Question 1

My Staff app is not working, what can I do?

Accepted Answer

I have an issue with my Staff app and I can't access my data or perform a request. What can I do ?

At times, Apple or Google may update their operating system and consequently it could have an adverse effect on our Staff app. If you are experiencing any issues, the first step to take is to contact our support team support@smartrota.com and report your issue.

You must be as precise as you could be in explaining the issue that you are experiencing. Other technical information are necessary for us to support you too. We would need to know:

Your type of mobile phone (iPhone or Android)
Your mobile phone model.
The operating system your mobile phone is running. This can be found in your phone Settings / About phone / Software info for Android and Settings / General / Software update for iPhone.
The SMRT staff app version. This can be found in the login page at the bottom of your screen and in Settings / About. It is usually a number like 1.2.8(21).
The page name you are in while experiencing the issue.
A clear and concise description of what you are trying to achieve.
Attaching a picture or a video is also very useful for us to understand your issue.

My mobile App is not accessible but I still need to check my schedule and other data. What can I do?

You still can access the Staff web based app on your mobile phone.

Open Chrome.
Type in the search bar the following url: www.mycompany.smartrota.com (if you don't know the full url, ask your local

Question 2

How to create a staff member in SMRT?

Accepted Answer

Create a staff profile.

Click on Team.
Click on Search.

The system will return a list of active contracts from your department. To access a staff member profile, click on the hyperlink "name".

Team page

To add a new staff member in your department, click on New staff member. A staff member detail form will load up.
Fill in the demographic form.

Staff Details

Staff Details 2

The Pin number (one of the method to clock in) must be at least 4 digits. Usually, Pin number is the same as the payroll number.
Save.

At this stage, a staff member is created but not assigned to your department yet. We need create a contract for this staff member and allocate a rotation.

Click on Contract and fill in the form. You need to select a contract type and also assign a base rotation.

Staff contract

Staff Contract 2

Save.

Now, the new staff member will appear in your department.

Question 3

How to search for a specific occurrence?

Accepted Answer

The Occurrence list menu enables the user to search for past and future occurrences.

The occurrence search comes with a pre-populated search from today's date and for 7 days in the future.

Occurrence list search

For a search past this period range, leave the Date to blank.
If searching for a specific occurrence type, select which type of occurrence you are looking for (Absence, Lateness, xHrs or Holiday).
If a specific occurrence type is selected, then you can also select a specific Pay code.
If the Staff member is not populated, the search will return all staff concerned with the specific occurrence you are after.
If the Staff member is populated, the search will only return the occurrence for that particular Staff member.
Finally, you can selected Staff with regular contract or those with 0Hrs contract should you use that type of contract.

Search for Holiday in a range for a specific Staff member

Question 4

How to create a LATENESS occurrence?

Accepted Answer

In this article, we explain how the to record a LATENESS occurrence.

Click on Dashboard.
Click on Occurrence list.
Click on the Lateness button. This will open the occurrence form for Absence.
Select a date.
Select a staff member.

Occurrence form for Lateness

What information to enter?

Select a Reason from the drop down list.
Enter the Time From.
Enter the Time to.
Tick the Notice box, if the Staff member warned you of the lateness before it occurred.
Select the Pay Code . This should be selected according to your payroll policy.
Click Save to record the occurrence.

Lateness occurrence to be saved

Question 5

The Positions Colour Code in the Floor View.

Accepted Answer

Each position works the same way on the Floor view and below we explain its structure and what the colour code means for the user?

Structure

Each position can be seen as a container and is split into 4 sections.

Section 1: This is the position's name.

Section 2: It indicates who is currently working on this position.

Section 3: It indicates who will replace the current Staff on the next interval.

Section 4: It indicates the spell length that a Staff member has been working on this position.

Colour code

Each container background colour indicates a specific information about your Break List.

Scenario 2: Staff A has been 20 minutes on AR01 and will be sent to Break (BRK) on next interval and will be replaced by Staff B coming from BRK or starting his/her shift.

**Scenario 3: **Staff C has been 40 minutes on AR02 and finishes his/her shift on next interval. Staff D is sending Staff C home and is coming from BRK or starting his/her shift.

Scenario 4: Staff E has been 60 minutes on AR03 and will be sent to Break (BRK) on next interval. Staff E will be replaced by Staff F who starting his/her shift but has not clocked in yet. This alert indicates the user that Staff F either forget to clock or is not in the building yet with a possible lateness or absence. Refresh the page to update Staff F status.

Scenario 5: Staff G has been 20 minutes on AR04 and will be sent on another position and not on BRK.

Scenario 6: Staff I has

Question 6

How to give access your Staff to the Staff App?

Accepted Answer

This article will show you how to give access to the SMRT mobile app on iOS, Android and the web based app.

There are three reasons why you need to perform the following action:

Give access to the Staff app for the first time.
Give access to the Staff app to someone who is already onboarded but has changed their phones or locked up their account after 5 failed attempts.
Give access to the Staff app to someone who does not own an iPhone or an Android.

Give access to the Staff app for the first time.

Firstly, Staff member need to download the Staff App from their respective App store. You can send them the following article: ${color}[#326496](Download the SMRT Staff App.)
Go to Team / Search page to display your team.
Tick the box to select this new staff member on the left side of the grid.

Select a staff and send a password email link

Click on Send password email.
Untick the check box.

Give access to the Staff app to someone who is already onboarded but has changed their phones or locked up their account after 5 failed attempts.

Firstly, Staff member need to download the Staff App from their respective App store. You can send them the following article: ${color}[#326496](Download the SMRT Staff App.)

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