Creating An Opening

When creating a leave request, selecting the 'Substitute Required' checkbox makes the 'Opening Information' tab accessible. The user must then provide the required details, including the Opening Title and Opening Description.

Once the leave request is submitted, it will be reviewed by an approver, who will either approve or deny the request. If the request is approved and a substitute was required, an opening is automatically created using the details provided in the leave request, such as time slots, title, description, and assignment category.

Path 1: Dashboard (Home), Manage Openings Tab

Path 2: Location Admin->Manage Openings

Step 1: Start Creating a New Opening

• Click the button to begin.

Step 2: Enter a Summary

• Fill in the ‘Summary’ field with a brief description of the opening.

Step 3: Select a Location

• Click the ‘Location’ dropdown and choose the appropriate location.

Step 4: Select a Type

• Click the ‘Type’ dropdown and choose a type (e.g., Vacancy or Extra Duty).

Step 5: Assign Regular Staff (if Type is Vacancy)

• If the Type is Vacancy, click the 'Regular Staff' dropdown to select the staff member for the opening. This step can be skipped if the Type is Extra Duty.

Step 6: Select an Assignment Category

• Click the ‘Assignment Category’ dropdown and select the relevant category.

Step 7: Provide a Description

• Enter detailed information in the ‘Description’ field.

Step 8: Add a Time Slot

a. Click one of the buttons: ‘All Day’, 'AM', 'PM', or 'Custom'
- 'All day': adds a time slot with the From Time set to the Start Time set in the location's preference and the To Time set to the End Time in the location preference
- 'AM': adds a time slot with the From Time set to the Start Time set in the location's preference and the To Time set to noon
- 'PM': adds a time slot with the From Time set to noon and the To Time set to the End Time in the location preference
- 'Custom': adds a time slot with blank times

b. Enter the Date, From time, and To time (if 'Custom' or if location does not have Start/End time entered).

c. Repeat steps a-b for multiple time slots.

d. To remove a time slot, select the checkbox on the row(s) you wish to remove and then click the button.

Step 9 (Optional): Assign Substitutes to Time Slots

a. Select the row(s) of the time slot(s) that should be assigned

b. Open the Substitute dropdown and select a substitute.

-A sub can be selected by clicking the Circle by their name,

- The substitute will then be added to the Pending Assignment column, which means they will be assigned once the user clicks 'Save'

-If you wish to assign the same substitute to additional Time Slots, simply click the checkbox for any other Time slot you wish to assign them to an it will add the Substitute to the 'Pending Assignment'. -If you wish to assign a different substitute, click the 'X' in the Substitute Dropdown and choose the Timeslots, then select another substitutes.

d. To unassign a substitute, select the row(s) of the time slot(s) and click Unassign.

-If the assignment has not yet been saved, it will remove the 'Pending Assignment'

Step 10 (Optional): Add Comments And/Or Attachments to the Opening

Comments:
a. Type your comment in the input field.

b. Click button to submit the comment.

c. Repeat this process for adding multiple comments

d. To remove a comment, click the icon on the corresponding comment. Users can only remove their own comments

Attachments:
a. Attachments can be uploaded by dragging and dropping the file into the input field

b. File can also be also be uploaded by clicking the button which opens up the file explorer

c. Repeat this process for adding multiple comments

d. To download an attachment, click the icon on the corresponding attachment.

e. To remove an attachment, click the icon on the corresponding attachment. Users can only remove their own attachments

- Comments and Attachment can both added/viewed together

- Comments/Attachments from other users will be blue and on the left

Step 11: Save and Create the Opening

• Click the ‘Save’ button to finalize and save the new opening.