Adding and Assigning Staff Members and Users

 

Within ControliQ a Staff Member is an individual who is setup and linked to a team where they will capture data or have data captured for them relating to their working time and tasks completed.

A User is an individual who needs to access ControliQ, this could be as a staff member to capture data or a manager or analyst who requires access to the reporting or planning functions of ControliQ but does not need to capture data about their working time and tasks completed.

Selecting the Staff Members and Users link in the Add / View section of the Admin screen will display a list of all existing staff members and users.

 

Last Name and First Name

Confirms the First and Last Name of all existing users within ControliQ.

Activation Status

Confirms the status of the account, either:

Activated, the users logs into ControliQ and has activated their account.

Invited, the user has been sent an activation email but has not yet activated their account.

Not invited, the users account has been created but they have not yet been sent an activation email.

No status displayed, the user

Has been created but does not have permission to login to ControliQ, this would typically be seen for staff members who will have data captured for them.

Last Active

Confirms the date the account was last used to access ControliQ.

Email

Confirms the email address linked to the account.

An email address is only required for users who will log into ControliQ.

You can only have 1 account linked to a single email address.

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Username

Confirms the username of the account.

A username is only required for users who will log into ControliQ.

You can only have 1 account linked to a single username.

Team

Confirms the team that a user is linked to.

Only users who will capture data or have data captured for them need to be linked to a team.

Users who access ControliQ to manage data, report and plan but do not capture or have data captured for them do not need to be linked to a team.

 

The account has been activated, no further activation emails are required.

The account has been created and account permissions assigned but no activation email has yet been sent, click the icon to send the email.

The account activation email has been sent but the user has not activated the account, to re-send the activation email click the icon.

The account has been created but no account permissions have been assigned. The account cannot be activated until permissions are assigned.

To edit an existing user, click the pencil icon next to its name to open the setup dialogue box.

To delete an existing user, select the trash can icon.

Please not that to delete a user any unverified data must be verified, and the user unlinked from any team first. Once deleted the Staff Member will no longer be present in managed data area, all historical data will be retained. See Retiring and Deleting Workgroups section for more details.
 

Selecting the search icon will allow you to refine the list of users displayed. You can search by partial or full user names, email address or username.

Select this icon to export the list of users with their key attributes to MS Excel.

Click the print icon to print a list of the existing users.

Click the Filter option to refine the list of users displayed by key attributes. To utilise the Filters option, select the attribute that you would like to filter by from the drop-down menu in the pop-up box.

 

 

 

To create a Staff Member or User, select the icon next to the Staff Members and Users table header. This will prompt the Staff Members and Users setup form to open.

 

First, Middle and Last Name

Enter the name of the individual you are creating a staff member or user for.

Please note you cannot have multiple users with identical name combinations.

Area and Location

Select the Area and Location that best reflect the individuals time zone. The time zone is used to date and time stamp data captured in reports as well as activity completed in the audit logs.

User Type

Select the type of user you are creating from the drop-down menu either:

Administrator, Is responsible for the maintenance of ControliQ setup.

Champion / Coach, Is responsible for driving use of ControliQ and the AOM method.

Senior Leader, Manages multiple workgroups within ControliQ.

Team Leader, Manages a single Team within ControliQ.

Team Member, Is part of a team capturing production data in ControliQ.

User needs to login?

Selecting this checkbox will prompt the User specific fields to appear where an email address and Username can be added.

User captures data?

Selecting this checkbox will prompt the Staff Member specific fields to appear where information such as working patterns can be added.

 

Creating and Assigning Staff Members

If you are creating a Staff Member for whom production data will be captured select the User captures data? Checkbox in the Staff Members and Users Setup form. This will allow you to add further information about the Staff Member.

 

Job Title (Optional)

If you wish to capture Job Titles for staff members enter that information here (up to 100 characters).

Ref ID (Optional)

Allows you to capture an employee's reference number or employee ID. This can be useful to identify users where you may have users with the same name within an organisation.

Employee Position (Required)

Select the staff members position from the drop-down menu. The Employee Positions are defined by your organisation but typically represent different grades or bands for production staff.

Employment Type (Required)

Select the relevant employment type for the staff member you are creating from the drop-down menu:

Full-time, the staff members weekly contracted hours are equal to the organisation's definition of an FTE.

Part-time the staff members weekly contracted hours are less than the organisation’s definition of an FTE.

Temporary, the staff member is not a permanent employee. Their working hours will be separated from Staff Complement in reporting and planning.

Variable, the staff member does not work a fixed shift pattern, their Complement will be set as 0 and amended to reflect the hours they work for each day.

Team (Optional)

You can link a Staff Member to a Team here. The link will default to be effective as of the following day.

Default Working Time (Required)

This details the minutes per day that an individual is contracted to be available to complete work (Staff Complement). This time should not include breaks.

Works From and Works To (Optional)

Entering From and To dates will drive the dates the staff member is classed as active and linked to their team. Prior to the selected date no data can be captured for the staff member.

Please note that you cannot enter a From date with no To date.

Adjustment Tolerance (Required)

This specifies at what point an individual's Time Worked flags amber in the Manage Data screen.

By default, this is set to 60 meaning that if a staff members Time Worked varies from their Staff Complement by more than 60 minutes +/- their data for that day will flag as amber.

Positive and Negative Staff Adjustment (Required)

This specifies how differences between a staff members Time Worked and Staff Complement should be treated.

By default, Positive Staff Adjustment is set to Increase Flexitime and Negative Staff Adjustment to Decrease Flexitime meaning any minutes they work above their Staff Complement for that day will be entered as positive flexi and any minute below Staff Complement will be entered as negative flexi.

The options in the drop-down menu for Positive Staff Adjustment are:

  • Increase Flexitime, additional minutes worked will be captured as positive flexitime.
  • Increase Overtime, additional minutes worked will be captured as Overtime.
  • Increase Staff Complement, additional minutes worked will be added to Staff Complement.
  • The options in the drop-down menu for Negative Staff Adjustment are:
  • Decrease Flexitime, any shortfall minutes will be captured as negative flexitime.
  • Use Annual Leave, any shortfall minutes will be captured as Annual Leave.

Use Default Time, a shortfall in minutes will not reflect in the data however you will receive an amber warning in Manage Data if the shortfall is greater than the Adjustment Tolerance set.

Decrease Staff Complement, any shortfall in minutes will be removed from the Staff Complement value.

 

Once you have created a Staff Member you need to link them to their team. To do this select the Staff Members to Team link in the Assign section of the Admin screen.

 

Team

Select the team that you would like to assign or unassign Staff Members from. The drop-down menu will display the workgroup you currently have selected in the hierarchy selector and any child workgroups.

Search

Allows you to search for core tasks using either a full or partial Staff Member name.

Checkbox

Select the checkbox next to the names of any Staff Member that you would like to assign or unassign.

If you select a Staff Member or Members that are already assigned the un-assign button will appear next to the Search function.

Unassigning staff will be effective from the following day.

If you select an unassigned Staff Member or Members the assign selected items button will appear next to the Search function.

Selecting the assign selected item button will prompt the Set Start Date pop-up box to open where you can backdate the assign date of the Staff Member. Once set an assign date cannot be changed.

Please note you cannot assign and unassign staff at the same time. These actions must be completed separately.

Name

Confirms the name of the Staff Member.

Status

Confirms the date that the Staff Member will be assigned or unassigned from the selected team.

The status will show one of 4 possible options:

Unassigned – the Staff Member is not assigned to the workgroup

Assigned – the Staff Member is assigned to the workgroup

Unassigned Status Pending – the Staff Member has been unassigned, and the change will complete the following day.

Assigned Status Pending - the Staff Member has been assigned, and the change will complete the following day.

Start Date of Status

Confirms the date that the Staff Member will be assigned or unassigned from the selected team.

Clicking the icon allows you to unassign or cancel a pending assignment for a single Staff Member.

Clicking the icon allows you to assign a single Staff Member.

 

Creating Users

If you are creating a staff member who will need to access ControliQ to capture data or a User who will need access for reporting and planning, you will need to select the ‘User needs to log in?’ checkbox in the Staff Members and Users Setup form. This will allow you to enter account information such as email address and username.

 

Authentication Type

Select the method that will be used for the User to access ControliQ.

This can be:

Password, the user will set a password upon receipt of a activation email and will use this and their Username to login into ControliQ

SSO, Single sign-on allows the User to access ControliQ using an existing set of credentials. You can only utilise this option if your organisation has taken the required steps to enable SSO in ControliQ

Email Address

Enter the email address of the User. This is the email address that their activation email will be sent to as well as any enabled notifications as they begin to use CiQ, therefore the address entered must be for an account that can receive external emails.

Please note email addresses must be unique to the user being created.

Username

Enter the username the User will use to access ControliQ (up to 320 characters).

By default, this will automatically populate with the email address you entered in the previous field but can be over typed if required.

Please note usernames must be unique to the user being created.

 

 

 

Assigning Permissions to Users

Once you have created a User you need to assign permissions to specify the actions they can take and the workgroups they can access when they log into CiQ.

Select the Permissions to User link in the Assign section of the Admin screen.

 

User

Select the User that you would like to add or remove roles for.

You can refine the list displayed in the drop-down menu by typing the Users name into the field.

Search

Allows you to refine the list of existing roles displayed for your selected user by typing a full or partial role name or workgroup type into the search field.

Name

Confirms the name of the workgroup that the role has been granted for.

Workgroup Type

Confirms if the selected workgroup has been created in ControliQ using Department or Team. A department could indicate a group of teams or a much higher level of the hierarchy.

Existing Roles

Displays the name of the existing role or roles allocated to this workgroup.

View All Roles and Permissions

Select this button to view a list of existing roles and the permissions that are enabled for each.

These will have been defined by your organisation.

Export All User Account Permissions

Allows you to export all existing Users and the roles they have assigned to MS Excel.

 

To assign permissions select the Users name from the drop-down menu, you can refine the list of names displayed by typing a full or partial Username directly into the User field. Once you have selected the User click the button next to the search function.

 

 

This will prompt the Add Role dialogue box to open.

 

Workgroup

Select the level of the hierarchy you would like the role to apply to. If you select a workgroup created using the ‘Department’ function the User will have access to that workgroup and any child workgroups. You can refine the list of workgroups displayed by typing a full or partial workgroup name directly into the Workgroup field.

Roles

Roles will have been defined by your organisation to allow access to different functionality for different Users. Select the role that you would like to assign to the User from the drop-down menu. You can refine the list of roles displayed by typing a full or partial Role name directly into the Role field.

 

Click Save to apply the selected Role to the User.

 

Activating Accounts

Once you have assigned Roles to a User you will need to prompt ControliQ to send them an activation email. To do this select the Staff Members and Users link in the Add/View section of the Admin screen.

Users will display one of 4 icons:

The account has been activated, no further activation emails are required.

The account has been created and account permissions assigned but no activation email has yet been sent, click the icon to send the email.

The account activation email has been sent but the user has not activated the account, to re-send the activation email click the icon.

The account has been created but no account permissions have been assigned. The account cannot be activated until permissions are assigned.

 

To prompt the activation email to be sent to the user for a new account click on the icon.

The User will then receive an email with a link to activate their account.

 

The link will take them to ControliQ where they will need to enter the password that they would like to use for the account.

 

They can then login using their Username entered during User setup and the password they have just specified.