Checking in employees

Choosing an office and finding an employee

After logging in as an office manager, the portal opens on Check in employees. On the left you choose the office; then you see every employee who has access to that office.

1. Click Utrecht Centraal. The employees of this office appear in a table, with name, e-mail address, phone number and status. The portal remembers the chosen office for next time.

2. Click Company medics. The table now shows the company medics only. All colleagues shows everyone again; Leaving shows only the employees whose access ends soon.

3. Click All colleagues.

4. In Search by name, e-mail or phone, enter: smit The table immediately shows only the employees whose name, e-mail address or phone number contains this text.

Choosing days for an employee

When you click an employee, a calendar opens showing the days this employee is already booked at the office. In this calendar you also pick the day or days for a new booking.

1. Click Plan days.

2. Click Several days.

3. Click the arrow to the next month.

4. Click Monday 6 April.

5. Click the first and the last day, for example 6 and 8 April.

6. Click Cancel.

Checking in an employee for a day

You check in an employee by making a booking on their behalf: for each day part (morning and afternoon) you choose a department and room, and optionally a parking spot and lunch.

1. Click Plan days.

2. Click Tuesday 17 March. The booking window opens.

3. Click Advies. The list of rooms now shows the rooms of this department, plus the rooms that belong to no department.

4. Click Teamruimte Advies. If a workplace in this room can be booked on the floor plan, the floor plan appears. Choosing a workplace is optional; see Choosing a specific workplace on the floor plan.

5. Turn on Lunch.

6. Click Afternoon.

7. Click Same as morning. The afternoon gets the same department and room as the morning. A tick on a tab shows that day part is filled in.

8. Click Save.

Choosing a specific workplace on the floor plan

If the office has a floor plan and a room can be booked through it, you also choose a workplace for the employee when booking. The floor plan shows which workplaces are already taken, and by whom.

1. Click Advies.

2. Click Open werkruimte 3e verdieping. The floor plan appears below the rooms. Rooms with a floor plan say Pick a desk on the plan.

3. Point at a pink workplace to see who is sitting there, with their e-mail address and, if shared, phone number.

4. Click a green workplace to choose it for the employee. The workplace turns blue and appears in the summary at the bottom.

5. Click Save. The employee is checked in at this workplace.

Booking a parking spot

Under each day part are the parking facilities of the office, with the number of places still free on that day. You can book a parking spot together with a room, or a parking spot only.

1. Click Parkeergarage Jaarbeurs.

2. Click Afternoon.

3. Under the afternoon, also click Parkeergarage Jaarbeurs.

4. Click Save.

Changing or removing a booking

You change an existing booking in the same window in which you make one. A choice you clear is removed from the booking when you save.

1. Click Thursday 19 March.

2. Click Afternoon.

3. Click the chosen room Teamruimte Advies to clear the choice.

4. Also click Parkeergarage Jaarbeurs to release the parking spot for the afternoon.

5. Click Save. The employee is now checked in for the morning only.