Introducing the new Smart Teachers
Online Timesheet System
We are pleased to announce that Smart Teachers has introduced an online Timesheet
Authorisation System, designed to streamline the staff payroll process. The new system provides many benefits to your school:
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Reduced paper work, minimising bureaucracy and working towards a paperless environment
Timesheets can be approved online, allowing busy school personnel to review timesheets whenever it suits them
The system is simple to use – Smart Teachers will help you familiarise with the system and will provide support throughout
Our system is reliable and accurate and will eliminate the issue of lost timesheets
You can easily view historical data in one central place, saving you time and effort
Before you begin using the system, we feel it’s important to clarify how this will work to best safeguard your school, our staff and our business.
Initially, Smart Teachers will require an email from the head teacher of your school to nominate the members of staff at your school that will be authorised to confirm timesheets and their email addresses. These authorised school staff will need to confirm details of the days worked by staff supplied by Smart Teachers on a weekly basis and will be emailed to prompt this process.
Currently, all paper timesheets have our terms and conditions printed on the back and in moving to the Online System, these terms and conditions will not change. However, for clarity, the head teacher will need to confirm that they have read the terms and conditions attached and that they are happy to accept these terms and conditions for all teachers and support staff that are supplied to your school.
It is particularly important that the head teacher agrees that by any of the authorised staff members confirming an electronic timesheet that the fundamental clause is accepted –
I confirm that the above temporary teacher/assistant has worked the half days /days stated satisfactorily and that your invoice will be paid in accordance with your payment terms.
Furthermore, I understand that if we subsequently engage the temporary worker or introduce them to any third party, then a placement fee may be charged in accordance with Clause 8
(Transfer and Introduction Fees) attached.
Once the head teacher accepts the above conditions and we are in receipt of an email to that effect, we can begin using the online system. We have prepared the following guide as a stepby-step instruction manual of how to get up and running with the new system.
It is possible to use the system to simply authorise timesheets or full functionality the system is able to add jobs and request teachers online for those that wish to use it. So therefore the manual is split into those two functions.
We hope that it will answer your questions and demonstrate how easy it is to use, but please feel free to ask us questions along the way.
Our aim is to continually improve our customer service and we would be happy to hear from you with any questions, concerns or ideas on how to do this.
Thank you again for using Smart Teachers.
Kind regards
Michelle Tyrrell
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Index
Functionality
Glossary
Useful Information
Getting Started
Authorising Timesheets
List/Edit Jobs on the System
Create a job
Record Keeping and Data Export
School Information
Passwords
Smart Candidate Information
Frequently Asked Questions
Page Number
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Glossary
A number of terms and phrases are used throughout the guide that you may not be familiar with; this glossary should help you throughout:
Authorised contacts / new contact account
Nominated members at your school who have access to authorise and sign off timesheets.
Smart Consultant
Your key contact at Smart Teachers who manages your account.
A new school account
If you have not used the Online Timesheet System before, a new school account is required.
A new teacher account/association list
All Smart candidates are required to be added to the association list in order to add jobs.
Smart Candidate
Any member of teaching staff employed through Smart Teachers.
Automated Job Confirmation
This procedure job finishes a confirmation requires goes to the contact and licks on link to confirm jobs
Direct Email Timesheet Confirmation
An alternative route to logging onto the Timesheet System taking you direct to the relevant job.
School Module
The school module allows you to add jobs, extend jobs and to confirm shifts.
Booked Jobs
There are three categories for booked jobs: Red – Future Jobs, Orange – Completed Jobs but not signed off and Green – Signed off Jobs
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Information used in this guide
For the purpose of this user guide we have created the following accounts:
The School Account
Timesheet Test School - email address [email protected]
The Contact Account
Timesheet Test Contact - email address [email protected]
The Teacher Account
Timesheet Test Teacher - email address [email protected]
These accounts are used in all example screenshots.
Getting started for a new school
The initial start-up process for a new school is as follows -
STEP 1
Contact your Smart Consultant and inform them that you wish to use the online timesheet system and confirm the Authorised Contacts at your school and their email address.
STEP 2
Your head teacher will be asked to agree to our Terms and Conditions and will need to inform Smart Teachers of the date from which you wish to start.
Smart Teachers will then create the following for you:
A new school account
A new contact account
A new teacher account/association list
An initial password which can be reset by the school contact if desired (See
Forgotten Password section of this document)
Subsequent transfers then only create the following:
Additional new contact accounts
Additional new teacher account/associations
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Authorising timesheets for your Smart Candidates
There are two methods for confirming work done by Teachers and Support staff at your school. The first method is via the email that is sent from the system automatically and the other option is to log in to the Timesheet system and manually confirm a timesheet.
Direct Email Timesheet Confirmation
An email request for authorisation of a timesheet is sent to your authorised contact either via a manual request from a teacher or via the automated job confirmation procedure which processes shift/job ends as follows:
TYPE OF BOOKING
Single day booking
Block Booking Mon, Tue, Wed
Block Booking Mon, Wed, Thu
Block Booking spanning multiple weeks;
Week1 Mon, Tue, Wed - Week2 Mon, Tue
Thu
PROCEDURE
email sent on the day two hours before booking ends email sent on Wed two hours before booking ends email sent on Thu two hours before booking ends email sent Wed week 1 for week 1 days email sent Thu week 2 for week 2 days
In both scenarios you will receive a job confirmation email request:
To authorise a timesheet, click on the link in the body of the email and you will be directed to the relevant shift confirmation screen.
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You will then need to either click on the [Confirm all shifts] button to check all shift days or select individual shifts for approval.
In exceptional and/or pre-agreed circumstances, you may wish to pay for additional hours
– above and beyond the daily or half day rates. This can be arranged with your consultant and you can simply add this to your timesheet as per the example below. Or adjust if the teacher only worked half a day for example.
At this point, you have the option to add additional hours by clicking on the [Add exception hours] link.
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Once complete, a confirmation message is displayed:
Timesheet Confirmation via the School Module on the System
Go to timesheets.smartteachers.co.uk
(no WWW) and enter your user name and password details.
When you log into the system you are presented with the main menu:
Timesheet confirmation via the School Module is accessed through the [Confirm
Timesheets] menu link. You will be presented with a list of jobs waiting for confirmation; on selecting a job the confirmation process is the same as Timesheet Direct Email
Confirmation process.
In addition to the direct timesheet confirmation process (See Timesheet Direct Email
Confirmation ) you can log into the School Module to amend contact details, add or extend jobs, and confirm timesheets.
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List/Edit Jobs on the System
List/Edit jobs shows you a summary of all your booked jobs.
Jobs are presented in three colours:
Red – Future Jobs
Orange – Completed Jobs but not signed off
Green – Signed off Jobs
Selecting a job by clicking on the underlined job description takes you to the Job Editor where you can add or remove shifts for the job selected.
When in the Job Editor, clicking on the show or hide link displays the shifts associated with the Job.
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To add a new shift to the job the school contact completes the [Add a Shift] fields and click on the [Add Shift] button
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When clicking in the date field a calendar will show to assist with data entry:
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After clicking the [Add Shift] button, confirmation that the shift has been added successfully will be displayed:
To add further shift days repeat the process.
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Create a Job
In this section you can create a new job either assigning a teacher to the job who has previously worked at the school or leaving it unassigned for later allocation by a Smart
Teachers’ consultant.
After selecting [Create a Job] you initially select the appropriate school as you may be the contact for a number of school accounts.
As with the [Add Shift] process the fields are entered with the shift information for the new job with or without a teacher assigned.
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After clicking the [Add Shift] button, confirmation that the shift has been added successfully will be displayed.
The process is repeated to add all shifts for the job and when complete the [Create Job] button is selected.
Should you attempt to allocate a teacher already assigned to a job, the following warning message will be displayed:
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After clicking the [Create Job] button, confirmation that the job has been added successfully will be displayed and you have the option to jump to the job editor for the job or return to the main menu.
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When you create a new job an email to SMART is generated with the relevant details to be entered onto our system.
The email contains a link to the job to allow the Smart consultant to view if required.
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Record Keeping and Data Export
In this section you can view, export, save or print records of confirmed or unconfirmed shifts during a specific period of time.
Use the drop down option to select between All Shifts, Signed off Shifts, Completed Shifts or Incomplete Shifts.
You then can choose the date range options to specify the period of time and choose to show records on the screen or in a CSV file (a format like an Excel Spreadsheet).
You can then keep these records to cross-check invoices and keep a track of who has come to your school each week.
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School Information
This link takes you to an information page showing school, contact and teacher information:
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Forgotten Password and Changing Password
You can change your password or reinstate a forgotten password as follows:
Forgotten Password
At the Timesheet logon page click the [Forgotten your password] link
You enter your email address (in this case [email protected]
) and click on the
[Request a Password Reset] button:
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You will see a confirmation screen and receive an email confirming the password reset.
See the following two examples:
Clicking on the link in the email will direct you to the Password Reset screen where you can enter a new password.
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The system will confirm acceptance of the new password:
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Change Password
You can also change your password at anytime via the [My Password] link by simply entering the old and new password details:
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Teacher Module
A Smart candidate can log onto the Teacher Module to:
view timesheets
request confirmation
change their password
view school address information for any associated schools they have worked at
If a Smart Candidate has questions regarding the system, please direct them to their consultant at Smart Teachers for additional information and support.
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Frequently Asked Questions
Q. What do I do if our nominated contact is away?
A. We recommend that you nominate two people to authorise timesheets so that if one person is away, the second person can log in. Your passwords are secure and we don’t have access to them. If both of your contacts away, Smart Teachers will set up a new user. Alternatively, your nominated person can log in from anywhere to authorise the timesheets.
Q. What should I do if I make a mistake on the system?
A. Simply contact Smart Teachers on 020 7240 2403 or email: [email protected]
and we will amend any errors you have made.
Q. What will happen if I forget to authorise a shift?
A. The system will automatically send you a reminder email every Monday after a shift.
Smart Teachers payroll runs on Tuesdays therefore we will ensure you receive a notification email to get the timesheets signed off in time.
Q. What happens if a teacher is off sick?
A. You only need to click on the days that the teacher has worked and then press confirm.
The days you leave unticked will automatically be closed down without authorising.
Q. What happens if a teacher didn’t work at all eg. the booking was cancelled or the teacher is sick for a full week?
A. Go into the confirmation section and do not tick any of the boxes – just hit Confirm.
The system will then automatically close the job without authorising any of the timesheets.
You will get a warning to make sure you are happy to do this, just click OK on the warning and then Confirm.
Q. What happens if a teacher only worked half a day instead of the booked full day?
A. You can adjust the hours worked by a teacher on the confirmation screen by clicking on the Add Exception Hours button under the shift. It will then ask for what you want to change and why.
Q. What happens if our internet and email is down?
A. If you are without internet for a considerable amount of time, simply contact Smart
Teachers and we can authorise timesheets on your behalf with your consent.
Q. If the teacher is not signed up on the system, will they appear on our list of working teachers?
A. All candidates are given a username and password when they register with us, however they do not need to be signed up on the system for their name to appear on the list.
Q. I would like to print out a copy of timesheets and/or save a copy to my PC to double check with the invoices we are receiving. How can I do this for my own records?
A. Go to the Data Export section and choose from the options of Timesheets confirmed and input the time period that you are wanting eg. All timesheets confirmed from Monday to
Friday last week. Then you can choose to show the information on screen or download a
CSV file, which is similar to Excel spreadsheet, to print or save.
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