How do I set up a site?

The following 4 min 34 sec clip shows you how to create a new site and fill in the settings in the General tab

Select Set Up | Sites to open the page. Follow the steps below to set up a site:

  1. Select New Site
  2. Enter General Details, Billing Details, and Billing Address Details. Mandatory fields are shown with a *.
  3. Select Save (Once your new Site is saved, there will be several more tabs in addition to General)

  • Competence level - the minimum competence level allowed to work on site from 1 (being the lowest) to 9 (being the highest). If left blank, an employee of any competence will be allowed to work on the site

  • Use Trained Employees - Select if employee needs to be trained on the site to work on it
  • Exclude From Call Monitor - When selected, the site will be excluded from displaying on the Call Monitor, as the duty calls (ON, CHK, and OFF) will not be created and therefore not expected
  • Meal Break - Select a profile from the drop-down list box
  • Default Rotation - The standard weeks in rotation that the site operates. Set this to 1 for all new sites
  • Automated Log ON - Selecting sets up the system to automatically assume the employee has arrived for their duty. The Forced check box is used to set the system to automatically take the call at the end of the post window that has been set for the site. If you have selected the Forced option you can then select a diary event to add to the Employee record from the drop-down list box (Forced LogON Diary Event)
  • Automated CHK - Selecting sets up the system to automatically assume the employee has called in their check calls. The Forced check box is to set the system to automatically take the call at the end of the post window that has been set for the site. If you have selected the Forced option you can then select a diary event to add to the Employee record from the drop-down list box (Forced CHK Diary Event)
  • Automated Log OFF - Selecting sets the system to automatically assume the employee has left their duty. The Forced check box is to set the system to automatically take the call at the end of the post window that has been set for the site. If you have selected the Forced option you can then select a diary event to add to the Employee record from the drop-down list box (Forced LogOFF Diary Event)
  • Service Type - This is used to compare similarly sized or types of sites with others to identify why some are costing more to service for others. A drop-down list box contains the Service Types
  • Service Area - This is the Service Area associated with the Service Type
  • Date of Birth - date of birth of the site contact
  • Date Last Contacted - this will be blank when setting up, but will in the future be set to the date that the contact at the Site was last contacted
  • Next Contact - this is the date when the Site will be contacted next
  • Basic Bill Rate Only - Set this if the billing rate for all duties carried out on the site are to be billed at the same rate, irrespective of the Pay Level assigned to them
  • Basic Bill Rate - When the Bill Basic Rate Only is set, enter the bill rate here
  • Basic Bill Method - Select a Basic Bill Method, either at Site or System level. If Site is selected, Rate Rule is shown along with a Rates button. If System is selected, Rate Card Rule is shown along with a [...] button
  • Rate Rule - Select the rate along with the associated effective dates. One or more rules can be selected at a time
  • Rate Card Rule - Select the rate card rule of choice from those provided.
  • Bill Basic Rate Only ? - Select if you wish to bill a basic rate and enter a value for it
  • Contract Start/Contract End - the date that the site contract becomes operational/ceases
  • Sub Duty Pay/Bill - Select from drop-down list box how pay/billing should be managed for a Sub Duty
  • Duty Overtime Profile -
  • POT Limit 1 - Number of hours that are worked in the Period before the Employee is paid at the Period Overtime Overtime 1 Hours Type. POT Limit 1 along with POT Limit 2 are both optional number fields that allow values of up to 999.99 to be entered. Validation is in place so that the POT Limit cannot have a
  • greater value than the POT Limit 2
  • POT Limit 2 - Number of hours that are worked in the Period before the Employee is paid at the Period Overtime Overtime 2 Hours Type
  • Public Holiday Overrides Overtime - The Public Holiday Overrides Overtime option enables your business to choose whether Timegate Web does or does not bill to the customer the public holiday rate or the overtime rate. By default, in Timegate Web if a duty spans a normal day, into a public holiday, the overtime rate takes preference when billing, instead of the holiday rate. This option enables this to be changed so that the public holiday rate takes preference over the overtime rate. By default this box is not unchecked. When checked, Rate Generation will bill holiday instead of overtime when a duty moves from overtime to holiday. When unchecked, Rate Generation will bill overtime instead of holiday when the check-box is checked, and the duty moves from overtime to holiday Training Hours - The number of hours that an employee must work before they are deemed to be trained on the site. The Duties that the employee will need to work must have an Hours Type that is set to be a Training Hours Type Site
  • Training Elapse Days - The number of days that the employee over which the total Training Hours above should be worked. Once the employee has worked these hours, the site is automatically added to their Sites Trained Tab

(Note: Not all fields are available in all versions of Timegate Web/Quick Start.