Ava advanced agency web system Training syllabus falls mainly into two parts:
The first three sessions are for primarily Admin and setup, they cover:
Session 1: New users' logins and permissions
New user logins (consultant and other Admin and Finance roles, customer managers and working candidates):
how to create a new entry (worker, consultant, regional consultant, sytem administator or customer manager) based on a new web site registration; how to link a new registration to an existing employee or manager profile.
Configuring consultant access (excluding having access to pay and invoice)
Set up an (existing) email account for the system to send automatic emails. You will need your email account details: password, server name and address and protocols used. We will advise you how to find this information and the set-up and test send email process may well extend outside this session.
Session 2: Consultant user training
Consultant user training
This is always done on data which we have imported for you and a pre-configured database. By pre-configured we mean a database where the job types and descriptions match those that your agency is currently supplying. The compliance checks that you use or intend to use and the employee information is laid out in the order you want to use it. We will recap adding new shifts and start adding them usually already received bookings for the current week so that the person we are training can be confident in training your other users in adding new shifts, offering them out, and placing workers in those shifts.
New requirements (button / menu)
Adding new shifts and cancelling them
Adding people to those shifts (booking) and cancelling them
Cancelling shifts retaining the original requirement
Cancelling shifts retaining the employee availability
bookings (button / menu)
shift for week (button / menu)
setting up what (employee) information pops up over the info symbol in bookings
employee calendars (button / menu / short cuts)
lists for employee and customer management
updating employee calendars (availability)
Session 3: Add new customers, Configure the automatic (email) messages
How to add new customers
Configure the automatic (email) messages so they contain the information about the shifts, employees and customers and also your logo and attachments of id pictures or other employee documentation.
At the end of these sessions, all your consultant staff will have logins and be able to add new future customer shift requirements and have the system send automatic offers and confirmations on your behalf. The aim is that at the end of the first week, you should have a complete week’s worth of shifts on the system for processing thought to timesheets, payroll, HMRC RTI and invoicing.
Session 4: The employee and the customers record cards
The employee and the customers record cards.
Different types of Training expiry: soft (can be overwritten by consultants) and hard (cannot be overridden)
Adding a new customer (button / menu)
changing customer status
Adding additional departments to a customer
Specifying skills aka job types supplied to each customer location
customer sales regions
Session 5: Time sheets
Signing off time-sheets, this session is usually timed so the previous week of entered shifts is complete and those shifts can be checked against returned timesheets.
One quite short session, but requires homework (actually signing the time sheets for entered shifts)
Session 5: Pay and invoice part 1
For the first session you will require the amounts paid and invoiced for each customer for job type and each rate of pay.
Session 6: Pay and invoice part 2
For the second session you will require the agreed conditions of employment for each rate and the boundaries when rates change (eg. one rate on a week day before 8am and another rate after 8pm), different rates on Saturday, Sunday, bank holidays.
Session 7: Pay and invoice part 3
The third session will be carrying out pay and invoice runs on existing worked shifts on the system, setting export formats for optional export to other accounting systems, HMRC RTI returns and bulk pay details export to your bank.
Session 8: Reports and any other items
The final session will cover reports: finding a specific report, running them to screen, excel or automatically mailing them. There are a number of reports available and this number grows on a monthly basis. Access to these reports can be granted on a user by user basis.
General setup: adding new job types, updating compliance rules.
Throughout the training sessions we are hppy to divert to cover specific features on request. We do however try to ensure that sessions are limited to about an hour as experience shows that longer continuous sessions mean the earlier topics covered in any session become less clear. We will note any items raised for further clarification or recap as is beneficial. If this session extends beyond one hour, outstanding items will be covered without additional charge in another specially arranged session.
The first session is arranged when the import of data, general configeration and setup of the portal have been done. Subsequent sessions are then arranged usually at the same time, each following day on a rolling day by day basis. Usually the entire process can be carried out in two weeks. Customer are encouraged if they feel the need either to record the sessions on a mobile phone or screen capture software with audio. Use of these recordings is strictly limited to the customer's staff.