Organiser overview
The Organiser module helps you manage staff activities, including all types of leave and absence, professional learning (PL) events, and student events (ACE).
The role of an organiser with EMS360
This role provides visibility into future events and staff availability.
View future events and staff leave and absences: Access schedules and leave information for planning purposes.
The EMS360 organiser role provides a comprehensive view of staff activities, leave, professional learning, and student events. Organisers have access to information across multiple modules, enabling them to effectively track and analyse staff movements and resource allocation. While their primary function is observational, organisers also have some interactive capabilities, including flagging records for internal tracking and adding comments. Specifically, organisers can:
View and analyse data: Access and filter information related to staff leave, absences, TILO, remote work, extra hours, professional learning, and student events.
Generate reports: Export data to spreadsheets for analysis and reporting.
Track event status: Monitor the approval status of various requests and events.
Manage flags: Flag records for internal organisational purposes.
Add comments: Contribute to record discussions by adding comments.
It's important to note that organisers typically do not have permission to approve requests or directly manage the underlying data (e.g., editing leave requests, approving PL events). Their role is focused on providing visibility and facilitating coordination. When an Organiser is assigned multiple roles, their permissions for managing and acting on requests are cumulative.
Daily staff summary section
This section provides a comprehensive overview of all "out-of-classroom" staff movements for a selected date. It allows you to quickly track and review staff whereabouts, ensuring efficient management and oversight.
Filter and search staff daily whereabouts
Select Date.
Click Search to apply the filters and display the results.
Export a spreadsheet of daily staff summary
Click Export.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel).
Print if needed.
Staff report section
Provides an overview of individual staff members "out-of-classroom" whereabouts for a selected date range.
Filter and search staff whereabouts for a date range
Use the filter options in the top toolbar to set your desired criteria.
Staff member: Select from the dropdown menu.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Export a spreadsheet of staff summary details
Click Export.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel).
Print if needed.
Professional learning (PL) section
Allows you to view staff attendance at professional learning (PL) events for selected dates.
Filter and search staff professional learning attendance
Use the filter options in the top toolbar to set your desired criteria.
Staff member: Select from the dropdown menu.
Date range: Specify a start and end date to filter results within a specific time period.
Event type: Select "Any," "Internal," or "External" from the dropdown menu.
Click Search to apply the filters and display the results.
Manage staff professional learning attendance search results
The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icon button states in the action columns
Icons change to indicate status.
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Status indicators of applications to attend Professional Learning (PL) events
Approved
Requested
Declined
Visual cues
Highlighted row: Indicates a flagged event.
Flag professional learning (PL) events
Flagged events are highlighted.
Flag:
Use the checkbox/es to flag absences for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged absences are only visible to users with the necessary flagging permissions.
Download details of a professional learning (PL) event as a PDF
Click Download PL event details as PDF icon button.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Add professional learning (PL) event to calendar
The exact steps may differ slightly depending on your computer and operating system.
Click Add to calendar icon button.
Locate the downloaded file (usually in your "Downloads" folder).
If a file (e.g.,
.ics) is downloaded, open it. Your calendar application should automatically launch and prompt you to add the event.
Save the event:
Review the event details (date, time, location, etc.) and click Save or Add to Calendar to confirm.
View details of cover required for staff to attend professional learning (PL) event
Click View Cover Required Details to see the required cover for staff absences related to the PL event.
Organiser comments
Comments are global to the student event and visible to all professional learning (PL) managers.
Add an organiser comment to a professional learning (PL) event
Click Add comment icon button.
Enter your comments.
Click Save.
View or update an organiser comment for a professional learning (PL) event
Hover mouse over the comment icon button to view the text.
Click comment icon button to open.
Make changes.
Click Save.
Student events (ACE) section
Allows you to view staff attendance at student events (ACE) for selected dates.
Filter and search staff attendance at student events (ACE) for selected dates
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Status indicators for student events (ACE)
Fully approved
Initially approved
Pending approval
Rejected
Deleted
Visual cues
Red text: Indicates a deleted event.
Bold text: Indicates a completed event ready for final approval.
Highlighted row: Indicates a flagged event.
Flag student events (ACE)
Flagged events are highlighted.
Flag:
Use the checkbox/es to flag absences for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged absences are only visible to users with the necessary flagging permissions.
Modify details of student events (ACE)
Click Edit.
Make changes.
Click Save.
Download details of a student event (ACE) as PDF
Click Download {item}.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Add student event (ACE) to calendar
The exact steps may differ slightly depending on your computer and operating system.
Click Add to calendar icon button.
Locate the downloaded file (usually in your "Downloads" folder).
If a file (e.g.,
.ics) is downloaded, open it. Your calendar application should automatically launch and prompt you to add the event.
Save the event:
Review the event details (date, time, location, etc.) and click Save or Add to Calendar to confirm.Calendar to confirm.
View details of cover required for staff to attend student event (ACE)
Click View Cover Required Details to see the required cover for staff absences related to the student event (ACE).
Organiser comments
Comments are global to the student event and visible to all student event (ACE) managers.
Add an organiser comment to a professional learning student event (ACE)
Click Add comment icon button.
Enter your comments.
Click Save.
View or update an organiser comment for a professional learning student event (ACE)
Hover mouse over the comment icon button to view the text.
Click comment icon button to open.
Make changes.
Click Save.
Delete a student event (ACE)
Click Delete icon button.
Confirm the deletion.
Absence section
Create an absence notification for a staff member
Click Add absence.
Enter leave details:
Select the category and dates.
Enter any other required information.
Specify cover requirements (Optional):
Enter any necessary cover requirements (e.g., classes that need to be covered).
Add files (Optional):
Attach any relevant documents (e.g., student classwork).
Medical certificate:
Indicate if a medical certificate is required.
If required, enter the doctor's details.
Staff leave managers and approvers can verify the medical details provided in the leave request against the uploaded medical certificate.
Click Submit.
Upon submitting an absence notification
The absence record will be added to the leave lists of the staff member, their leave manager, and the leave approver.
An SMS notification will be sent to all organisers (if they have a valid mobile phone number in their details).
An email notification will be sent to all organisers.
Export a spreadsheet of staff absences
Click the Export button.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel, Google Sheets).
Print if needed.
Filter and search staff absences
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Manage staff absences search results
The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icon button states in the action columns
Icons change to indicate status.
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Flag staff absences
Flagged absences are visually highlighted for easy identification.
Flag:
Use the checkbox/es to flag absences for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged absences are only visible to users with the necessary flagging permissions.
For staff leave managers and organisers:
Absences flagged in "Administration > Manage Leave & Absence" will also be highlighted within your respective views.
Status indicators of medical certificates for staff absences
Medical certificate required
Medical certificate provided and verified
Modify details of a staff absence notification
Click Edit.
Make changes.
Files: View or add relevant files (e.g., medical certificates).
Comments: View or add comments related to the absence.
Click Save.
Download details of staff absence notification as PDF
Click Download {item}.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Organiser comments
Comments are global and visible to the staff member, leave managers and approvers.
Add an organiser comment to a staff absence notification
Click Add comment icon button.
Enter your comments.
Click Save.
View or update an organiser comment for a staff absence notification
Hover mouse over the comment icon button to view the text.
Click comment icon button to open.
Make changes.
Click Save.
Leave section
View all staff leave records within a selected date range.
Create a leave request for a staff member
Click Add leave.
Enter leave details:
Select the leave type and dates.
Enter any other required information.
Specify cover requirements (Optional):
Enter any necessary cover requirements (e.g., classes that need to be covered).
Add files (Optional):
Attach any relevant documents (e.g., student classwork).
Medical certificate:
Indicate if a medical certificate is required.
If required, enter the doctor's details.
Staff leave managers and approvers can verify the medical details provided in the leave request against the uploaded medical certificate.
Click Submit.
Upon submitting a leave request
The record will be added to the leave lists of the staff members, their leave manager, and the leave approver.
An email notification will be sent to the leave managers, leave approver, and organiser.
Note: You will not receive an email notification if you are adding a request for yourself or another staff member and you have a role as a leave manager, leave approver, or organiser.
Export a spreadsheet of staff leave
Click the Export button.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel, Google Sheets).
Print if needed.
Filter and search staff leave
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Manage staff leave search results
The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icon button states in the action columns
Icons change to indicate status.
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Flag staff leave
Flagged leave are visually highlighted for easy identification.
Flag:
Use the checkbox/es to flag leave for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged leave are only visible to users with the necessary flagging permissions.
For staff leave managers and organisers:
Leave flagged in "Administration > Manage Leave & Absence" will also be highlighted within your respective views.
Status indicators for approval of staff leave requests
Approved
Pending approval
Declined
Status indicators of medical certificates for staff leave request
Medical certificate required
Medical certificate provided and verified
Modify details of a staff leave request
Click Edit.
Make changes.
Leave entitlement?: Confirm if the staff member has leave entitlement.
Files: View or add relevant files (e.g., medical certificates).
Comments: View or add comments related to the absence.
Click Save.
Action buttons:
Depending on your role, you may have access to action buttons such as:
Approve
Decline
Delete
Download details of staff leave request as PDF
Click Download {item}.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Organiser comments
Comments are global and visible to the staff member, leave managers and approvers.
Add an organiser comment to a staff leave request
Click Add comment icon button.
Enter your comments.
Click Save.
View or update an organiser comment for a staff leave request
Hover mouse over the comment icon button to view the text.
Click comment icon button to open.
Make changes.
Click Save.
Cover details
Add cover details for a staff leave request
Click Add cover details.
Enter the required cover details.
Click Save.
View or update cover details for a staff leave request
Click cover details icon button to open.
Make changes.
Click Save.
Time In Lieu/Overtime (TILO) section
Create a Time In Lieu/Overtime (TILO) request for a staff member
Click Add TILO.
Enter details:
Select the type, action and dates.
Enter any other required information.
Click Submit.
Upon submitting a Time In Lieu/Overtime (TILO) request
The record will be added to the leave lists of the staff members, their leave manager, and the leave approver.
An email notification will be sent to the leave managers, leave approver, and organiser.
Note: You will not receive an email notification if you are adding a request for yourself or another staff member and you have a role as a leave manager, leave approver, or organiser.
Create Time In Lieu/Overtime (TILO) requests for multiple staff members
Prepare spreadsheet:
Create a spreadsheet with a single column containing the email addresses of the staff members.
Ensure the email addresses in the spreadsheet exactly match those used in EMS360.
Click Add TILO for multiple staff.
Enter details:
Select the type, action and dates.
Enter any other required information.
Generate records:
Click Browse: Select the spreadsheet file.
Click Generate Records.
Review records: The generated records will appear in the bottom panel.
Uncheck any records with errors.
Select staff and edit details:
Use the checkboxes to select the desired staff members.
Edit the hours and minutes of the TILO directly in the grid as needed.
Click Add TILO for selected staff.
Upon submitting multiple Time In Lieu/Overtime (TILO) requests
The records will be added to the leave lists of each of the staff members, their leave manager, and the leave approver.
An email notification will be sent to the leave managers, leave approver, and organiser.
Note: You will not receive an email notification if you are adding a request for yourself or another staff member and you have a role as a leave manager, leave approver, or organiser.
Export a spreadsheet of staff Time In Lieu/Overtime (TILO)
Click the Export button.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel, Google Sheets).
Print if needed.
Filter and search staff Time In Lieu/Overtime (TILO)
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Manage staff Time In Lieu/Overtime (TILO) search results
The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icon button states in the action columns
Icons change to indicate status.
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Flag staff Time In Lieu/Overtime (TILO)
Flagged records are visually highlighted for easy identification.
Flag:
Use the checkbox/es to flag recordsfor internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged records are only visible to users with the necessary flagging permissions.
For staff leave managers and organisers:
Records flagged in "Administration > Manage Leave & Absence" will also be highlighted within your respective views.
Status indicators for approval of staff Time In Lieu/Overtime (TILO) requests
Fully approved
Initially approved
Pending approval
Declined
Modify details of a staff Time In Lieu/Overtime (TILO) request
Click Edit.
Make changes.
Click Save.
Action buttons:
Depending on your role, you may have access to action buttons such as:
Approve
Decline
Delete
Cover details
Add cover details for a staff Time In Lieu/Overtime (TILO) request
Click Add cover details.
Enter the required cover details.
Click Save.
View or update cover details for a staff Time In Lieu/Overtime (TILO) request
Click cover details icon button to open.
Make changes.
Click Save.
Working remotely section
Filter and search using the toolbar
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Create a working remotely request for a staff member
Click Add Working Remotely.
Enter details.
Click Submit.
Export a spreadsheet of staff working remotely
Click the Export button.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel, Google Sheets).
Print if needed.
Manage grid results
The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icon button states in the action columns
Icons change to indicate status.
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Flag staff working remotely
Flagged records are visually highlighted for easy identification.
Flag:
Use the checkbox/es to flag records for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged records are only visible to users with the necessary flagging permissions.
For staff leave managers and organisers:
Records flagged in "Administration > Manage Leave & Absence" will also be highlighted within your respective views.
Status indicators for approval of staff working remotely requests
Approved
Pending approval
Declined
Update details of a staff working remotely request
Click Edit.
Make changes.
Click Save.
Action buttons:
Depending on your role, you may have access to action buttons such as:
Approve
Decline
Delete
Cover details
Add cover details for a staff working remotely request
Click Add cover details.
Enter the required cover details.
Click Save.
View or update cover details for a staff working remotely request
Click cover details icon button to open.
Make changes.
Click Save.
Extra hours section
Filter and search using the toolbar
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Create an extra hours request for a staff member
Click Add Extra Hours.
Enter details:
Select the action and dates.
Enter any other required information.
Click Submit.
Export a spreadsheet of staff extra hours
Click the Export button.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel, Google Sheets).
Print if needed.
Manage grid results
The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icon button states in the action columns
Icons change to indicate status.
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Flag staff working extra hours
Flagged records are visually highlighted for easy identification.
Flag:
Use the checkbox/es to flag records for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged records are only visible to users with the necessary flagging permissions.
For staff leave managers and organisers:
Records flagged in "Administration > Manage Leave & Absence" will also be highlighted within your respective views.
Status indicators for approval of staff extra hours requests
Approved
Pending approval
Declined
Update details of a staff extra hours request
Click Edit.
Make changes.
Click Save.
Action buttons:
Depending on your role, you may have access to action buttons such as:
Approve
Decline
Delete
Cover details
Add cover details for a staff extra hours request
Click Add cover details.
Enter the required cover details.
Click Save.
View or update cover details for a staff extra hours request
Click cover details icon button to open.
Make changes.
Click Save.
Professional Practice Days (PPD) section
Filter and search using the toolbar
Use the filter options in the top toolbar to set your desired criteria.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Export a spreadsheet of staff Professional Practice Day (PPD) events summary
Click the Export button.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel, Google Sheets).
Print if needed.
Manage grid results
The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Flag staff Professional Practice Days (PPD)
Flagged records are visually highlighted for easy identification.
Flag:
Use the checkbox/es to flag records for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged records are only visible to users with the necessary flagging permissions.
For staff leave managers and organisers:
Records flagged in "Administration > Manage Leave & Absence" will also be highlighted within your respective views.
Status indicators for approval of staff Professional Practice Days (PPD) requests
Approved
Pending approval
Declined