SmartFindExpress 2.0Employee Quickstart User Guide
Contents
1. The system will submit the request for approval when you confirm this absence Create Absence Absence Information To complete this absence press Continue and proceed until a job number is assigned Location Sunnyland Elementary 900 Classificatio Professional Development 4 Approval Comment z Maximum Characters 256 May 2014 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 7 SmartFindExpress 2 5 Employee User Guide 6 Choose Yes or No to indicate if the absence requires a substitute If a substitute is not required to fill the absence click No The choice of indicating if a substitute is required is only offered if the absence would normally require a substitute 7 The default for entry of an absence is today s date To edit the dates click the Is a Substitute required cy Yes C Mo Click No if you do NOT need a substitute for your absence Start End calendar icon to display the calendar or Dates 01 10 2011 noon type in new dates You may not enter an MM DDIVYYY MMDDIVY YY absence for past dates Absence Substitute Start Time End Time Start Time End Time 8 The selected location s Start Time and End Weekly Schedule hh mm am hh mm am hh mm am hh mm am Time are displayed Substitute times default Monday M fosooam 03 30PM osooam 03 30PM to the absence times To change the Tuesday M osooam 03 30PM 08 00AM 03 302. Note Search by job number will not use the date range View Click the Calendar radial button to L_ ed n display your absences in Calendar format The start and end times of the job are displayed List View Job Start Date Time Location Reason Calendar View End Date Time Classification Substitute 15810 10 14 2009 11 20 AM Heritage Elementary other Professional Primary Cancelled 10 14 2009 03 20 PM Grade 4 Wilkerson Sharon 17875 11 12 2009 07 20 AM Heritage Elementary other Professional Primary 11 12 2009 03 20PM Grade 4 Aulogia Victoria 19316 01 07 2010 07 20 AM Heritage Elementary other Professional Primary 01 07 2010 03 20PM Grade 4 Schmeller Mirna 4 Clicking the job number link displays the Review Absence Detail screen You can view update or cancel future absences Review Absence Detail 5 To cancel an absence click the Cancel Job See eee Job Status Approval Pending Open button Location Sunnyland Elementary Classification Grade 4 Reason Professional Development T Voice Instructions None The system will notify the substitute of the ain z cancelled job by placing a telephone call Uncheck the Notify checkbox if the i File Attachments None assigned substitute does not need to be notified of the cancellation Add a File Browse Maxi Start Date 02 01 2011 End Date 02 01 2011 Weekly Schedule Employee Substitute Tue
3. PM hour minute or am pm indicator select the Wednesday m osooam 0330PM osooam 03 30PM field and then use the up or down arrow on Thursday M os00AM 03 30PM 08 00AM 03 30PM _ your keyboard to make changes Friday Mg os00aM 03 30PM osooam 03 30PM 9 You can modify your work schedule The workdays must correspond to the days of If separate Absence and Substitute times are used Start End Time fields will display for both sets of time the absence being reported ies A time modification to Absence Start will automatically reflect on Substitute Start Time a time If absence days are non consecutive or if each Sie modification to Absence End Time will automatically day of the multiple day job has a different Me End ti start end time make the adjustments to the reflect on Substitute End time weekly schedule Substitute Name Lookup Enter Name or partial name then press Search Last Name Begins with Contains 10 To specify a substitute for the absence First Name Begins with Contains enter the substitute s ID number If Peers 10 E unknown click Name Lookup to display the saes Substitute Name Lookup screen Substitute Specify a Substitute ID Name Lookup PRE ARRANGED lf the specified substitute has accepted this assignment and does not need to be contacted press YES No Has the substitute accepted this job C Yes If the substitute has accepted the job click Yes
4. SmartFindExpress Employee User Guide Version 2 5 May 2014 STATEMENT OF CONFIDENTIALITY This information has been prepared for the express purpose of providing your organization with information about the functions and use of the eSchool Solutions SmartFindExpress system This material contains proprietary product information and may not be reproduced used by or disclosed to persons not in the employ of the recipient without the prior written consent of eSchool Solutions Company Confidential Do Not Distribute Do Not Post on Unsecured Web Sites such as your district web site Copyright 2002 2014 by eSchool Solutions Inc Confidential Before any features are available you must register with the system and create a PIN The Access ID and PIN are used for all interactions with the system Registering with the System 1 Call the main system number 2 Enter your Access ID followed by the star key 3 When the system asks for your PIN enter your Access ID again followed by the star key 4 You will be asked to record your name Record your name and when you have finished recording press the star key Logging into SmartFindExpress 3 1 Open your Internet browser and access the SmartFindExpress site The system Welcome message and any district wide announcements are displayed 2 Two identifiers are required to log in to the 6 system User ID and Password Click Submit to access the syste
5. The substitute will be assigned to the absence and the system will not call the substitute This is called Prearranging Click No if the substitute has not accepted the assignment Phone calls will be made to offer the substitute the job If the specified substitute does not accept the job the system will call other qualified substitutes May 2014 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 8 SmartFindExpress 2 5 Employee User Guide 11 Add any instructions you want to provide to E the substitute These instructions Will also Substitute Instructions be voiced to a substitute over the i telephone File Attachments v Browse Maximum file siz 12 attachments can be added ea Attach any files that you want to provide to the substitute or administrator Up to three Note The selected reason requires approval The system will submit the Create Absence Confirmation This absence will not be created until the Create Absence button is pressed 13 Click Continue for the next page If any Job Status Approval Pending Open Employee Karen Anderson errors are detected on the form you will si ocation Sunnyland Elementary have the opportunity to make corrections Classification Reason Approval Comment Grade 4 Professional Development 4 ESOL workshop 14 Verify the absence information and then Budget Code 23456789 click Creat
6. e Absence to create the job and ee ee Text Instructions None receive a job number To modify the File Attachments None absence information click the Cancel Ce Seneenes Meneee Weekly Schedule Employee Substitute button to return to the Create Job screen Tuesday 08 00 AM 03 30PM 08 00 AM 03 30 PM 15 Clicking the Create Absence button displays the Create Absence Verification screen A Specified Substitute Assigned Substitute job number is created for the absence Create Job Create Absence Job Number op aLL Employee Location Classification 24378 Approval Pending Open Karen Anderson Sunnyland Elementary Grade 4 Job Creation Successful 4 Create Absence gt Cancel COMPLETE You MUST receive a Job Number for your absence to be recorded in the system and to receive a substitute May 2014 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 9 SmartFindExpress 2 5 Employee User Guide Review Modify Cancel Absences 1 Cli k th R Ab M Home Create an Absence Review Absences Absence Approval i ick the Review Absences Menu 2 Search for absences by date range or enter Review Absences the job number Dates can be any date in Review Absences the past present or future Display Format List Calendar Search From F To m 3 The default is to display the results in List MMIDDIYYY MMIDDIYYY Job Number
7. he key presses you will hear a list of codes Choose the correct code from the list May 2014 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 13
8. ions Proprietary Documentation Company confidential Do Not Distribute 2 5 Upon successful login the Employee home page is displayed From your home page eSchoo l Profile v Help Sign Out you can Manage your personal information CH SOLUTION SmartFindExpress Select Role Mt Employee substitut create absences and review absence Satires E carsoens g f ti Home Create an Absence Review Absences Absence Approval oraaa m Welcome Karen Todd From your Home Page you can You must first register with the system by calling 1 888 999 1111 a s e Your User ID is your 5 Digit Employee ID number found on your pay stub VY Modify Profile Information een roe l h l k For a full online tutorial click here Sadie Online Training Get Help While You Wor v Change Toggle User Role Substitute Announcements vA THIS IS AMESSAGE FOR ALL SUBSTITUTES To access online training anytime click here Sadie Online Training Create an Absence Employee Announcements Y Review Cancel Absences Please remember to click the Create Absence button to receive a Job Number SA R ig k A l R Click on the Profile button on the top right of the screen to change your PIN or update your email address eview Absence Approval Requests Managing Profile Information The Profile feature lets you view profile information update your email address and change your passwords Profile 3 Help Sign Out View Profile Information Your current sta
9. iple ocations and een classifications in your profile select one from the list NOTE f you have multiple schedules for the same classification you 8 Ifa substitute is needed you may specify or may not be able to create your absence on prearrange a substitute Requesting a the telephone You will be able to create the substitute means that only the specified absence on the Web substitute will be called for that job until the following occurs Select the absence start end dates Indicate i BEC RIE Gesieiates to release the whether the absence is only for today job to other substitutes l tomorrow or if you want to enter the The specified substitute declines the dates Use MMDD format job The specified substitute becomes l unavailable for the date s and times of Select the absence start end times The the job defaut times for me veal eal The requested substitute can be p Svan e CDE ENE ee tor enter oe prearranged An absence is considered in vi HA o Piiper n e prearranged if you have talked with a i j M ae ji K o substitute Prearranged substitutes will a a OP ine a y a eee 7 not be called by the system They have ady 7 Bence Earn day s Smp G ia to access the system to obtain the job confirmed The absence times are also used number for the substitute times aed r 9 Obtain the job number Remain on the line Select a reason ort e absence an press arid hear the job number played to your the star key A list of reasons i
10. m 3 Ifyou have forgotten your password click District wide Announcements Welcome to SmartFindExpress iioi eSchool nunus 123 1294 o Your Access ID is your Employee ID SmartFindExpress Please make sure to update your email address in your profile Ente r to receive important messages and recover your PIN Questions Call 407 123 1234 or Email me Rosanne Brown you r U se r _ ID and inii Password Trouble signing in the Trouble signing in link Next you will hear the primary location and classification that has been set up in your profile If this information is not correct continue with the registration process and then contact your system operator to correct the information Create your PIN Enter the PIN you want to use followed by the star key The PIN must be numeric must meet the minimum length requirements for your system and gt GScnool k SOLUTIONS SmartFindExpress Picase enter your User ID and the security code shown below Your password will be sent to the email address on your profile 1 Enter User ID 2 Enter Security Code 3 Click Submit User ID MGA KYE For Security please enter me code shown above cannot be more than 9 digits 4 Follow the instructions on the screen and then click Submit Your password will be sent to the email address on your profile You must be registered with the system to use this feature May 2014 eSchool Solut
11. ou automatically switch between profiles to complete tasks No need to log out of the system and back in again Profile Help sign Qut select Role ed Employee Substitute Create an Absence 1 Click Create an Absence to display the Create Absence page Home Review Absences Absence Approval a a location Create Absence Absence Information ue i To complete this absa Snunue and proceed until a job number 3 The Classification field displays your primary Sy classification Classification Grade 4 Reason y For Itinerant schedules all of the locations mie if ie ls a Substitute required Yes No and classifications you work are visible on the pull down menu Location Classification To report an absence for a different location use To report an absence for a different classification the drop down menu to change the location of the use the drop down menu to change the job classification of the job l l If you select a reason that requires administrator 4 Select a Reason to assign to this absence approval the Create Job screen displays the following reminder You can continue with the job creation with 5 If required enter a budget code for the this reason or choose another reason You can also reason enter an Approval Comment to provide your approver Absence Approvals may not be used in your district Note The selected reason requires approval
12. s played but the reason can be entered at any time Reminder No Job Number means that the absence has NOT been created May 2014 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 12 Review Cancel Modify a Job After reporting an absence you can call in and review or cancel an absence or modify the special instructions of a future absence 1 Call the main number and enter your Access ID and PIN both followed by the star key 2 Press 2 to review cancel or modify an absence 3 Open and active jobs are played in date order To view past jobs use Web access After each job is played you can repeat the job information hear the next job modify special instructions or cancel the job To modify the job s dates times or reason information you must cancel the job and then create a new absence 4 When canceling a job that has an assigned substitute and if allowed you will be asked to indicate if the system should call the assigned substitute To confirm cancellation please wait until the system says Job number xxxxxx has been cancelled If you do not stay on the telephone to hear the cancellation confirmation there is no guarantee that the absence has been cancelled Entering Alphabetic Characters on the Telephone Press the digit that corresponds to the letter For example for A Bor C press 1 If the system determines there are multiple codes that apply to t
13. sday 08 00 AM 03 30 PM 08 00 AM 03 30 PM Specified Substitute None Assigned Substitute Approval Pending The Cancel Job button may not appear on the screen depending on your district s policies regarding cancelling absences Please contact your School Administrator if Notify the substitute of a cancellation you do not have the ability to cancel your absence May 2014 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 10 SmartFindExpress 2 5 Employee User Guide Absence Approval 1 Click the Absence Approval Menu 2 Enter the dates for the search choose the location of the absence requests and select the status or statuses for your search Click Search 3 The Absence Approval List displays summary information on the absence request Home Create an Absence Review Absences Absence Approval Absence Approval Search From m To ESI MM DDIYYYY MM DDIYYYY Location vi Status Pending Approved FF Denied J Cancelled Records Per Page 50 x Search Absence Approval Records Per Page 10 Search Absence Approval List Search From 97 01 2010 fm To 07 29 2010 Fa MIWDD YYYY MM DD YY YY Location WASHINGTON ELEMENTARY SCHOOL v Status 7 Pending F Approved Denied J Cancelled Start Date 4 07 26 2010 08 00 AM 07 26 2010 04 00 PM 191 l An Ab
14. sence Approval status can be V Pending Approval Y Approved Y Denied Y Cancelled REASON ABSENCE 001 Last Action lt Submitted Last Action By Todd Karen Pending 0 1 The Level field shows the approvals received highest level compared to the reason level required 4 Click the Job link to display the Absence Approval History log for the request The log shows the history of actions performed on the request for each level May 2014 Absence Approval History Job Number 243 Brown Brett 001 2010 Pending OPERATOR ALL Q9 01 2010 Denied Submitted Denied Return eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 11 SmartFindExpress 2 5 Employee User Guide Creating and Modifying Jobs over the Telephone Before any features are available you must register with the system and create a PIN The Access ID and PIN are used for all interactions with the system 6 Record speciat instructions forthe substitute The substitute will know the dates times location classification of the Creating Absences absence and your name Absences can be reported for today tomorrow or for specific dates in the future Call the main system number and enter your Access ID and PIN both followed by the star key Select 1 to create an absence F h tiple 7 Choose if a substitute is required for the you ave mu t
15. tus in the system and your address in the system are shown Contact your system administrator with any changes Information Update Email Change Password Update Your Email Address Type in your new email address and click Save Em Email Update Emai bsmith eschoolsolutions com Email The system automatically sends Job Creation and Job New emai Address Cancellation emails if your district uses this feature Re enter email For more information contact your System Operator Change Password a Change Phone Enter your current password and the new password Password PIN m You can enter up to 9 digits Click Save Change Password Phone Password PIN Note f your district is configured to use Web Current Passwords the Change Password feature will include New ee uH an option to change the Web password Numeric up to 9 digits Confirm New May 2014 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 3 SmartFindExpress 2 5 Employee User Guide Sign Out Help Exiting the System Getting Help While You Work Click the Sign Out tab to exit the system Click the Help tab to access Help guides and How to videos May 2014 eSchool Solutions Proprietary Documentation Company confidential Do Not Distribute 6 SmartFindExpress 2 5 Employee User Guide Select Role Change User Role For multi role employees the system lets y
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