The "Sign In / Sign Out" control was a part of the functionality available when a school purchased the "Gatekeeper" module. In light of the current pandemic situation, PCSchool has enabled this aspect to be used by schools free of charge. This control allows staff to register when they enter and leave the school's campus as well as tracking other sign in/out events. It can be used to record when relievers enter and leave for the day and identify when staff have started working from home as long as they have a login to Spider.
The first thing to ensure is that the buttons reflect the meaning within your school. To customise the wording, go to the "Gatekeeper Screen Settings" under "Portal Administration > Configuration"
We recommend the following.
The STAFF_LATE_ARRIVAL will make a record of type "L" whilst "STAFF_EARLY_DEPARTURE" makes records of type "E". This means that both types ("E" and "L") can use the same letter code for a reason but for different purposes but the same letter cannot be used within a type.
To use "Sign In /Sign Out", a set of reasons needs to be created using either the Gatekeeper Admin control or, for schools without Gatekeeper, the Spider control.
The following reasons have been made for the example below.
"Sign In" reasons from Gatekeeper Admin Control
Sign Out Reasons from Gatekeeper Admin Control
Reasons from the [Sign In/Out Reasons] control in Spider
When a staff member chooses the "Sign In / Sign Out" control, they see the following...
Choose [Sign In]
Select the reason then press [Exit]
Repeat these steps but choose a [Sign Out] option when leaving. The below screen shot shows the data as seen within the "Freedom - Staff Management" control. The TYPE "E"'s are "Sign In" reasons, the TYPE "E" are "Sign Out"'s. The reason code can be seen appended to the end of the reason description.
If the last recording was a 'Sign Out" reason, if you open the "Sign In /Sign Out" control you are offered an option to update the TIME_BACK of the previous "Sign Out" or create a new entry. The logic behind this is to allow for cases when a user has forgotten to sign back in after an initial "Sign Out" but is leaving again.
- Create a new TYPE "E" record with just the "Time" field populated. This indicates the staff member is now offsite.
- Update the previous TYPE "E" record by updating the TIME BACK" field. This indicates the staff member has returned and is now back onsite.
Below is an example of a staff member signing in for the day, going out for lunch, returning from lunch, then finishing for the day. The times appear the same as this example was created for demonstration purposes however the time recorded is the actual time the reason was selected.
- Sign In - Working from home [H]
- Sign Out - Lunch break [B]
- Opened "Sign In / Sign Out" control and selected [Confirm]
- Sign Out - Finished working from home [F]