Staff Monitoring System User Guide

Login 
 When to Use: To log into the Staff Monitoring System. You must first log in with your email address and password in order to access your account and the Staff Monitoring System tools.

  1. Navigate to the Staff Monitoring System website at: https://staff-monitoring.com/. The website’s Home page appears. Note: You may wish to set a bookmark for this page.
  2. In the upper right-hand corner, click on the Login button.  The “Login” page appears.
  3. Enter your username (your email) and your password and click the Login button. Your account’s “Dashboard” page appears.

 

Dashboard
 Your account’s Dashboard is your company’s homepage. From the Dashboard, you have access to perform all Staff Monitoring System Tasks.

 

Note: You may return to your Dashboard at any time by clicking on the Dashboard icon on the far left of the website’s toolbar at the top of your screen.

 

Getting Started


Update Company Profile 
When to Use: To enter or edit your company’s account information. The company profile includes your company’s name, industry and contact info.

  1. From your Dashboard, under the sidebar “Getting Started in PTO,” click on the first item labeled Update Company Profile. The Company Profile page appears.
    Note: Fields marked with an asterisk (*) are required. Some fields are automatically populated when you set up your PTO account.
  2. To save any changes to your company’s profile, click on the box labeled Update Company Profile at the bottom of the screen. Your changes will be saved.
  3. To change your company’s name, click in the box to the right of “Company Name.” Enter the desired name.
  4. To select your company’s industry, click on the drop-down arrow to the right of “Industry.” Select your company’s industry, or choose “Other” if your industry isn’t listed.
  5. To change your company’s email, click on the box to the right of “Email” and enter the updated email address.
  6. To enter your company’s address, click on the boxes to the right of “Address Lines” and “City,” Enter the desired information on each. To update your company’s State, click on the dropdown menu to the right of “State.” Select your company’s state. To update your company’s address zip code, select the box to the right of “Zip Code,” and enter the desired number.
  7. To enter your company’s contact phone number, click on the box to the right of “Contact Number.” Enter the desired phone number.
  8. To update your company’s daily work hours, click on the box to the right of “Work Hours per Day.” Enter the desired number of hours.

 

Invite Employees 
When to Use: To invite your company’s employees to create their account with the Staff Monitoring System. Once their account is activated, your employees can request time off and keep track of their hours online.


Note: The Staff Monitoring System free account only lets you add up to three (3) employees.

  1. From your Dashboard, click on the link “Invite Your Employees” under the sidebar, Getting Started in PTO. The “Invite Employee(s)” page appears.
    Note: Fields marked with an asterisk (*) are required.
  2. Add your employee’s name by clicking on the box to the right of “First Name” and “Last Name.” Enter the first and last name.
  3. Add your employee’s email address by clicking on the box to the right of “Email Address.” Enter the employee’s email address. This is the email that will connect your employee to the Staff Monitoring System.
  4. Select your employee’s date of hire by clicking the box or calendar icon to the right of “Date of Hire.” Navigate to the correct year and month and select the date your employee was hired.
  5. Update your employee’s department and accrual schedule by clicking the drop-down menu beside “Department” and “Accrual Schedule.” Select the desired department and schedule, or leave these as “General.”
  6. To save any changes to your employee’s profile, click on the box labeled Invite Employee at the bottom of the screen. Your changes will be saved. If you have more employees to invite, click on the box labeled Save and Invite another Employee. Your changes will be saved and another “Invite Employee(s) page will appear.

 

Add Departments 
When to use: To enter and define your company’s departments (administration, IT, etc) in the Staff Monitoring System.
 

Note: The Staff Monitoring System free account only lets you define one (1) company department. The default department in the Staff Monitoring System is “General.”

  1. From your Dashboard, click on the link “Add Departments” under the sidebar, Getting Started in PTO. The “Add Departments” page appears.
  2. Add a department to your company by clicking on the box below “Department Name.” Enter the desired department name.
  3. Write a brief description of your company’s department by clicking on the box below “Description.” Write up the desired description of the department.
  4. To save your company’s department, click on the box labeled Save Departments. A new page will appear, notifying you that your “departments have been updated successfully.”

 

Define Request Types 
Note: The Staff Monitoring System “Free Account” only allows you define one (1) Request Type.

  1. From your Dashboard, click on the link “Define Request Types” under the sidebar, Getting Started in PTO. The “Update Request Types” page appears.
  2. Add a request type to your company by clicking on the box below “Request Type.” Enter the desired request name (“vacation,” “sick leave” etc).
  3. To remove a request type, click on the red X. The request type will be removed.
  4. Save your changes to the “Request Types” page by clicking on the box labeled Save Request Types. A new page will appear, notifying you that your “request types have been updated successfully.”

 

Quick Links
 

Submit Accrual for Employee 
When to use: To add the accrued hours of one or more employees in order to enable them to request time off.

  1. From your Dashboard, click on the link “Submit Accrual for Employee” under the sidebar, Quick Links. The “Submit Accrual” page appears.
  2. Enter the employee’s name by clicking in the box to the right of “Employee Name” and writing in their first and last name.
  3. To set the starting date of the accrual period, click on the blue box or calendar to the right of “Start Date.” Enter or click on the desired month, day and year.
  4. To set the ending date of the accrual period, click on the blue box or calendar to the right of “End Date.” Enter of click on the desired month, day and year.
  5. Enter the number of hours accrued by the employee by click in the box to the right of “Accrued Hours” and typing in the hours.
  6. In the text field to the right of “Reason for Accrual,” type in your company’s reason for submitting accrued hours for the named employee.
  7. To save the Accrual form, click on the button labeled Submit Accrual. A new page, “View Accrual” appears. From this page, you may review the employee accrual information. Note: A notification email will also be sent from the Staff Monitoring System to the named employee.
  8. Delete the accrual by clicking on the button labeled Delete Accrual. The accrual form will be deleted from the system.
  9. Update the employee’s accrual by clicking on the button labeled Update Accrual. The “Submit Accrual page reappears. 

 

New Time Off Request 
When to use: To submit the dates and types of time off for approval.

  1. From your Dashboard, click on the link “New Time Off Request” under the sidebar, Quick Links. The “Submit PTO Request” page appears.
  2. Enter your name by clicking in the box to the right of “Employee Name” and typing in your first and last name.
  3. To set the starting date of your PTO, click on the blue box or calendar to the right of “Start Date.” Enter or click on the desired month, day and year.
  4. To set the ending date of the accrual period, click on the blue box or calendar to the right of “End Date.” Enter of click on the desired month, day and year.
  5. The field to the right of “Available PTO Hours” defines the number of hours and days you have available for time off. Contact your employer if the numbers seem incorrect.
  6. In the text field to the right of “Requested Hours” type in the desired number of hours that you want PTO for.
  7. To submit your PTO request, click on the button labeled Submit Request. A new page, “View PTO Request Details” appears, notifying you that your request “has been approved successfully.”
  8. Delete the PTO request by clicking on the button labeled Delete Request. The request will be deleted from the system.

 

Time Off Requests for Approval 
When to use: To view and approve PTO requests from employees.

  1. From your Dashboard, click on the link “Time Off Requests for Approval” under the sidebar, Quick Links. A new page appears.
  2. To filter your employees’ PTO requests by Status, click on the dropdown menu “All Statuses” and select the status you want to filter for.
  3. To filter PTO requests by Request Types, click on the dropdown menu “All Request Types” and select the request type you want to filter for.
  4. To filter PTO requests by department, click on the dropdown menu “All Departments” and select the department you want to filter for.
  5. To filter PTO requests by employee, click on the dropdown menu “All Employees” and select the employee’s name.
  6. View each PTO request’s details by clicking on the employee’s name. A new page, “View PTO Request Details” appears.
  7. Delete the PTO Request by clicking the button labeled Delete Request.

Approved Time off Requests 
When to Use: To view approved employee PTO requests.

  1. From your Dashboard, click on the link “Approved PTO Requests” under the sidebar, Quick Links. A new page appears.
  2. To filter your employees’ PTO requests by Status, click on the dropdown menu “All Statuses” and select the status you want to filter for.
  3. To filter PTO requests by Request Types, click on the dropdown menu “All Request Types” and select the request type you want to filter for.
  4. To filter PTO requests by department, click on the dropdown menu “All Departments” and select the department you want to filter for.
  5. To filter PTO requests by employee, click on the dropdown menu “All Employees” and select the employee’s name.
  6. View each PTO request’s details by clicking on the employee’s name. A new page, “View PTO Request Details” appears.
  7. Delete the PTO Request by clicking the button labeled Delete Request.

 

Reset PTO Hours 
When to use: To reset the accrual period of one or more employees. Subtracts all PTO hours accrued up to the date you select.

  1. From your Dashboard, click on the link “Reset PTO Hours” under the sidebar, Quick Links. A new page, “Reset All Employees’ Accrued Hours” appears.
  2. Indicate whether you want to reset hours for a single employee or multiple employees by clicking on the button to the right of “Reset PTO Hours for:”
  3. If resetting PTO hours for only one employee, click on the dropdown menu and select the desired employee name.
  4. Select the PTO reset date by clicking the calendar or blue box to the right of “Hours Accrued Up To:”
  5. To make the PTO reset effective, click on the button labeled Reset Employee PTO Hours. The PTO Hours will reset on the date you selected.

 

Manage Accrual Schedules 
When to use: To review, add, update and export employee PTO accrual schedules.
 

Note: The Staff Monitoring System free account only lets you define one (1) accrual schedule. The default accrual schedule in the Staff Monitoring System is “General.”

  1. From your Dashboard, click on the link “Manage Accrual Schedules” under the sidebar, Quick Links. The “Accrual Schedules” page appears.
  2. You can sort your accrual schedules by clicking on “Name.” The list will automatically sort.
  3. You can also sort your accrual schedules by clicking on “Accrue Every.” The list will automatically sort.
  4. Update an accrual schedule by clicking the pencil icon below “Edit.” The “Update Accrual Schedule” page appears.

 

Update Accrual Schedules 
When to use: To change the accrual schedules that define employees’ PTO rate.

  1. From the “Manage Accrual Schedules” page, click on the pencil icon below “Edit.” The “Update Accrual Schedule” page appears.
    Note: Fields marked with an asterisk (*) are required.
  2. Choose the type of accrual schedule by clicking in the box to the right of “Name.” Enter the name of the accrual schedule that you wish to update.
  3. Determine the accrual rate by clicking the dropdown menu to the right of “Accrue Every” and selecting Days, Weeks, Months or Years and entering the rate number (every 1 month, every 3 weeks, etc).
  4. You can also write an optional description for the accrual schedule by writing it in beside “Description.”

 

Define Accrual Rules
When to use: To define the rules that determine your employees’ PTO rates.

  1. From the “Manage Accrual Schedules” page, click on the pencil icon below “Edit.” The “Update Accrual Schedule” page appears.
  2. Navigate down to the section titled “Define Accrual Rules.”
  3. Define the accrual schedule rules by clicking on the dropdown menus within each rule and selecting the desired number.
  4. Remove unwanted accrual rules by clicking the red X icon. The rule will be removed from the schedule.
  5. Add and define a new accrual rule by clicking on the button labeled Add More Rules. A new blank rule will appear at the bottom of the list.
  6. To save your changes to the accrual schedule, click on the button labeled Update Accrual Schedule. The schedule will update to reflect the changes.

 

Manage Request Types  
When to use: To review, add and update PTO request types.

Note: The Staff Monitoring System free account only lets you define one (1) request type. The default request type in the Staff Monitoring System is “General.”

  1. From your Dashboard, click on the link “Manage Request Types” under the sidebar, Quick Links. The “Update Request Types” page appears.
  2. In the box under “Request Type, enter the desired request name.
  3. Save your changes to the request type by clicking the button labeled Save Request Types. Your changes will be saved .

Support Tickets

New Ticket 
When to use: To request technical support in the Staff Monitoring System.

  1. From your Dashboard, navigate to the sidebar and click on “New Ticket” under Support Tickets. The “New Ticket” page appears.
    Note: Fields marked with an asterisk (*) are required.
  2. Enter the title and description of your support ticket by clicking in the boxes beside “Title” and “Description.”
  3. Add an attachment to your support ticket by clicking Browse and selecting the desired file.
  4. Save and submit the support ticket by clicking on Submit Ticket. Your ticket submits to Staff Monitoring System Support.

 

View Tickets 
When to use: To review submitted tickets to Staff Monitoring System Support.

  1. From your Dashboard, navigate to the sidebar and click on “Tickets” under Support Tickets. The “Tickets” page appears.
  2. To filter the tickets list, use the search bar or click on the “All Statuses” and “Submitted By” dropdown menus to select the desired tickets to display.
  3. To view individual tickets, click on the ticket Title. A ticket detail page appears.
  4. You can add comments the support ticket by clicking “Add Comment.” A new window appears.
  5. Fill out the comment form and click Save Comment. The window closes, and the comment will appear below the ticket under “Comments.” 

 

Exporting a File 
When to use: To export Staff Monitoring System reports, lists, etc. to Microsoft Excel for your business needs.

  1. At the top of most Staff Monitoring System summaries, lists and reports (such as “Employee PTO Summary” and “Manage Accrual Schedules”), click on the Excel File icon, labeled with “Export As:” A dialogue box at the bottom of the screen.
  2. Select Open or Save, depending on your needs and preferences. The Excel file will automatically open.

 

Billing 
When to use:

  1. From your Dashboard, click on the tab labeled “Billing” at the top of the screen. The “Billing Information” page opens.
  2. To upgrade your account, click on the hot text “Click here” beside “to upgrade your Membership Plan.” A new page appears.
  3. From the Billing Information page, you can also cancel your account by clicking on the hot text “Click here” beside “to cancel your subscription.” A new page appears.

 

Contacting Staff Monitoring System 
When to use: To contact Staff Monitoring System with questions or comments.

  1. If you’re experiencing technical difficulty with the site, contact Staff Monitoring System support by opening a Support Ticket (see above)
  2. To contact Staff Monitoring System directly, click on the link “Contact Us” on the very bottom of the website. The “Contact Us” page appears.
    Note: Fields marked with an asterisk (*) are required.
  3. Fill out the form by selecting the subject using the dropdown menu and filling in the text fields.
  4. Check the box next to “Send a copy to me” to keep a copy for your records.
  5. Click Submit to save and submit your correspondence.