An Overview of the Nextra Staff Management System

This guide provides a comprehensive overview of the Nextra Staff Management System, detailing its functionalities and features for effective staff management. It covers essential areas such as staff records, absence management, rota planning, and payroll processing,

Step 1 The Log In screen is where you will enter the Nextra system - Enter User Name and Password - clicking log in to enter the system.

The welcome screen will show a summary of of shifts, Absence, Holiday & Hours Worked.

On the left hand side are menu options of set up and configuration of the system.

Over the following pages we will briefly explore what each of the menu options do.

Click on the first option | Admin

Staff Admin

This area holds all relevant data associated with Staff Records.

Staff

This will show all staff members - Staff members are displayed alphabetically by surname

There are options as to how many records are displayed at a time.

The Search area gives the ability to search for an individual staff record.

There is an option to view current staff only - when this is un-selected all staff records will be shown.

For full instructions on creating a 'New Staff Member' Click here.

Employee Groups

The 'Employee Groups' functionality is used to group staff members together. There is the ability to control which staff members are visible on the Clocking Screen and additional configuration to some leave booking conditions.

For example staff members within the group can be excluded from booking absences for specific days or allow staff to book part day holidays

Click here to view the directions for setting up 'Employee Groups'

Skills

The 'Skills' functionality is used to list specific skills the business requires and staff members hold. The skills are added to a staff members record and can assist in rota planning where a person with a specific skill is required on shift.

NB. The skills function can also be used to label when a staff member is not available for a skill, for example if a staff member has a back injury which would stop them lifting heavy items..

Skill Sets

The Skill Sets functionality is used to associate specific skill required for specific job roles.

'Holiday Groups'

The 'Holiday Groups' functionality allows for absence bookings to follow certain rules.

All Staff members must be added to a holiday group in order to book any form of leave.

The following options can be configured within 'Holiday Groups'

i) The number of staff allowed off at any one time

ii) How far into the future staff can book leave

iv) The number of consecutive days staff can book leave fore

v) The minimum notice required for staff to request leave

vi) The maximum number of months into the past that absence can be booked.

vii) Which 'Absence Types' should be controlled by the above steps

Click here to view directions on 'Creating a Holiday Group'

'Role Sets'

Role sets allow for configuration of skills required for each Job role. They can be selected to show a staff member must have or must not have in order to do the job role.

'Contracts'

The Contracts area allows the user to view, amend or create 'Contracts'.

The 'Contract' holds a range of information and can be configured to for absences, Full time hours, holiday allowances and time sheet configuration.

Click here to view directions on 'Creating New Contracts'

'Location Admin'

Location Admin is used to set up the business hierarchy.

Locations can be set to Head Office, Location, Department.

Each location can be configured to hold specific details relevant to working at each location. For example if a location is to use clockings or have special holidays.

Staff members are allocated to a location within their staff record.

'Rota Admin'

With in this area Shift Times, Shift Patterns, Pattern groups, Rota Periods, Shift Priorities

'Shift times' are all the shifts worked in a business - the can be set to be available across all areas of the business or specific to certain locations / departments within a business.

Each shift can be configured with the information shown here.

Click here for directions on 'Creating Shift Times'

'Shift Patterns'

Shift Patterns are created for staff members who regularly work a rolling pattern using 'Shift Times'. The patterns can be configured to show different shifts at different locations, with different roles.

These patterns can then be assigned to staff members and applied to their rota to facilitate quick rota generation,

Click here for details on 'Creating Shift Patterns'

'Pattern Groups'

Pattern Groups have a pattern associated to them and are used in order to group together all the staff working on the same pattern. This allows the rotas for all the group staff to be generated in one group.

Once assigned to a group, the pattern can then be applied to selected staff within the group from the required date and generate their rota's.

Click here for details on 'Creating New Pattern Groups'

'Rota Periods'

'Rota Periods' are date ranges the user can create to view the rota by.

Created rota periods will appear in the drop-drown menu on the Rota as a date range.'Rota Periods'

Click here for details on 'Creating Rota Periods'

'Shift Priorities'

Shift Priorities are statuses which can be applied to shifts when generating rotas.

For example:-

'Mandated' indicates a working shift'

'Availability' indicates a staff member has marked themselves as available to work

'OT 1.5' Indicates the entirety of the shift should be paid at time and a half rate

'OT 2.0' Indicates the entirety of the shift should be paid at double rate.

'User Types'

User types define the access of a user who is logged into the system.

For each 'user type' created, you can define which 'Smart Tiles' users will have access to on the homepage when they log in.

For Example:-

Which reports they have access too.

The icons they have access to on each tab of the 'Admin Screen'.

The tabs available to them with the 'Location' record.

Click here for details on 'How to Create User Types'

'Absence Types'

'Absence Types' are created in order that absence bookings can be assigned to staff members, for example, Holiday or sickness.

The 'Absence Type' record will also allow you to assign primary and secondary reasons to 'Absence Types' that will be available for selection by managers making absence bookings for staff on the 'Rota' at the time of booking.

'Absence Type' can be configured

'Absence Type Groups'

'Absence Type Groups' allow users to group different 'Absence Types' together. These groups are then used to assign to 'Contracts'. enabling only certain 'Absence Types' to be available to book for particular staff members, depending on which 'Contract they are assigned to.

'Absence Type Groups' created here will display in the 'Absence Type Group' within the drop-down menu on the 'Configuration' tab of the 'Contracts'

This is the view to select which 'absence types' are allowed within the group.

'Hierarchy'

'Hierarchy' is an overview of the company set up.

Click 'Home' to return to the main menu to then view the following functions.

'Management'

Within the Management area are a number of tiles with different functionality, this is an over view of them.

'The Yearly Planner'

'The yearly planner' is a calendar view of a staff members absences. Absences can be added via 'the yearly planner' by clicking the filter a selection of absences can be viewed. A PDF can be exported and saved as required.

'Click here' for an in-depth view and instructions on using the 'Yearly Planner'

'Absence Adjustments'

The 'Absence Adjustments' tile shows a summary of absence by staff member and absence type for a yearly period.

The view can show a summary of the Absence searched; For example

Holiday Days Accrued | Holiday Days Taken | Holiday Days Carried forward

'Click here' for instructions on making a manual absence adjustment or viewing a staff members record

'Absence Requests'

'Absence Requests' are where absences can be Approved or Rejected.

'Click here' for instructions on approving staff absences

'Bulk Pattern Renewal'

The Bulk Pattern renewal allows a rota pattern that is expiring to be extended for a member of staff for a period of time.

'Scheduled Patterns'

Rota patterns which have be scheduled will be displayed in this screen.

'Carry Forward Requests'

'Carry Forward Requests' are absence requests requested to be carried forward to the following holiday period.

'Clockings'

'Clockings' show staff members who are using the clocking system.

'Clockings' can be viewed by location and by person.

The exceptions tab will show a list of 'clockings' that are outside a shift time or AWOL from a shift and need exceptions to be approved.

'Clockings' can be viewed by location.

'Clockings's can be viewed by person.

More detailed instructions on the clocking screen can be found here

'Details for approval'

This area will show any details a staff member has changed to their personnel record.

The manager can review and approve.

28. 'Payroll'

This is where the calculations for a pay run are created.

29. 'Payroll Submission'

'Roll Call'

'Roll Call' is a function to view a list of staff members who have clocked in and register they are present when being asked to assemble at a set location.

For more information on running 'Role Call' please click here

NB This function is only available when staff use the 'clocking system'