Office Management

The office management page can be accessed by selecting [Utilities-> Office Management] from the left navigation menu. The Office Management page allows for management of the offices that staff work from. Offices can be added, edited, and deleted. Staff office assignments can also be managed.

There are 2 sections/tables that are displayed when viewing leave workflows.

• Office – Add new offices, edit existing office details, office code, the number of staff assigned to the office, and the color selected to represent the office on calendars. 
• Assigned Staff – Displays the staff that are assigned to the selected office and allows for editing of office assignments for staff. 

 

Office 

Selecting/clicking an office will display the assigned staff of the office in the table to the right. 

1. Add office: Click the add [+] icon on the right side of the header to add a new office to the office list. 
2. Edit office: Allows administrators to edit an office’s details, including its name, office code, location, and other additional information.
3. Office code: An identifier that abbreviates the office name for quick reference, eliminating the need to spell out the full name.
4. Number of staff: Current number of staff assigned to that office. 
5. Office color: Represents a quick visual reference beside each staffers on telework or leave calendar when configured to display current office assignments.
6. Delete office: Click the delete icon on the far right of the selected group.
        Note: An office cannot be deleted if staff are currently assigned to the office. Remove/re-assign staff before deleting the office.

Add Office 

To add a new office, click the [+] button located next to the Office header.

Once selected, the user will be prompted to enter the location and office code. The office code serves as an identifier that abbreviates the office name for quick reference, eliminating the need to spell out the full name. Additional details, such as address, city, state, ZIP code, phone, and fax number, are optional.

Once all information is entered, select the save icon to complete the process.

A pop-up window will prompt the user to confirm if they would like all holidays to apply to the new office. Select ‘Confirm’ to apply them.

After all information has been confirmed, the new office will be added to the office directory.

The next step is to assign a unique color to the office as a visual identifier. If the system is configured to display current office assignments, a colored circle will appear next to each staff member’s name on the leave or telework calendar, providing a quick reference to their assigned office. Calendars can be customized to sort by either department or office location.

 

Assigned Staff

The ‘Assigned Staff’ table displays the staff that are assigned to the selected office and allows for editing of office assignments for staff. 

1. Office color: A quick visual reference of what office the staffer is assigned to
2. Staff name: Staffers name
3. Staff title: Staffers title
4. Edit: The edit icon enables administrators to reassign staff to an office by selecting the desired office from the dropdown menu.
5. Status filter: By default, the list of assigned staff will display current ‘Active’ staff.  To view ‘Former’ staff, select the status filter (dropdown list) above the assigned staff.

 

Reassigning Staff

The purpose of reassigning staff to an office is to ensure that each staff member is accurately assigned to the correct office location. Administrators can reassign staff members to the appropriate office in two ways:

1. From the Staff Profile: Edit the office assignment directly from the staff member’s profile under the ‘Job Details’ tab. For more details, refer to the instructions on the Staff Listing page.

2. From the Office List: Select an alternate office from the list, find the staff member’s name, and click the edit button beside it. A dropdown list of available offices will appear. Choose the desired office and click the save icon.

The staff member’s name will then be removed from the previous office’s staff list and added to the newly assigned office.