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Monday, December 10, 2018

Extra Hours - Easily Track Unplanned Hours

Aladtec has a new feature, Extra Hours, streamlining the workflow for tracking unplanned hours. Unplanned hours may happen in situations such as: holdovers, shift variances, shift adjustments, unscheduled overtime, and missed sign ups. Members request Extra Hours, which are approved by administrators, and viewed on schedule views and reports.

To enable Extra Hours, in Setup, modify Access Levels and Work Groups. Access Levels control who is allowed to view Extra Hours in Schedule Views. Work Groups control who is allowed to submit Extra Hours requests. In Work Groups, shown below, administrative approval of Extra Hours requests is optional and Extra Hours are automatically included in Work Limits.

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Members can submit Extra Hours requests from My Schedule. Extra Hours can only be submitted for time in the past which is within the system’s Historical Edit Limits (adjustable in Setup - General). A member cannot request Extra Hours overlapping their Scheduled Time or Time Off. Below is an example of an Extra Hours request submitted via mobile.

 

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Notifications will be sent for Extra Hours requests based a member’s My Info - Notifications settings. An example of an administrator’s My Info page is shown below.

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Pending Extra Hours requests can be processed, depending on Access Levels, via the Dashboard, Schedule Views, My Schedule, Hourly Editor, and Change Requests. While processing an Extra Hours request, an administrator can approve or deny the request, modify the Time Type, and add notes, as shown below.

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Approved Extra Hours are viewable, depending on Access Levels, in all the same places Additional Schedules (e.g. Time Off, Trades, etc.) are viewable. Below is an example of an approved Extra Hours request on the Monthly Calendar view.

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The Hourly Editor calculator can include Extra Hours when calculating total hours for members. Excluding a Time Type in the Hourly Editor calculator will exclude both Scheduled Time and Extra Hours with that Time Type. See Hourly Editor example below.

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Forms used for timesheets can incorporate Extra Hours. In the Form Configurator, simply update the Form’s Pay Period Time Records settings to include Extra Hours, as shown below. Like scheduled time changes, if Extra Hours were approved after a form was submitted, the submitted form will need to be updated to include the additional approved Extra Hours.

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Extra Hours can be part of Reports. In reports, such as the Scheduled Time report, excluding a Time Type will exclude both Scheduled Time and Extra Hours with that Time Type. Once a report contains Extra Hours, if that report performs overtime calculations, the Extra Hours will be automatically included in those calculations. See Scheduled Time report example below.

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For additional detail on how to set up Extra Hours, watch this video.



For questions or additional help with Extra Hours, please contact the Support Team at support@aladtec.com or 888.749.5550. As always, thank you for using Aladtec!

~ Your Aladtec Team

Friday, October 26, 2018

Modify Existing Repeats and Rotations

Existing Repeats and Rotations can be modified to end early or to extend out further. These modifications are needed when:
  • a member needs to be moved to a different rotation, schedule, or position.
  • a member’s current rotation is ending and the member will continue working the same rotation.
  • a member is on an indefinite leave of absence.

It’s easy to shorten or extend an existing Repeats and Rotations. In the example below, the member’s existing rotation can be shortened or extended by modifying the rotation found under Previous Rotations.

After selecting to modify the rotation, simply update the date/time then select Continue (see example below). Be careful not to delete the rotation because the rotation and its history will be permanently deleted. If the rotation is being extended and there are any conflicts, a warning will be provided with additional information about the conflicts.


To learn more about modifying Repeats and Rotations, click on the video below.


If you have questions or need assistance with Repeats and Rotations, please contact the Support Team at 888.749.5550 or support@aladtec.com. As always, thank you for using Aladtec!

~Your Aladtec Team

Thursday, August 30, 2018

Switch Between Aladtec Systems


Aladtec members who work for numerous services may have access to multiple Aladtec systems. These systems can be linked together, allowing the member to easily switch between the Aladtec systems without having to log in to each system.

To switch between Aladtec systems, contact Aladtec Support to link the systems together. After the systems are linked, to switch systems, simply log into one Aladtec system, select the service name in the upper left of the system, and then choose a system. In the example below, a member logged in to one Aladtec system and has the option to switch to two other Aladtec systems.



If you have any questions or would like to switch between Aladtec systems, please contact the Support Team at 888.749.5550 or support@aladtec.com. As always, thank you for using Aladtec!

~Your Aladtec Team

Enforce Strong Passwords

Password security can be improved by enforcing strong passwords for all members in the Aladtec system. When strong passwords are enforced, the Aladtec system requires each member to create a password using a combination of uppercase and lowercase letters, numbers, and symbols, making it more difficult for a security breach to occur.

To enforce the use of strong passwords in the Aladtec system, select the service name in the upper left of the Aladtec system, then choose Setup. Within Setup, select Security and update the Enforce strong passwords setting, as shown below. When a password is updated, the member will be required to use a strong password.




If you have any questions or would like assistance in enforcing strong passwords in your system, please contact the Support Team at 888.749.5550 or support@aladtec.com. As always, thank you for using Aladtec!

~Your Aladtec Team

Get the Most Out of Your Aladtec System

Aladtec encourages customers to take advantage of a free system optimization at least once a year. Over time, not only do the needs of a customer change, due to policy or organizational changes, but the Aladtec system is continually enhanced.

A system optimization is a great time to:
  • identify process improvements, such as replacing paper forms with electronic forms; forms in Aladtec can be submitted from anywhere via Mobile.
  • review Aladtec features, such as Minimum Staffing to quickly identify schedules missing qualified members.
  • understand any new policy changes which may have impacted current configurations such as work limit rules, overtime, trades, or time off.
To schedule a free system optimization for your Aladtec system, please contact the Aladtec Support Team at 888.749.5550 or support@aladtec.com. As always, thank you for using Aladtec!

~Your Aladtec Team

Monday, August 13, 2018

New Options for Administrative Notifications

Aladtec has enhanced notifications, giving administrators greater flexibility in which notifications they receive for other members' requests. With this added flexibility, administrators can better focus on the administrative notifications they really need.

For example:
  • Shift commanders can limit notifications to requests from members on a specific shift, e.g. Shift A.
  • Time Off administrators can receive notifications for just time off.
  • Managers can monitor notifications for groups, like trainees, regardless of which schedule the request may effect.


An administrator must have schedule authority to be notified of other members' requests. Administrative notifications are set up via the My Info page.



Administrative notifications will be sent for specific requests based on groups of members, i.e. Access Levels or Work Groups. Keep in mind, this does not necessarily mean an administrator will receive all requests generated by a particular group, because the administrator must also have Schedule Authority over the request.



Administrators can choose to receive administrative notifications for Sign-Ups, Time Off, and Trade requests as an email, text, or as both email and text.



In the example below, the administrator has chosen to receive administrative notifications for Sign-Ups and Trades based on two Access Levels, but only receive administrative notifications for Time Off based on one Access Level. This allows the administrator to receive the proper administrative notifications needed to manage the schedule and to receive only the Time Off administrative notifications they need.



For additional detail on how to set up administrative notifications, watch this video.

For questions or additional help with administrative notifications, please contact the Support Team at support@aladtec.com or 888.749.5550. As always, thank you for using Aladtec!

~ Your Aladtec Team

Monday, July 9, 2018

Removing Scheduled Time with Date Range Delete

Date Range Delete can be used to quickly remove scheduled time for a specific period of time. Use Date Range Delete to:

  • remove block time on a special events schedule, e.g. open up shifts for EMT coverage of football games
  • remove a member’s scheduled shifts, in the middle of their rotation, for a temporary schedule change
  • remove all scheduled shifts for a single schedule after a specific date
  • remove multiple shifts that were scheduled manually, i.e. a rotation doesn’t exist to modify or delete

Date Range Delete can be used to remove block time, remove one or all employees, or remove both block time and employees for a schedule. The delete can be narrowed down further to specific positions, days, and time ranges all within a specific date range. Keep in mind that Date Range Delete is deleting scheduled shifts from the system, so it’s a good idea to confirm the entered information is correct prior to selecting continue.

The example below shows using Date Range Delete to remove block time from two positions on the Special Events schedule, specifically from 18:00 to 22:00 on Fridays between August 24, 2018 and October 26, 2018.



To learn more about using Date Range Delete, watch the video below.


If you have any questions or need additional assistance with Date Range Delete, please contact the Support Team at 888.749.5550 or support@aladtec.com. As always, thank you for using Aladtec!

~Your Aladtec Team