Staff Portal User Guide

1. Logging In

2. Home Screen & Noticeboard

When you log in, you'll see the Noticeboard - this is your team's shared message board.

Reading Messages

• Messages are displayed with the newest at the top
• Each message shows who posted it and when

Posting a Message

Deleting Your Messages

• You can delete your own messages by clicking the bin icon 🗑️ next to them
• Only admins can delete other people's messages

3. Viewing Your Holidays

Click My Holidays in the left menu to see your holiday information.

Holiday Stats

At the top, you'll see four boxes showing:

Box	What It Shows
Total Entitlement	Your total holiday allowance for the year
Days Used	How many days you've taken
Remaining	How many days you have left
Sick Days	Number of sick days recorded this year

Holiday Bookings

Below the stats, you'll see your confirmed holiday bookings for the current year.

• Use the arrow buttons next to the year to view different years
• Each booking shows the dates and status

Pending Requests

This section shows any holiday requests that are waiting for approval.

Rejected Requests

If any of your requests have been declined, they'll appear here.

4. Requesting Holiday

Step 1: Open the Request Form

Step 2: Choose Your Selection Mode

At the top of the popup, you'll see three options:

Mode	Use When
Single Day	Requesting just one day off
Date Range	Requesting consecutive days (e.g., a week off)
Multiple Days	Requesting specific non-consecutive days

Step 3: Select Your Dates

For Single Day:

• Simply click on the day you want off

For Date Range:

1. Click your start date (it will highlight)
2. Click your end date
3. All weekdays between will be selected automatically

For Multiple Days:

1. Click each day you want off
2. Click a selected day again to remove it
3. Your selected days appear as tags below the calendar

Step 4: Submit Your Request

5. Understanding Holiday Approval

How It Works

1. When you submit a holiday request, it goes into a Pending queue
2. The practice manager reviews your request
3. You'll see the status update in your My Holidays section

Request Statuses

Status	What It Means
Pending	Waiting for manager approval
Approved	Your holiday is confirmed
Rejected	Your request was declined

What Happens If Rejected?

• The days will NOT be deducted from your allowance
• You can submit a new request for different dates
• Speak to the manager if you need to discuss alternatives

Cancelling Approved Holiday

• To cancel an approved holiday, please speak to the practice manager directly
• They can remove the booking from the system if needed

6. Recording Overtime

Use this section to log any extra hours you've worked.

Field	What to Enter
Date	When you worked the overtime
Amount	How much overtime (e.g., 2)
Unit	Hours or Days
Notes	Brief description (e.g., "Stayed late for emergency patient")

7. Recording Unpaid Leave

If you need to take time off without pay, record it here.

Field	What to Enter
Date	When you took unpaid leave
Amount	How much time (e.g., 0.5 for half day)
Unit	Hours or Days
Notes	Reason for unpaid leave

8. Understanding Overtime/Leave Approval

How It Works

1. When you submit overtime or unpaid leave, it goes into a Pending queue
2. The practice manager reviews your submission
3. Once approved, it appears in your Approved history

Viewing Your History

• Pending: Requests waiting for approval
• Approved: Confirmed overtime/unpaid leave
• Totals: Your running total of approved overtime/unpaid leave

Request Statuses

Status	What It Means
Pending	Waiting for manager to review
Approved	Confirmed and added to your totals
Rejected	Not approved (speak to manager)

9. Team Calendar

View when your colleagues are off work.

Accessing the Calendar

Click Team Calendar in the left menu.

Understanding the Calendar

Navigation

• Use < > arrows to move between months
• Click the month name to quickly jump to any month/year
• Today is highlighted with a blue border

10. Viewing Meeting Minutes

Access past practice meeting notes.

11. Core Values

Our practice values guide everything we do.

Accessing Core Values

Click Core Values in the left menu to review our five core values:

• Positivity - Maintaining a positive and welcoming attitude
• Innovation - Embracing new technologies and ideas
• Integrity - Acting honestly and ethically
• Compassion - Treating everyone with kindness and empathy
• Teamwork - Supporting and collaborating with colleagues

Quick Reference