Workers

Table of Contents

  1. List of workers
    1. Filtering Workers
      1. Filter by Group
      2. Filter Schools
  2. Groups
  3. Exporting Workers
  4. Resetting Passwords
  5. Emails

Admins have access to all worker functions. This includes future workers, current workers, and past workers from all types of student worker scheme using the system.

List of workers

To view a list of all workers on the system, click Workers and then List of Workers on the navigation bar. A table of all current workers will load.

Image of Worker List

You can search by name in the search bar.

Image of Worker Search

The default view on this page shows Name, Known As, Email and School. You can select additional information to appear about the workers in the list like contract start dates or their mobile numbers. Do this by clicking Column Visibility under the navigation bar, this brings up a menu which allows you to add or remove columns from the list.

Column Name Description Default Filterable? Searchable?
Full Name Full name of the worker Visible No Yes
First Name First name of the worker Hidden No Yes
Last Name Last name of the worker Hidden No Yes
Known As The worker’s preferred name Visible No Yes
Student Number Student Number as listed in SPOT Hidden No Yes
Payroll Number Payroll number as listed in Northgate Hidden No Yes
Mobile Number Mobile Number Hidden No Yes
Birthday Date of Birth in YYYY-MM-DD format Hidden No No, Orderable
Email UEA email address Visible No Yes
Username UEA username, also used for this system Hidden No Yes
School UEA School of Study Visible Yes No
Scheme Schemes this worker is a member of Hidden Yes No
Status Current status: Past, Present or Future Hidden Yes No
Contract Start Contract Start date Hidden No No, Orderable
Contract End Contract End date Hidden No No, Orderable
Visa Expiry Visa expiry date Hidden No No, Orderable
Hours worked (past week) How many hours has this worker done in the last 7 days Hidden No No, Orderable
Groups A complete list of groups Hidden Yes No

Filtering Workers

To the left of the worker list is a box where you can filter the workers displayed. The first option is to filter by Status; Past, Current or Future. One or more of these filtered can be applied to show the students you need to look at.

Image of Column Role Toggle

The second option is to filter by the student worker scheme they’re on; Recruitment Rep, Ambassador and Accommodation Rep. Any number of these can be selected to suit the students you need.

Image of Worker scheme

Lastly there’s a Groups and Schools section which opens up a window.

Filter by Group

To filter by the groups a student is in tick Filter by Group. You can now select options from drop down menus to find workers by particular information. You can choose whether you want the workers to be IN or NOT IN the group. You can then filter by Accommodation, Scheme, Group, Study Level and Year of Study. You can add further filters by selecting AND which will bring another set of drop down windows to repeat the process. EG. Find workers NOT IN Y1 AND IN YEAR ABROAD.

Image of Filter Groups

Click close to reveal the results of your search. To turn the filter off untick Filter by Group.

Filter Schools

You can also filter by schools, this can be done whether you do or don’t filter by group. When you select Groups and Schools all the subjects are grouped by school. You can untick/tick the students within the subjects you want. At the bottom of the window there’s a button to untick all the options. You can also untick all the subjects from a particular school. Close the pop-up to see the results.

Image of Filter Groups 2

Groups

Workers are profiled using groups. A group is used to assign a worker to a specific category. Groups are available to cover the following:

  • Scheme
  • Course Level
  • Subject of study
  • Year of Course
  • Right to work status
  • Accommodation
  • Skills and experience

Within these categories above, there are a range of groups. For example, within the Right to work status category, the groups are UK, EU, INTL (UK student, European student, International student). A student can only be assigned to one group from this category.

There are also further categories that are either scheme specific or course specific. Examples of these are:

  1. Accommodation - used in particular to organise accommodation reps, this category contains a group for each type of on campus accommodation. An accommodation rep will need an accommodation group assigned to them.
  2. Course speciality - this category includes the groups Foundation Year, Year in Industry and Year Abroad. Students who have or will be doing any of these things as part of their course will need to be assigned the relevant group.

Groups are a useful way of assigning a skill to a student. The system uses groups to accurately profile students. By using groups, admins are able to find students with very specific assets and skills when required for jobs.

Exporting Workers

Clicking the export button below the navigation bar will download the current list of students as an Excel file, showing only the columns you currently have selected. Image of Export Button Image of Export Download

Resetting Passwords

You can send a link so the student can reset the password for their profile by going on to the edit worker screen and hitting ‘Reset Password Image of Reset Password

Emails

Any Administrator can email workers and view emails sent to workers direct from the Worker Page. Emails are written in Markdown. You can select a sender and use the defined variables at the bottom of the page. It is also possible to define email templates for use here.

Users with the correct permissions also have the ability to select users and email them directly from the main workers list.

Table of contents