FAQ - Pre sales questions

Ava advanced agency web system Training syllabus

Ava advanced agency web system Training syllabus is built around the MD's experience of being a qualified flying instructor for over a decade. The syllabus is broken down into a number of related sessions each intended to last around 45 minutes. Sessions are carried out on a one to one basis or a one to very few designated individuals. Training is then promulgated organically within the customer’s organisation. Each topic is explained, demonstrated and then the topic’s process is practiced by the individuals during the session. Occasionally there are points that subsequently become unclear or require expanding. In this case we are available for re-cap to any of those designated individuals at any mutually convenient time at no additional cost. If other members of the customer’s staff have any queries or concerns they are directed through the designated individuals so that those individuals become truly expert in system usage.
These sessions fall mainly into two parts:

  • Admin, in other words setup and finance.
  • Consultant user usage.

Session 1: New users' logins and permissions and record card setup


Imported data (minimum one customer, one employee), email post-box or account for emails to be sent from. A list of new users.



  • 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, system administrator 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 may need your email account details: password, server name and address and protocols used depending on the mailing system 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;
  • configure tabs and information of record cards;
  • configure compliance check and add new job types.

Session 2: Consultant user training


Imported data (minimum one customer, one employee). 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. As this process involves configuration of the application, it will be done with a person that has been elevated to the highest privileges which we refer to as a web-supervisor or system administrator.


Set up the compliance checks that you use or intend to use.

Layout the employee information 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


Information for a real new customer to add. Your company logo in high quality and the size you want it to appear in emails.



  • Adding 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


A list of the compliance information you require to be checked before allowing a booking.



  • 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 where applicable.


Session 5: Time sheets


Real worked shifts



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.



Set up the amounts paid and invoiced for each customer for job type and each rate of pay and any exceptions.

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


Set-up the agreed conditions of employment for each rate and the boundaries when rates change (e.g. 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

Approve timesheets and the format of an bulk payment files required by your bank or accounts software or service. (these formats should have been provided to us at least a week in advance.)


The third session will be carrying out pay and invoice runs on existing worked shifts on the system.

  • Set invoice details: your address, T&Cs, make payment details etc.
  • Set how shifts are grouped on invoices: from individual shifts per invoice to all shifts on one invoice and grouping inbetween.
  • Setting export formats for optional export to other accounting systems.
  • HMRC RTI returns.
  • 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;
  • exporting to excel or automatically mailing reports, invoices and payslips.

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 happy 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.


Session timing


The first session is arranged when the import of data, general configuration 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.




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This FAQ was last updated on Friday, March 31, 2017

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