Managing the Document Library

This article is for Administrators or members who have “Document Administrator” role access activated in their member profile.

Video Help

Document Library

About the Document Library

The Document Library is a basic file storage tool. Members can view and download files within the Document Library. They can neither edit nor delete files.

Document Administrators can create/rename/delete folders and upload/rename/move/delete files within any given folder. Administrators can also restrict access to any folder by:

  • Position
  • Member / Career Type
  • Individual Members

The maximum allowed total file size is 100 MB. If your organization is exceeding this, please contact our Support Team.

To locate the Document Library, navigate to “Document Library” on the main navigation bar within eSchedule.

Creating a Folder

  1. Click “Create Folder”.
  2. Enter the name of the folder in the “Folder Name” box. If desired, a description may be entered (will be displayed at the top of the file list once created).
  3. Note: You can create up to 3 levels of “nested” folders.

Updating a Folder

  1. Click on the folder you wish to update.
  2. Click “Update”.
  3. Make any necessary updates.
  4. Click “Submit”.

Deleting a Folder

  1. Click on the folder you wish to delete.
  2. Click “Delete”.
  3. Click “Ok”. IMPORTANT: This will delete the folder, all documents within the folder as well as the contents of any nested sub-folders. Use caution!

Security Settings — Folder

  1. Choose the folder you want to work with.
  2. Click “Security”.
  3. Update the security preferences as needed.
  4. Clicking the “+/-” icon next to any “Position” will expand the list to include additional options.
  5. You can allow access to the folder by any combination of Position Types, Member Types and/or individual members.
  6. Click “Submit”.
  7. Note: You can remove access to all by selecting “Clear All” at the bottom of the page.

Uploading a File

  1. Click on the folder for which you want to upload the file.
  2. Click “Upload”.
  3. Click “Choose File”. Locate the file you wish to upload on your device. Any file type is acceptable (PDF is recommended, however).
  4. Click “Upload”.
  5. If necessary, rename the document by updating the “Document Title” box.
  6. If necessary, enter a description for the file in the “Document Description” box.
  7. Click “Submit”.
  8. If desired, you can move this file to a different folder prior to clicking “Submit”.

Updating a File

  1. Click on the folder that contains the file you wish to work with.
  2. Locate the file.
  3. Click “Update”.
  4. Make any necessary updates.
  5. Click “Submit”.

Deleting a File

  1. Click on the folder that contains the file you wish to work with.
  2. Locate the file.
  3. Click “Delete”.
  4. Click “Ok”.

User Types / Roles

User Type Options

Administrator

“Super User”. This member has the ability to update the schedule and user profiles. Typically, the only other role this member requires is the Time Clock Administrator (if the Time Clock Module is activated).

Scheduler

This user has the ability to update the schedule, but not modify a user’s profile. Additional roles that are typically granted to this user are: PTO Approval, Shift Bid/Request Approval & Swap/Trade Approval.

Basic

Typical member or employee account. Generally, additional roles are not added to this account.

View Only

This member can only view this schedule. This member cannot clock in, bid on, sign-onto nor trade shifts.

System Account

This is a special user type which is used to close out or block out a shift. For example, on a shift that operates Monday thru Friday, you would block out Saturday and Sunday. This account can also be used to sign-up multiple shifts at the same time.

Scheduling User Roles

Shift Bid/Request Approval

For organizations that have shift bidding active, this role grants the ability for a member to approve/reject shift bids. They will not be able to make updates to the schedule, however.

Swap/Trade Approval

For organizations that have shift swaps active, this role grants the ability for a member to approve/reject shift swaps. They will not be able to make updates to the schedule, however.

View All Bids

Used to give a Basic user “view only” access to all bids including pending, accepted and rejected. Employee can only interact with bids they’ve submitted (e.g. Cancel).

View All Swaps

Used to give a Basic user “view only” access to all swaps/covers including pending, accepted and rejected. Employee can only interact with swaps they’ve submitted (e.g. Cancel).

Department Administrator

Can update shifts and member profiles, only for members within their ‘department’.

Time Clock User Roles

Time Clock Administrator

Ability to update all time cards for all members.

PTO Approval

Approve/reject PTO requests.

Time Clock Supervisor

Allows for time card manipulation within a ‘department’. Can not approve PTO.

Multi-Department Time Clock Supervisor

If activated, you’ll have another field available in the Time Clock Supervisor’s profile called “Other Departments”. The “Departments” field is then re-labeled as “Home Department”. On the Time Card screen, a Time Clock Supervisor can then toggle the departments they have been assigned.

Time Clock Supervisor – PTO Approval

Can approve PTO within a ‘department’.

Career Time Clock Administrator

Can update time cards for career staff.

Volunteer Time Clock Administrator

Can update time cards for volunteer members.

View Time Clock Reports

Read-only access to the following reports:

  • Missed Shift Report
  • On Shift Report
  • Punch Report

Restricted Time Clock Administrator

A restricted Time Clock Administrator can update everyone’s timecard but their own.

Enter Time

Allows access to the Enter Time feature from any location.

Clock In & Out from Anywhere

Allows an employee access to clock in & out from anywhere. The employee’s access will not be restricted by IP address, MAC address, Computer Name or Biometric.

Clock In Without Fingerprint

For organizations using a biometric fingerprint scanner. Allows a member to clock in (from authorized computers) without using the bio scanner.

Lunch Deduction: 30/45/60 mins

Automatically deduct lunchtime from scheduled shift.

Run Accruals

Allows access to run PTO accruals.

Form Designer User Roles

By default, all Administrators have access to create, update, and delete form templates. If you wish to give access to a Basic user, utilize the following roles:

Form Designer – Create Template

Employee can create new form templates.

Form Designer – Delete Template

Employee can delete form templates.

Form Designer – Update Template

Employee can update/edit form templates.

Other User Roles

Event Administrator

Any member can be granted this access in addition to their standard role. If activated, this member will be able to create and edit events within the Events Calendar.

Document Administrator

Any member can be granted this access in addition to their standard role. If activated, this member will be able to do the following within the Document Library:

  • Upload files
  • Create folders
  • Rename/update files & folders
  • Delete files & folders
  • Setup/update security for folders

Vehicle Administrator

For organizations using the Vehicle Maintenance Module. This role grants the ability for a member to administer the Vehicle Maintenance Module (add vehicles, view records, set preventative maintenance alerts, etc.).

VIP Administrator

For organizations using the VIP / Reward Points Module. This role grants the ability for a member to administer the VIP / points program.

Message Membership

Allows a member (who is not an Administrator) access to the “E-Mail Membership” screen.

Administrator Reports Only

View-only of the certain reports.

CME Administrator

For organizations using the CME Module. This role grants the ability for a member to administer the CME module (classes, instructors, etc.).

Training Coordinator

Allows member full access to the “Member Report”, even for those members have opted out of having their information viewable within the member profile.

  • Member Report

Department Training Coordinator

Allows access to the following within a specific ‘Department’:

  • Training Report
  • Recertification Report
  • Certification Expiration Report
  • Certification Matrix