xtend online – manual - Xtend Studentenuitzendbureau

Transcription

XTEND studentenuitzendbureau
studentenuitzendbureau elft
de kracht van D
Binnenwatersloot 37
2611 BJ Delft
t (015) 2158148 e info@xtend.nl
f (015) 2124128 i www.xtend.nl
XTEND ONLINE – MANUAL
Introduction
Xtend uses an online environment for the declaration of worked hours by employees. This environment is
called: Xtend online. Supervisors are able to view and approve declarations done by employees. It will also
show all past declarations for administrative purposes.
Might you have any problems filling in the hours or might any information
be incorrect, Xtend can be contacted directly (contact details in upper right corner).
A QUICK GUIDE TO APPROVING A DECLARATION IS GIVEN ON THE LAST PAGE BY A “STEP BY STEP” SCHEME.
MORE DETAILED INFORMATION CAN BE FOUND ON THE COMING PAGES
Index
INTRODUCTION ................................................................................................................................................ 1
INDEX ............................................................................................................................................................... 1
1.
LOGIN ....................................................................................................................................................... 2
2.
WELCOME SCREEN.................................................................................................................................... 2
3.
CHANGE YOUR PASSWORD – “WACHTWOORD WIJZIGEN” ...................................................................... 3
4.
CURRENT AND PAST DECLARATIONS – “DECLARATIES” ............................................................................ 3
OVERVIEW .............................................................................................................................................................. 3
OVERVIEW OPTIONS ................................................................................................................................................. 4
STATE OF DECLARATION ............................................................................................................................................. 4
5.
APPROVING/DECLINING A DECLARATION................................................................................................. 4
PROCESSING A DECLARATION ...................................................................................................................................... 5
6.
STEPS TO PROCESS A DECLARATION ......................................................................................................... 6
XTEND studentenuitzendbureau is een handelsnaam van Xtend V.O.F. • BTW nr. NL808591733B01 • KvK Delft 27.183.967 • Rabobank 1301.28.570
Binnenwatersloot 37
2611 BJ Delft
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1. Login
Figure 1: Login screen
Logging in can be done through the Xtend website or directly by going to http://www.xtend.nl/login. This page
will show two boxes in which you can enter your username (“Gebruikersnaam” – normally your e-mail address)
and password (“Wachtwoord”) (see fig. 1). Might you have forgotten your password, please press:
“Wachtwoord vergeten?” and after entering your username, a new password will be send to you.
DUTCH
Gebruikersnaam
Wachtwoord
Wachtwoord vergeten?
ENGLISH
Username (most often e-mail adres)
Password
Password forgotten?
2. Welcome screen
Figure 2: Welcome screen
After logging in you will be presented with a welcome screen and a list of all the menu options on the left side
of the screen (“Uitloggen”, Wachtwoord wijzigen”, “Declaraties”). By selecting one of these options, you will go
to the subsequent screen. The menu options are covered by the chapters below.
DUTCH
Uitloggen
Wachtwoord wijzigen
Declaraties
ENGLISH
Log out
Change your password
Declarations
FUNCTION
Leave Xtend online
Fill in your hour declarations and view past declarations
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3. Change your password – “Wachtwoord wijzigen”
Figure 3: My personal details
This screen will give the possibility to change your password. By filling in your current password in the box
behind “Wachtwoord” and filling in a new (chosen) password in the boxes behind “Nieuw wachtwoord” AND
“Bevestig nieuw wachtwoord”, you can change your password. Press Ok to submit your new password, press
“Annuleren” to cancel.
DUTCH
Wachtwoord
Nieuw wachtwoord
Bevestig nieuw wachtwoord
ENGLISH
Password
Change your password
Confirm new password
FUNCTION
Enter your current password
Enter your new password
Enter your new password
4. Current and past declarations – “Declaraties”
Overview
Uncheck first!
This declaration screen can show all declarations within your organisation sorted on week. By unchecking the
box next to “Laatste versie” (highlighted red) you can see all current open (not filled in) and entered (filled in)
declarations. Those rows printed in bold are the declarations of the current week. The declaration screen
consists of several overview options (highlighted blue, red and green above) and a table with an overview of
the requested declarations. The table shows six columns:
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DUTCH
Declaratie
Week
Plaatsing
Medewerker
Kostenplaats
Status
ENGLISH
Declaration
Week
Placement
Employee
Cost placement
State
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FUNCTION
Declaration number for administration
Shows year and week of declaration (yyyy-ww)
Shows information on the placement/function/department
Shows the name of the Employee
Not used
Shows the current state of the declaration (more info below)
Overview options
Show all current declarations (NEEDED)
When you open this screen there will be no or just one declaration visible. To show all current declarations,
please uncheck the button “Laatste versie” (first checkbox), highlighted red in the screenshot above. This is
the first checkbox. This is a bug that is currently worked on by the software developer and expected to be fixed
by the beginning of March. After unchecking “Laatste versie” all editable declarations are visible.
Show past declarations (OPTION)
By default only the current/editable declarations are visible. Editable means that the declaration has not been
approved yet and the hours can still be changed. To also show the past declarations (those that have been
approved in the past), uncheck the box “Alleen bewerkbaar” (Editables only), highlighted green in the
screenshot above. This is the middle checkbox.
Filter/search for declaration (OPTION)
To enable filtering/searching on specific declarations (highlighted blue above), it is possible to enter specific
weeks or keywords. To show declarations within a certain year and/or week, please fill in the requested
period in the in boxes behind “Jaar – Week” (Year – Week). To search for declarations based on a keyword –
for instance name of the employee or placement number – fill in the keyword in the box behind “Zoek op”
(Search for).
State of declaration
Each declaration has a state. The state mentions in which step of the processing chain the declaration currently
is:
•
•
•
•
•
•
Open: The declaration is ready to be filled in by the employee, no data has yet been entered
Ingevuld – entered: The declaration has been entered by the employee and is ready for approval
Goedgekeurd – approved (green): The declaration has been approved by the supervisor
Afgekeurd – declined (red): The declaration has been declined by the supervisor or Xtend
Received by Xtend (green): The declaration is approved by Xtend and is ready to be processed
Verwerkt – processed: Xtend has processed the declaration
5. Approving/declining a declaration
All employees are asked to enter their weekly declaration on the last working day (last day of work in the
week). We ask supervisors to process all declarations on either Friday afternoon or the Monday following a
workweek. This will ensure that the employees get paid within one week after their labour.
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Processing a declaration
You can select a declaration by pressing on a row in the overview; this will show hourly worksheet for that
week. Declarations that are Open have not been filled in yet and do not have to be approved. Only declarations
that have the state: Ingevuld – entered, have to be approved
1
2
Figure 4: Approving in the hourly worksheet
•
•
•
The left top section (highlighted green above) of the worksheet shows specific information on the
declaration like week, contract number, responsible Xtend employee, etc.
The top right section (highlighted red above) shows information on the employee and department
and gives the possibility to add additional information (not necessary).
There are seven buttons (highlighted yellow above) that you can press. The first button “Goedkeuren”
will approve the current declaration and the hours filled in. The second button “Afkeuren” will decline
the current declaration and the hours filled in. The third button “Opslaan” will save the declaration
when alterations have been made. The fourth button “Annuleren” will cancel any alteration. The fifth
and sixth button will take you to the previous (“Vorige”) or next (“Volgende”) declaration. The seventh
button “Lijst” will return to the overview of all declarations.
DUTCH
Goedkeuren
Afkeuren
Opslaan
Annuleren
Vorige
Volgende
Lijst
•
ENGLISH
Approve
Decline
Save
Cancel
Next
Previous
List
FUNCTION
Approve the current declaration
Decline the current declaration
Save the current declaration after changes
Cancel the current declaration after changes
Show the next declaration
Show the previous declaration
Returns to the overview of declaration
The main section (highlighted blue above) shows the hourly declaration for each day of the week:
1.
2.
The first box (1) specifies the hours for all days of the week (Monday until Sunday). These hours
are filled in by the employee. Since only normal hours (“Normale uren”) can be declared, the total
equals the normal hours. Please do not alter these hours. If the hours are incorrect, please
inform the employee or decline the declaration.
The second box (2) gives the possibility to enter remarks (“Opmerking”). Might there be any
remarks concerning this declaration towards either the employee or Xtend, you can put them
here.
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6. STEPS TO PROCESS A DECLARATION
1. It’s Friday afternoon or Monday morning, time to approve declarations!
2. Go to www.xtend.nl/login
3. Enter your username and password
4. Press the “Declaraties” (Declaration) option on the left side of the screen
5. Uncheck the box “Laatste versie” (Latest version) to show all entered declarations
6. If needed: Filter/search for a specific declaration by filling in a week or a name in the search
box
7. Select an entered (state: Entered) declaration by clicking on the row of the declaration
8. Check the stated hours of the employee on correctness
9. Approve or Decline
a. If correct: Press “Goedkeuren” (approve). This will notify the employee that his
declaration is approved and sends the declaration to Xtend. You will return to the list
of declarations.
b. If incorrect either ask the employee to change the declared hours or enter a remark
in the “Opmerkingen” (remarks) box and press “Afkeuren” (decline). This will notify
the employee and Xtend that his declaration is declined. You will return to the list of
declaration.
10. If needed: To show the state of all declarations (also those that have already been approved,
uncheck the box “Alleen bewerkbaar” (editables only).
11. To leave Xtend Online, click on “Uitloggen” (Log out) on the left side of the screen

xtend online – manual - Xtend Studentenuitzendbureau

Transcription

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