Personal Records

These records are located on the staff member’s profile page and can automatically expire after a certain period of time.

When created, the manager is presented with a template they can customise and adjust for the staff member or incident concerned.

Created Personal Record Templates

You can create and edit the record templates under System > Documents & Forms > Personal Record Templates.

You’ll be asked to provide a title along with the Active Duration. All the active duration does is automatically move the items from the Active Records box to the Archived Records box.

Beneath these options are the permissions to view the records and who can add the records to the staff member’s profile. Ensure the permission to view includes those who can add the records otherwise they won’t be able to view the records they have added to a staff member’s profile.

You then have Guidance for managers and the actual Template Text. The guidance is displayed above the template content when a manager is completing the record on a staff member’s profile. The actual text is the template they will see and can edit.

Within the template text box, you can add dynamic content tags such as [date] and [recipient] to merge some of the relevant details automatically. A full list of the available options is displayed just below the text box.

Requesting a Signature

If you want the staff member to sign to acknowledge the record, you must include the tag [recipient signature] within the text.

The system will recognise this and automatically email the staff member to inform them that a signature has been requested. It will also display on their dashboard.

Assigning a Record to a Staff Member

Under a staff member’s profile, use the Actions menu to find Documents > Add Personal Record.

You will be shown a list of the record types you can assign:

And then will be shown the template text that you can update or expand before adding to the staff member’s record.

Completed records will be displayed on the Personal Records tab of the staff member’s profile.

Non-attendance Record

With this update, there is now a recorded entry of the number of shifts not attended, easily accessed on a staff member’s profile under Shifts > Shift Stats, which will remain as part of Shift history. This will come up as Unauthorised Absences.

You can view the details of the missed shifts and can add a note about absence if there is any relevant information about the absence.

If a valid explanation is given for the unexplained shift absence and changed to sickness it will be removed automatically from the record.