Sign in/out at events

Typically people rostered to events can sign themselves in and out of the event when they arrive & depart the event. This records the hours worked for each person attending the event accurately, including /wiki/spaces/VTE/pages/262392 if a GPS-enabled device is used.

If you prefer, you can enable this facility only for smaller events, such as where there are only 1, 2, or 3 people rostered to the event where there won't be a formalised sign-in/out sheet or other team-leader to manage staff.

Signing into an event can be done upto 6 hours before an event, and upto the the scheduled completion time.

Signing out of an event can be done anytime after they've signed in, up until 24 hours after they’re were due to finish at the event.

Self sign in/out

When enabled, your staff will be able to sign themselves in and out of events, as a way to more accurately note when they started and finished their shifts.

Where available, the persons physical location will also be noted when signing in and again when signing out of events.

A reminder can also be setup (eg. 10 mins prior to their scheduled start or completion times) where required, and will include a link to the event to your staff members to follow, which will in-turn allow them to sign in and out of the event.

Team Leaders - Manage staff & volunteer sign in/out to events

Team leaders assigned to events also have access to a more comprehensive sign-in/out facility which can be used to sign in & out many people whom might be rostered. Search facilities are also available to filter by name, ID and reference numbers. These can also be used with barcoded ID tags in staff rooms at major events & venues when staff are signing on for a shift, or about to complete their shift.

Times are automatically entered based on when staff sign on & off, and can be updated via the roster screen.

Breaks can be entered in the same area by the person in charge, along with any comments which might be relevant.

The start & end times can also be updated if they were incorrectly entered, or if the person was signed in/out at the wrong times. This can be done by clicking on the 'pencil' icon.

To use this facility, click 'Sign in/out' within the 'Roster' menu (at the top right of the screen) when viewing the event details. This option is available to team leaders and anyone whom can manage the event.

Note: For team leaders to be able to do this, the setting to 'Require staff to individually confirm their hours worked' (in the 'Post event reports' settings) must be turned off (so your team leaders can sign in/out people on their behalf).

En-route to events

If you've allowed people to mark themselves as en-route to the event (this can be changed via the sign-in/out settings), an additional column will be shown in the sign in/out box, showing the time the person marked themselves as being en-route to the event.

Where a location for the event has been entered, and the person has shared their location when marking themselves as being en-route, an ETA (Estimated Time of Arrival) will be calculated and shown.

SMS notifications

You can setup automatic reminders to the people rostered to sign in, and sign out if for instance they haven't yet done-so by the time they're due to start their shift (or just before, or just after, depending on your preferences).

You can also setup alerts to your managers and admins if someone hasn't signed in (or out) on time so your managers are able to follow up and resolve any issues in a timely manner.

If you haven't setup the system to 'require a location' when someone signs in, then you can reply to the messages (both to the people rostered, as well as alerts to your managers & admins) to sign in or out – simply by replying "Sign in" or "Sign out". Once processed by the system, you'll get a response straight away letting you know it's been done, and what time was recorded as when you signed on or off.

Settings & Restrictions

A number of settings and restrictions are available to utilise;

• Sharing location information (can be required / not required)
• Geofencing - this allows you to restrict how far away from an event a user can be when they sign in or out of an event (eg. 50m / 100m / etc)
• Restricting how early someone can sign onto an event - eg. 15 mins prior / etc
• Restricting how much overtime can be recorded before additional info (comments) is required (eg. 15 mins overtime / 30 mins / any overtime at all / etc)

These can be setup and changed at any time via the 'Configuration' page, by clicking on the 'Sign In/Out' and/or 'Confirming Hours' buttons along the bottom of the 'Events' tab.