries Assist ITS Co UK Page 15 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 The Attend Ace Main Screen The holidays scheduler screen shows at a glance the entire year overview of the availability of your drivers The screen layout shows every day of every month for the currently selected year and depot You can see here that this company s year starts on the 22 of May This can be set in the Setup screen by and
17. License that a Existing Depots Create A Depot group of vehicles are on Ladson mee Sheffield Office Depot Name Deponding on how you are s grouping your company you Assist can either assign to o license to a Group or a depot If there is not O license for a particular group or depot just leave it blank Ce To create or edit a company group or depot open the Company Setup screen by clicking the Administrator Menu and selecting Company Setup from the popup menu that appears From the Company Setup screen select Our Depots from the Setup Options list Creating a Company Group To create a company group in the Create New Group section of the screen type the O Licence Number in the O Licence No text box if the vehicles assigned to that depot or group are assigned to an O license and then type the name you want to refer to the Group within Attend Ace in the Location text box Click the Add This button to create the group Deleting a Group To delete a group select it from the Existing Groups list and then click the Delete button NB you can not delete a group if any Depots exist on Attend Ace for this group or if any entities are assigned to the O Licence Adding a Depot to a Group To add a depot you must first choose the Group that this Depot applies to from the Existing Groups list Simply type the description of the depot in th
18. UK Page 22 of 29 44 0 1302 515 065 Registered In England No 06087826 V AT Reg No 970 8935 75 Holiday Non Work Day banner is shown at the bottom of the AttenAce screen showing the legend for the colouring system in this mode Bank Holiday Non Work days ME E i We can see here that Bank Holiday days that can allow us to give employees 1 day in Lieu will be displayed as blue non work days dark grey and compulsory holidays dark grey with a amp icon Maade Yorkshire y fzo AttendAce A EZ Depot Sheffield a Close Screen Bank Holiday Non Work days RBI Non Work nay GIB compulsory Hol I Give Day in Lieu In our example here we have set 1 Jan 10 and 13 April 4 and 25 may 31 August and 28 December as bank holidays To set a date as a special date in Bank Holiday Non Work Day mode click the day that you would like to set as a special day In our example here we have clicked the 10 April and now Attend Ace is asking us what type of special day we would like to set this day to Set Non Work Days Attend Ace will let us set more than one day at a time as special days To set more than one day to a special day just ___setenemanvioay keep clicking days on the calendar Attend Ace will display No
19. arry Johnson This popup show a list of all employees on the left hand side and a list of all employees that have previously been assigned a lieu day on that day ae poops From this popup you can give an employee a lieu day _ snantomrson in Chris Kane by selecting them from the Employees list and then Chis ley click the Give lieu to this employee button George Marsden Herbert Vincent Cancelling a Bank holiday from an employee PSS From this popup you can cancel a previously assigned day in lieu from an employee by selecting them from the list on the right hand side and then click the Delete selected Employees Lieu Day button NB you can also cancel an employees lieu day via the Employee Availability popup by clicking the View Change Print Employee Availability button at the bottom left www Assist ITS Co UK Enquiries Assist ITS Co UK Page 24 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 of the calendar when in default calendar mode select the employee then click the lieu day in the Lieu Days Earned list and click the Delete Selected button Database tools Compacting and Repairing the Mainten Ace database Over time the Attend Ace database on your computer becomes larger in size The database can be made smaller on the disk by selecting Compact and Repair Database from the Database Tools menu item within the Admi
20. ars simply browse your computer to find the file that contains a digital representation of the certificate Files can be in any format that your PC and other PCs that are using Attend Ace can understand In our example here we have previously uploaded a certificate for manual Handling in PDF format E Page 13 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 To view a previously uploaded certificate click the Open this pdf file in external application Attend Ace will open up the program that your computer uses to view that type of file and show the certificate lf you upload the file as an image Attend Ace will display part of the image on the screen To open the full image click the Open this jpg file in external application Importing Employees From Your SEStIng ae ce Attend Ace now allows you to import Employees from your fle cot yen eet Fomat Tods Daia Won Hep 8 x existing system DSHS Sav s2ea Bx 2h MH 100 g jasan 70 BU FSB 9 A 2 gt osav ARM w In the Attend Ace folder on your a a PC you will find three CSV files To Import Employees into Attend Ace you will need the MAEmployees Import CSV file Simply open this file using your favourite spreadsheet application and then paste your Employee details into the corresponding columns in the CSV file Be sure to save the file as a CSV file when you save it If you save it as any other
21. ase take up about 1 10 of it s real size You may want to zip up the database for two reasons 1 If you are still backing up to floppy disks or a medium that has low storage capacity Zip database 2 If you want to send the VA ome om BT i LEEI database over email to Assist EH z i Zip To C Documents and Settings Shaun Coultard Desktop IT Solutions for testing a x will compact it to yc Se eS morn 10 E Documents ana setings backup purposes S Shaun Coultard s z f Deskto To Zip the database select Zip Up E a Ey WAOnine HS Access Database version ASP Pages J E 5 zip the database to VB Date stuff Database from the Database Tools 2255 menu item within the Administrator rewa Menu The Zip Database screen is aca Archived database then click OK You can email your database to Assist IT Solutions by clicking the Email checkbox Ac clickipg OK Mssist www Assist ITS Co UK Enquiries Assist ITS Co UK 44 0 1302 515 065 P There are 0 Other Users Logged in Registered In England No 06087826 VAT Reg No 970 8935 75 displayed To zip the database simply choose where you want to Zip it up to by selecting the disk drive from the pull down and pointing to the folder directory from the folder list Attend Ace can automatically open up your email system with a email to Assist IT Solutions if you click on the Email to info Assist ITS co uk check box Click on
22. ate on the screen to make sure it fits on the screen correctly The selected date will also be highlighted to avoid any confusion as per our example here From this popup you can tell Attend Ace to restrict the calendar to only show only unavailability for one employee To do this simply select the employee in the list of unavailable employees for that date and the Show Selected Driver Only On Calendar button will become enabled Click this button and the scheduler calendar will be redrawn showing only that one employee NB You can restrict the calendar to any employee by using the left fly out please see the Showing One Employees Availability In The Calendar section later in this manual E John Smith amp Peter Johnson G John Peterson G Robert Johnson f Day Off Without Pay Sick To close the popup either click the at the top of the popup or alternatively the popup will be hidden once you select a date from the calendar or refresh the calendar If you right click a different date the Employees Unavailable popup will be shown at a different location on the screen next to the new selected date The scheduler also shows the utilisation of each days holiday allowance by means of a sizing and colour coding system When there is at least one employee logged as unavailable for a day that day is filled with a coloured box that varies in colour from green to red to represent the proportion of allowed e
23. atus display shown here is telling us that we do not currently have 3 Y gt Hg access to the internet www Assist ITS Co UK Pa ge 5 of 29 Enquiries Assist ITS Co UK 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 In order to access the Attend Ace server to receive and save data you must re establish your connection to the internet The display here is showing us that we are successfully connected to the internet but we can not currently reach the server This may occur when you first install Attend Ace if the server settings are not correct lt p You will receive a message similar to the screen here if you try and access the data or save when you can not reach the server or you do not have an internet connection The Mainten Ace Server is unavailable Please ensure that your XML server settings If you in the process of creating or editing a vehicle trailer or driver and you lose If you do not currently have a connection to the internet you can Run in Off your internet connection when you try to ee ee ae See save the changes you will receive a Connection Failure message Don t worry Run In Off Line Mode Connect ar Tlf you can simply click on the Connect and try again button and connect to the are correct XML Setup in Administrator Menu internet and try again If you still have not established an internet connection you will receive a
24. ch employee and view the photo along with the details of the employee To add a photo to the employees details click the Employees Photo bution to open the Employee Photo window NB in our example here this account has not subscribed to the employee photo upload feature You can add a photo to a employee s details in two ways Add photo from a file If you have already stored the photo of the employee in a file on your computer you can click the al button and then select the file from its location Add a photo from the clipboard You can copy the image to the clipboard using a graphics program typically by selecting Edit Copy in your graphics program and then click on the button on the Create a New Employee screen in Attend Ace You can copy the photo from Attend Ace to the Windows Clipboard by clicking the RIGHT mouse button on the photo and then clicking the Copy Photo to Clipboard menu item from the popup menu that appears You can then use the Paste option in your graphics program or MS word or any program that handles graphics to grab the photo from the clipboard You can view the photo in a separate sizeable window by clicking the RIGHT mouse button on the photo and then clicking the View Photo In Separate Window menu item from the popup menu that appears The Photo originally maximizes itself to the width of the Employee Photo window If you want to see a larger version click on the pho
25. ck or Day off without pay To assign the unavailability to a employee select one of the unavailability options and then select the employee from the employees list and click the Reason Holiday Sick depending on which option you have selected in our example it says Assign Sick Days To This Employee Now because the Sick option has been selected If you selected Sick or Day Off Without Pay the unavailability will be assigned immediately as you have already clarified that the employee is allowed to be unavailable on that day by selecting days that have not exceeded the maximum number of employees of or by having the days authorised by a manager NB Attend Ace has no restrictions on the number of sick days or days off without pay that an employee can have If you are trying to assign holiday days Attend Ace performs multiple calculations to find out if the selected employee is entitled to be ea on holiday on the selected days Firstly Attend Ace will lookup the start date for the selected gt This would take this employee 6 days over their limit of 20 holidays in year 2008 employee and calculate the number of whole Would you like to allocate these holidays to this driver anyway years service that this employee has undertaken Ne and then lookup the holiday entitlement for this length of service Next Attend Ace calculates the number of holidays that the selected employee has already used
26. e Location text box and then click the Add This button www Assist ITS Co UK Enquiries Assist ITS Co UK Page 28 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Creating and Deleting Training Types If you have subscribed to the Training Module on your Attend Ace account Attend Ace allows you to Log training and identify when training id due for renewal Attend Ace allows you to add the types of training or qualifications that your employees will attain and set individual warning periods for each type of training To create or edit a training type open the Setup screen by clicking the Administrator Menu and selecting the Company Setup menu item from the popup that appears In the Setup screen click the Training Item in the Employees section of the Setup Options list to view the Employee Training and Qualifications settings page Creating a New Training Type Type the name of the training or qualification in the New Type Name text box then type the number of days until the re test for this type of training in the Re Test In days text box Attend Ace will warn you in advance when the training is due for renewal Type the number of days you would like to be pre warned in the Remind days before due text box Deleting a Training Type Attend Ace Setup Assist SS Attend Ace Setup Here you can create
27. e right of the Obtained text box zte ASSIST Delete Emp License Ins www Tab Click the License Ins www tab to view the Create A New Employee details regarding insurance driving licenses and Attend Ace Mobile access for this S a employee Fill in the self explanatory text Enora oae ot pee boxes Ta Oo Dees naurance Deserptons The Defies Insurance Criteria check box ihe appear n should be ticked if this employee is exceeding percet mume rumon epee E Can Log Defects E Can View Holidays ASSISE pose Emoyce Create Employee Close www Assist ITS Co UK Enquiries Assist ITS Co UK 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Page 10 of 29 any requirement for your insurance company for example if the driver is younger than 25 and your insurance policy covers employees over 25 or if the driver has 9 points and your insurance policy will only insure employees with 6 points or less You can later view or print off a list of drivers who defy insurance criteria for your reference so you can contact your insurance company and clear it with them that it is ok to allow this driver to drive on your fleet insurance Once you have cleared the driver with the insurance company you should then click th
28. e Insurance OK check box on this screen in the Licenses and Insurance section This will prevent the driver from appearing on the Drivers Defying Insurance Criteria report Employee Driving License Images Attend Ace allows you to store an image of a drivers driving license for your records You must first obtain a digital copy of the drivers license using a scanner or digital camera To add a Drivers License Image to the drivers details click the Drivers License Image button to open the Driving License Image screen NB in our example here this Attend Ace account has not subscribed to the Drivers License Upload Feature You can add an image of a drivers license to a driver s details from the Driving License Image screen in two ways Add from a file If you have already stored the photo of the driver in a file on your computer you can click the button and then select the file from its location Add from the clipboard You can copy the image to the clipboard using a graphics program typically by selecting Edit Copy in your graphics program and then click on the button on the Create a New Driver screen in Attend Ace You can copy the photo from Attend Ace to the Windows Clipboard by clicking the RIGHT mouse button on the photo and then clicking the Copy Photo to Clipboard menu item from the popup menu that appears You can then use the Paste option in your graphics program or MS word or any pr
29. epot only This user will only be able to view and edit vehicles and drivers from this group In fact an administrator user could easily prevent this user from doing anything other than logging services for the Thorn depot by simply switching off all other menu items for vehicles MOT Insurance Trailers drivers etc ANMA t owTTrnmi i lf you have upgraded from a previous version of Attend Ace you may see this icon on the main screen 4 under either the vehicle or driver toolbar item This icon indicates that you have vehicles or drivers that have not been correctly assigned to a depot Clicking these icons will open up the vehicle or driver screen and display all the vehicles or drivers not assigned to a depot Because Attend Ace will only vehicles or drivers once a group or depot filter has been selected this is the only way to view vehicles or drivers that have not been assigned to a depot Checking Your Attend Ace Connection Status Attend Ace operates over the internet on any PC or Laptop with an internet connection with no need for slow overly complex VPN connections The bottom Left of the Attend Ace main screen displays your current connection status to the Attend Ace central server Here is how you want this display to look at all times T However there are two points of failure for your connection to the central server These are you have no internet connection or you can not reach the server The connection st
30. h depot as different depots may have different restriction Select a depot from the Restriction for depot pull down to amend the restrictions for that depot The first option for the restriction is to Require manager authorization to exceed allowance If you tick the check box for this depot administrator users will be able to override holiday restrictions i e assign holidays to employees even if the maximum allowance has been met for that day however standard users will be prompted for authorization from an administrator user An administrator user can then authorize day off by choosing their User Name and typing their password into the Password text box to authorize for the selected date and click the Authorise button Attend Ace allows two categories of holiday to be set these are Global restrictions and Seasonal restrictions Sanh Sa Setup Options A Global resticton applies to ove A en a day of every year for eternity This type of restriction can be used with companys that have a simplistic 1 Global holiday restrictions apply to every day of the year Seasonal restrictions allow you to restrict the maximum number of employees on holiday between specific dates of every year Employee Holiday Restrictions holiday system whereby for example Restriction for depot Shere no more than 5 employees are El Required manager authorisation to exceed alowance allowed to be unavailable at any one L a time i
31. iction method click the Global Restriction option button to enable the Global Restrictions section If you have previously created a Seasonal Restrictions Attend Ace will warn you that these seasonal restrictions will be deleted in favour of the global restriction if you set a global restriction Simply type the maximum number of employees ever to be allowed to be unavailable in the No more than xx employees on holiday at once text box and then click the Save button to set the global restriction NB you do not need to click the Apply Changes button on the setup screen to save the global restriction Seasonal Holiday Restrictions To create Seasonal unavailability restrictions click the Seasonal Restrictions option button to enable the seasonal restrictions section If you have previously set the Global Restrictions Attend Ace will warn you that the global restriction will be removed in favour of the seasonal restrictions you are about to create To create a new restriction type the maximum number of employees to be allowed unavailable in the No more than on holiday between text box and then type the date range in the two text boxes Now click the Add button in the seasonal restrictions section to ass the restriction You can keep adding the restrictions until you have added sufficient restrictions for future use To delete a previously assigned restriction for the selected depot select the restriction fro the lis
32. ight of the Scheduler screen The fly out will close automatically on choosing an employee If you decide you do not want to show one Show Selected Drivers Availability Only employees availability in the calendar simply click the button to hide the fly out www Assist ITS Co UK Enquiries Assist ITS Co UK Page 19 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 When in single employee mode the calendar will not chow the colour coding system Instead a series of icons are displayed to indicate why the employee is logged as unavailable for a specific date Here is the legend for unavailability whilst in single employee mode G Employee is on holiday amp Compulsory Holiday Day Employee is sick E Employee is off without pay In single employee calendar mode you can not log any unavailability for an employee but you can right click on a day to view a list all employees unavailable on that date To display the calendar for all employees again click the show now button Setting up Holiday Restrictions Attend Ace allows you to set the maximum number of employees allowed off between a certain date range This is done through the Holiday Restrictions tab of the Setup screen Open the Setup Attend Ace screen from the Administrator menu administrator users only and select the Holiday Restrictions tab Holiday restrictions are set for eac
33. in features Select Users and Passwords from the Administrator Menu to view the Users screen where you can Add delete and edit user accounts Creating a new User Account To create a new user click the New User button then type the user name for the new user and the password in Passwords And Priveliges Users and Privileges the text boxes NB blank passwords are not allowed Because the actual password is not visible on the screen you must retype the password in the ReType text box This is a check to make sure you have not typed the password incorrectly To allow the user permission to access the various menus in Attena Ace simply click the check boxes that correspond with the menu items you want the user to have access to in the Menu Privileges List Any check boxes containing a tick will enable these menu items for this user j y You can enable and disable menu items for a user by unticking and ticking the checkboxes that correspond to the menu items in the treeview list to the right H amp Create User User Name Administrator v Password 9000 ReType eeeee Menu Privileges New amp Vehicle New amp Trailer New amp Driver M amp Edit amp Vehicle Details amp Trailer Details amp Driver Details M amp Maintenance Ml amp Trailer Administrator Privileges Administrator Privilege Read Only _ _ Restrict Filter To
34. in the selected year and compares that against the determined holiday entitlement for that employee If the employee has already exceeded their holiday usage for the selected year or if the number of days you are trying to add will take the employee over their maximum holiday entitlement you will see a warning message Enquiries Assist 178 Co UK Page 18 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 lf the user chooses to continue they will be required to get manager authorisation if you are logged in as a standard user Administrator users will be able to continue to assign the holidays without requiring authorisation Viewing and Printing Employee an eee 01 01 09 to 31 12 09 Emp s on Adwick Availability e Unavailability depot Andrew Rush To view an employees holiday sick day anas ea ii and day off without pay usage simply click ace Se on the View Change Print Employee pinen W me acne Availability button to display the p eps Heus Eat 1 Employee Availability popup Lisu baja tarned Hors Available 17 Pleat Now select the emplyee you are smcey amp concerned with from the Employees on deteseected e You will now see a list of all currently assigned holidays sick days and days off without pay in the Availability list We can also see any Lieu Days an employee has earned in the Lieu Days Earned list The right hand side
35. logged on here does not have access to the Trailer MOT or Creat or Edit Drivers but can view and print all reports for drivers Mainten Ace Create Edit Maintenance Drivers Accidents Administrator Menu Help e ir pe za ce a p on 2 Be Vehides Services VED Insurance MOT Tachos Defects Trailers Services MOT Defects 3 0 Drivers Accidents 10 01 03 00 10 20 Print Driver Licenses Report Print Drivers Defying Insurance Print Driver Details Report Print Driver Contact Details Report Editing a User Account To edit a users account select the users user name from the User Name pull down NB the pull down will not be visible in create user mode You can edit the users password and change any privileges by clicking the check boxes but the user name is not editable Click the Save Changes button to save the users new settings Deleting A User Account To delete a user account select the user name from the User Name pull down and then click the Delete User button Logging in to Attend Ace Once you have created a Attend Ace account in Attend Ace and set up then created user accounts for your Tr employees they can then log into Attend Ace using their Account Assist T Solutions x username and password UserName Shaun Coutard After Attend Ace runs through its startup routine and Password eeeeee initializes itself you will be presented with the Log In window lf you have
36. loyees Add an Employee Status To add a employee status simply type the description of the Status in the Add Status text box and then click the Add This button The Status is then added to the system and you can now select it from the Vehicle Status pull down box s in the Employee screens Deleting an Employee Status The Status pull down box will contain a list of all Status s that you have previously created in Attend Ace To delete a Status select it from the pull down list and then click the Delete button NB you can not delete a Status if any vehicles or trailers are assigned to that status www Assist ITS Co UK Enquiries Assist ITS Co UK Page 27 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Adding Company Groups and Depots Attend Ace allows you or pois eg rather forces you to group Attend Ace Setup your company entities into sap pai e All entities in Mainten Ace must be assigned to a depot logical groups to make them i ee A Depots ustve crested winn a Base rou A base j can be something like a company name if you operate a easier to handle and to allow Marss madeto e abate England Wales roland if you want ot segregate by you to restrict certain Attend aea Ie ee a a E E Ace users to only be able to SaS Our Depots and O Licenses see certain entities ee hp ee Group Name Attend Ace allows you to specify the O
37. mployees unavailable for that day Green means one employee is unavailable red means the maximum amount of employees are allocated as unavailable for that day The box also fills the day as a proportion of the allowance so if a days maximum number of employees has been reached the box will cover the entire day as can be seen on the 26 day of the month in the scale here The backgrounds of the Cells are white except for Saturdays and Sundays that have an off white cream background to differentiate them from weekdays lf you have not set the criteria for a certain date or if you have set it s maximum drivers allowed off as zero the day will be displayed with red diagonal stripes to gt indicate this If you have exceeded the maximum number of employees allowed as g unavailable for a particular day a warning icon is displayed in that date to so you can see which days have more than the allowed number of employees logged as unavailable Logging Employees as Unavailable holiday sick off without pay Logging an employee as unavailable is a simple as clicking the Cells for the days you want to log unavailability and then assigning those days to an employee E Page 17 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 lf a day has already reached it s Maximum numbers of employees MEEUSE unavailable and a standard user click that day Attend Ace will Manager User Authorisation
38. n Wont Day COMPULSORY HOLDAY the Set Special Days popup every time we click another stenone tommy e day If the next day we want to select is underneath the Set Ms J f i You may keep clicking additional Special Days popup you can either press Escape on your Beee keyboard or click the popup hider button at the top of the Set OO EA a Special Days popup Once you have selected all the days you want to set as special days click one of the buttons on the Set Special Days popup to set them Compulsory Holidays vs Non Work Days Setting a day as a Non Work Day will prevent users from logging people on holiday on that day This is similar to setting a Holiday Restriction as zero employees allowed off for that one day except that a Non Work Day can not be overridden by any Attend Ace user So if you do not want any employees to be allowed off for any reason on a specific day set it as s Non Work Day www Assist ITS Co UK Enquiries Assist ITS Co UK Page 23 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Setting a day as a Non Work Day COMPULSORY HOLIDAY will prevent users from logging people on holiday on that day and automatically take one holiday off of every employee in that Depot for that day If you have a compulsory shut down period of one week in the year and all employees must take 5 days holiday on those dates setting the five
39. n the year Seasonal Restrictions Seasonal restrictions allow more meeten ee flexibility with the restrictions you set Pet sasora esters 5 01 01 09 31 05 09 2 01 06 09 30 06 09 5 01 07 09 31 12 09 so if you allow more employees to Close Setup be on holiday at certain times of year when business Is less busy and less employees on holiday at Christmas for example this can be done using the Seasonal Restrictions section We can see here in our example that this company has set up seasonal allowances so that no more than 5 employees can be on holiday between 1 January and 31st May and no more than 2 employees may be on holiday between 1 June and 30 June www Assist ITS Co UK Enquiries Assist ITS Co UK Page 20 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 because this company have a very busy period in June so needs to ensure that it has as many employees available as possible If you do not set a restriction for a date range in Attend Ace when using Seasonal Restriction criteria Attend Ace will assume that that no employees are allowed to be unavailable between that date range this is in effect the same as creating a restriction for the date range and setting the maximum number of employees allowed to be unavailable to zero Administrator users will still be able to override this zero allowance as usual Global Holiday Restriction To set Attend Ace to use the global restr
40. n your software to quickly find what you need in this manual Company Groups And Depots in Attend Ace Within Attend Ace it is mandatory to assign Vehicles and Drivers to a group and depot This has many benefits and implications for multi depot company s Depots are created and assigned to a group Groups A group could be something like North East or Yorkshire or even a company if you have decided to operate all your companies from the one Attend Ace account If you do not want or need to segregate your depots into more than one group simply create one group with your company name To save you time and hassle if you only have one group Attend Ace will automatically select that group for you on any screen that requests a group selection Depots Depots are assigned to groups so for example you may have created a group for Yorkshire and you may have a Leeds and Sheffield depot that are within that group Vehicles and Drivers are assigned to a depot to allow you to logically group your vehicles into groups that reflect real life and Globally Restricting Attend Ace to one Group or Depot lf your user account entitles you to view more than one group or depot see Restricted User Accounts below Attend Ace allows you to globally specify the group or depot you would currently like to work on To globally select the current Group or Depot select a group or depot from the Restrict to Base and Restrict to Depot feature on the main screen
41. nge and then select the colour from the colour picker that Attend Ace will display and click OK to accept the new colour e l l This screen clits you to change the colours that are displayed for bank holiday compulsory holidays and non work days Future Dates m Change Saturday Sunday Background P Change Saturday Sunday Text a Historic Dates Change Saturday Sunday Background J Change Saturday Sunday Text J Special Days aa Change Bank Holiday add Lieu day Colour m Change Non work day colour J Save Changes To Colour Settings J Close Setup Assist a Ae The colour picker may look differently depending on aie which Windows operating system you are using B tet a a STO The next time you refresh the calendar your new colours will be applied ee E E E EER EE eee A A A CLE E f imi im Custom colors Tl TREE O BEE EEE Ee a Setting specific dates as Attend Ace special days Attend Ace allows you set individual days on the calendar as special days To begin setting up special days select Setup Attend Ace Special Days from the Attend Ace menu in Attend Ace This puts Attend Ace into Bank Holiday Non Work Day Mode We can tell we are in this mode because no employee unavailability is shown on the calendar and the Bank www Assist ITS Co UK Enquiries Assist ITS Co
42. nistrator Menu The database may become corrupt if you have a system failure or power cut for example you may need to run Compact and Repair Database from the Database Tools menu item within the Administrator Menu too NB You can only run a compact and repair when there are no other users logged into Attend Ace If you are using the Transport Ace database for Attend Ace no one should be logged into Transport Ace either NB If the database has become corrupt due to a power cut or other network failure and as a result you can not run Attend axe foray Sec Ame eco program gt Repair and Compact The AA Database called RepairMA exe in the Attend i Ace directory on all computers with aemengang repair andeompactto pecompieted o oo areren ordertora Attend Ace installed ron a Simply run this program from the reduce ts size AttendAce section of the Windows recomended you l l a n E f Once initiated the repair process can take a while depending on the size Sta rt m e n u by cl icki n g Re pal r z oral sre TADataClientXML TAD file so please be patient once Attend Ace Repair and Compact Now When the Repair AttendAce Assist program loads click the Repair and Compact Now button once the program loads Zipping up the database Attend Ace includes a compression facility that compresses the database into a ZIP file This effectively makes the datab
43. of the popup will now show a full breakdown of the currently selected employees availability entitlement and usage To print a employees unavailability simply click the L __ button to display the report preview screen where you can choose to print the report by clicking the button or export it to HTML or text by clicking the button To close the Employee Availability fly out click the button or click the Hide Availability Window button Deleting a Previously Assigned Holiday Sick Day or Day Off Without Pay To remove a Previously Assigned Holiday Sick Day or Day Off Without Pay select the date in the Availability list and click the Delete Selected button Click the Hide Availability button to close the Employee Availability popup Show one employees availability Showing One Employees Availability In The Calendar Attend Ace will also allow you to view one employee on the year calendar To view only one employee click the button at the left of the Scheduler screen half way down the screen on the dark grey bar to open the Show one employees availability fly out From the fly out simply select the employee you are interested in and either click the Show Selected Employee Availability Only button or double click the employee in the list The calendar will then repopulate showing only that employee To view all employees again click the Show Now button at the top r
44. og this employees training records for all the training and certification that this employee has undertaken and attained i Reason given for OK AWW Cards Notes amp Photos Holidays Training Training Qualifications Logged by Administrator Training Qualification Attained ReTestDue Remind No longer employed as and FLT operator oe Manua Hanaing 2a In order to log an employees training records we must first create the Employee Training Types in the Setup screen In our example here we have previously created two training types of FLT and Manual Handling in the setup screen Therefore we have FLT and View upload certificates 2 Type the date that training qualification was attained and Mainten Ace will calculate when it is due for refresher re test Click the OKd box to stop being reminded of an overdue training ages Close J Manual Handling in our Training tab Here our FLT training is overdue for this employee overdue training is shown in red Ordinarily this would be flagged on the main screen as an overdue training item but Attend Ace allows us to switch this off for each individual training item for each employee Here we have switched off or OK d this obsolete training by clicking the OK d check box on the FLT training item Attend Ace will ask you to provide a reason for swi
45. ogram that handles graphics to grab the photo from the clipboard You can view the photo in a separate sizeable window by clicking the RIGHT mouse button on the photo and then clicking the View Photo In Separate Window menu item from the popup menu that appears The Photo originally maximizes itself to the width of the Driver Photo window If you want to see a larger version click on the photo image to open the Photo Viewer window This window can be resized You can view the photo at it s original dimensions by clicking it or maximize it to the whole window by clicking it again The Cards Notes and Photos Tab In this tab you can type in the details of the fuel ememr card and any other card your employees may 92 Details License Ins WWW Cards Notes amp Photos Holidays Training be assigned You can then search for a Trenumtersin puer cara employee by card number in the Find A ERA cos ni Driver screen matale miseca The Notes text box is a free field where you i can type anything relating to this employee pce OC confirmed OK by poren Employees Photo Import Drivers MASSIST ai empoyec Create Employee Close www Assist ITS Co UK Enquiries Assist ITS Co UK Page 11 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Employees Photo Attend Ace allows you to store a photo of ea
46. service and the entitlement for that length of service into the text boxes in the Create New Allowances section and click the Add button To delete a previously assigned allowance select if from the list and click the Delete Selected Allowance button Setting a Depots Year Start Date for Holidays The Setup screen also allows you to set the start date for the holidays in the holidays scheduler for each depot Still in the Holiday Restrictions tab See previous section after selecting the depot from the Depot pull down simply type the day number and month number in the Start Of Year text box in format DD MM Remember to click the Save Start Of Year button once you have set the new start date Changing the Standard Calendar Colours Select the Calendar Colours item in the Setup Options list in the Attend Ace Setup screen to view the Holiday Allowances settings Attend Ace allows you a certain AttendAce Setup j degree of flexibility with the background and text colour coding O ions for your calendar From this screen you can alter the background colour and text of Historical Saturdays and Sundays Future Saturday and Sundays and the background colour of Bank Holiday days and Non Work Days Attend Ace shows you a representation of what each day type currently looks like on the calendar on this screen Simply click the button representing what you would like to cha
47. t and click the Delete Selected button Setting up Holiday Allowances Select the Holiday Allowances item in the Setup Options list in the Attend Ace Setup screen to view the Holiday Allowances settings Attend Ace Holiday Allowances allows you to specify the number of holidays your employees are entitled to based on the number of full years service they have AttendAce Setup completed working for your company O Setup Options e Here you can define the number of holidays an Holidays employee is entitled to based on the number Holiday Allowances are depot specific Holiday Restrictions so you will need to set up your Employee Holiday Allowances Allowance for depot Sheffield allowances for each depot you have set Creste New Alowanee Employees with between and years service up on Attend Ace In our example here we can see that gt 3 2 employees at this depot earn 20 day s holiday for 0 to 1 years service 21 days holiday for 2 years service and an extra days holiday for every additional years service Close Setup Save Start Of Year Assist Stat Of Year 01 01 OD MM www Assist ITS Co UK Enquiries Assist ITS Co UK Page 21 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 To add a holiday allowance firstly select the depot that you want to set the allowances for then type the start and finish years
48. ta is stored on the central server along with many other Assist IT Solutions customers so how does your Attend Ace software know which vehicle trailer and driver data to download and how does the central database know which vehicles trailers and drivers belong to your company You need to setup a Attend Ace account and tell Attend Ace which account to use Setting up a Attend Ace account on your PC Only Administrator users can handle Accounts in Attend Ace To Create View and delete Attend Ace accounts on your PC select Accounts from the Administrator menu to display the Setup Attend Ace Accounts screen Any accounts that you have created on this PC will be displayed in the Existing Accounts grid You can see here that the Assist IT Fleet account exists on this install of Attend Ace If you click an account Setup Mainten Ace Accounts in the grid Attend Ace will show you the billing date and the number of Paid Licenses that account has You can see in the Account Details box that iscsi soutons the Assist IT Fleet has a billing day of eet the 8 of every month and currently has 4 paid licenses ZORN In order to create an account you will Day 8 of month need your account code from Assist IT ma ticenses Solutions Ltd Simply type a jiii description for the account in the Account Name text box and type or paste your account code into the Account Code text box then click the Add This bu
49. tching off the warning for the overdue training when you click the OK d checkbox To see the reason given you can hover your mouse over the checkbox as in our example here Attend Ace is telling us that the Administrator user set the FLT item as OK d because this employee is no longer a Forklift Truck operator The ReTest Due text will appear green if the training is due within the reminder period that you set in the Setup screen when creating In our example here this employee is due for a Manual Handling refresher course within the next 30 days because we set the reminder period to 30 days when creating this training type Uploading and viewing Employee Training Certificates To upload or view a previously uploaded Training Certificates for Anne Employee training certificate click the View upload certificates button os leet to ae View upload certificates et ae ek ae ae This will open the Training Certificates ne bog ara POF fe screen displaying the list of available dish space e wa a ai training types that can be logged on this account To Upload a certificate select the type of training you would like to upload a Open this paf fe in external appicaton certificate for from the Training Qual Types list and then click the Upload y Upload training certificates training Certificates button __ ves Menusirensing ne tranen Then when the Open dialog appe
50. tend Ace will automatically select it for you and show the availability calendar for that depot when you open the scheduler If you have more than one depot you will need to select the depot from the pull down and click the Show Now button before the calendar is displayed Each Cell or box represents a day of the year Todays date is ringed for you for quick reference In our example todays date is the 4 November The months of the year are shown to the far left and far right of the months days At the top of the days Cell in black text is the current utilisation of the holidays for this day In this Cell here we can see 2 5 this represents that this day has a maximum holiday allowance of 5 and there are currently 2 employees logged as unavailable for this day The number 23 in grey text signifies that this Cell is the 23 day of the month www Assist ITS Co UK Enquiries Assist ITS Co UK Page 16 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Viewing Employees Unavailable For One Specific Day To see who is unavailable for a specific date click the RIGHT mouse button on the date in the calendar to display the Employees Unavailable popup This popup shows a list of drivers that are logged as l Employees unatallabie on unavailable for the selected date in a list box 04 02 09 The popup is displayed either above or below the selected date depending on the location of the d
51. the OK buiton to zip up the database www Assist ITS Co UK Enquiries Assist ITS Co UK Page 26 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 Configuring Attend Ace There are two main setup screens within Attend Ace the Company Setup screen where you can set features specific to your company and the Setup screen where everything else is handled To access the setup screen select Setup from the Administrator Menu To access the Company Setup screen select Company Setup from the Administrator Menu Adding and Deleting Employee Status s Select the Status item under the Employees section of the Setup Attend Ace Setup Sip Attend Ace Setup Employee status allow you to identify your Options list in the Setup 7 ploye et tie a screen hub formest Our Company Wn e peanae anre assa p changes made to i Qur Depots A option of a search screen When you installed Attend wantenace lige Driver Status er Status Type Ace a Current employee AEE Ads Status Clon Feet status was automatically This is the default status for Emend an Existing Driver Status Existing Status Types any new employees you a create but you can change a the status to any of the status s that you add to Attend Ace in setup Some Assist customers have chosen to add a Potential Temp or Left status for emp
52. to image to open the Photo Viewer window This window can be resized You can view the photo at it s original dimensions by clicking it or maximize it to the whole window by clicking it again The Holidays Tab From this tab you can tell Attend Ace which SSS days to allow an employee to be logged off on e2 holiday in Attend Ace software Detais Licenses ins wii Caras Notes amp Photos Holidays Training The numbers in Holidays left of a date field This employee can only take holidays on these days In the example here if we try to log this offulyearssince Fal yonday Tuesday Z Wednesday V Thursday Friday employee on holiday on a Saturday or Sunday BuSS Eses Esus Attend Ace will inform us that this employee can _ tessen not use holidays on these days and prevent us Report coke AttendAcc from logging them teaver confirmed OK by NB other global Attend Ace settings can be impon orvers ASSIST Delete Employee Create Employee Close made in the Setup screen These settings are contained in the Employee screen because they are employee specific The Training Tab lf you have subscribed to the Attend Ace training module you will see the Training tab in the Employee screen www Assist ITS Co UK Enquiries Assist ITS Co UK Page 12 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 From the Training tab we can l
53. tton ID Setup Mainten Ace Accounts Account Details Assist www Assist ITS Co UK Enquiries Assist ITS Co UK Page 7 of 29 44 0 1302 515 065 Registered In England No 06087826 VAT Reg No 970 8935 75 lf this account has previously been initialized on the Assist IT Solutions Ltd server Attend Ace will automatically download the existing user accounts for this account and then shut down You should then restart Attend Ace to begin using it lf this is a new account on the Assist IT Solutions server you will now be presented with the Users and Privileges window where you must create at least one administrator user account see Creating A New User Account in this manual Once you have created at least one administrator account you can then shut down Attend Ace by clicking the Confirm Attend Ace Account Creation button You can then restart Attend Ace to begin using it Attend Ace User Accounts Attend Ace is an advanced multi user system that allows many users to access its data simultaneously Users must log into Attend Ace using a user account with a unique username and password User accounts have privileges assigned to them that allow a user to access Aittend Ace s Only use Attend Ace when you are logged in on your user Account Creating users and changing privileges Attend Ace uses User Accounts to restrict certain users from using certa
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