Site Administration
Managing your HosPortal site and its settings
78 articles
Roles, Skills and Teams
Create and manage roles, skills and teams and assign users
- Roster GroupsYou can create your own roster groups to manage rosters that need to be seen or managed together
- Roster LocationsDefine the locations for rosters
- Roster TagsRoster tags are used to group, filter and easily find rosters
- How to populate users on Activity-based rosters
- How to delete a roster (activity based)
- Why can't I see my shifts?Why you might not be able to see shifts you think you should be able to see
- Viewing Shift HistoriesThe history of a shift or assignment can tell you when it was created, swapped or changed, and by whom
- Editing shifts
- Dynamic permissionsDynamic permissions allow you to give users certain permissions only while they are doing a particular shift
- How to End or Deactivate an Activity-Based Roster
- Creating a Location-Based Ad Hoc ShiftThis guide outlines how to add a single, non-rostered shift (an ad hoc shift) to a location based roster on a given day in your Allocations view. This is useful…
- How to Create a PatternPatterns are created from the Admin section to define the basic structure of a repeating schedule.
- Migrate a shift – change shift timeHow to use the Migrate function to change the start and end time of an existing shift from a specified date, without affecting historical shift data.
- Creating a roster groupHow to create a new roster group in HosPortal, including configuring the type, start date, week structure, and sessions.
Rules
Define and manage the rules that must be followed for some activities like changing shifts
- Shift Market RulesThis article will explain how to set the shift market rules that allow users to place their shifts on the market for swapping and gifting
- Invoice RulesThis article is for site administrators to set and manage rules for users to send in invoices
- Shift RulesThis article is for site administrators to set and manage rules when users can request for changes to their shifts, highlight conflicts
- Direct Messaging Rules for AdminsThis article is on configuration of user access of the direct messaging feature
- Overview about rules and how to create them
Alerts
Articles in this collection cover the alerts set and managed by administrators
Reports
Reports for administrators
- Roster Reports (Legacy)Admins can generate analytical and statistical reports for each roster group through roster reports
- Communication History LogsSite administrators can view the status of communications sent to all users across the site
- Creating roster reports from raw data
- Leave Reporting
- Creating roster reports (Shift Reports) from raw data
- Creating roster reports (Assignment reports) from raw data
- Creating roster reports (Staff Reports) from raw data
- Creating roster reports (Matrix Reports) from raw data
- Scheduled Exports
- Scheduled ReportsScheduled reports allow you to send reports to anyone on a repeating schedule
Messaging
Settings around sms and email messaging
Other Admin Functions
Articles on some of the other admin functions not covered elsewhere
- Creating and editing a termHow to create, edit and archive a term, including its roles and teams
- Term dates: defining your rotation periodsHow to create and manage term dates, the rotation periods that set the window over which a term's shifts apply
- Understanding terms: how the pieces fit togetherWhat a term is in HosPortal — the folder that joins term dates, term shift templates and term users — and how they work together
- Term templatesTerms are repetitive patterns of work that occur at defined intervals
- Managing shift reminders and acknowledgementsSet automated shift reminders in advance of a shift to users and to roster administrators if there are upcoming vacant shifts
- Adding contact settingsPutting an additional line of information in the user profile, roster, location, and phone book profile.
- Adding or removing a site holidayAdd and manage site specific holidays in HosPortal
- Roster RatesAdministrators can set invoice rates for each roster as dollars per hour or dollars per shift
- How to create an event locationThis article allows site admins to create an event location for Events
- Adding Profile information settings
- Shortname settingsHow to set up automatically created shortnames
- How to Resend Invites to UsersIf a new user hasn't accepted their invitation to join HosPortal, you can easily resend the invite. Here's a quick guide on how to do it.
Information Hubs
Guides for building and managing Information Hubs (Hubs, Sections, Chapters, Pages and widgets).
- What is an Information Hub?An overview of Information Hubs in HosPortal and what they are used for.
- The structure of a Hub: Sections, Chapters and PagesHow hubs are organised into Sections, Chapters and Pages.
- Where to find Hub settingsHow to open the Hub settings area in Site Administration.
- Creating a HubHow to create a new Information Hub.
- Using colours for hubs, sections and chaptersHow to set a colour on a hub, section or chapter.
- Using icons for hubs, sections and chaptersHow to choose an icon for a hub, section or chapter.
- Adding a Section to a HubHow to create a Section inside a hub.
- Adding a Chapter to a SectionHow to create a Chapter within a section.
- Arranging pages into columns within a ChapterHow pages are laid out in columns inside a chapter.
- Adding a pageWhere and how to add a page – from inside the hub, not the Hub settings page.
- Pages and the four page typesAn overview of the four types of page you can add.
- Page status: Draft, Published and ArchivedWhat the three page statuses mean and when to use them.
- Content pagesHow to create a page with your own rich-text content.
- Link pagesHow to create a page that links to another location.
- Header pagesHow to use header pages to group and label other pages.
- Widget pages (overview)An introduction to widget pages and the available widget types.
- The Roster widgetHow to display roster information on a page.
- The Phone Book widgetHow to display contact details on a page.
- The Staff List widgetHow to display a list of staff on a page.
- The PDF widgetHow to embed a PDF document on a page.
- The Events widgetHow to display upcoming events on a page.
- The Noticeboard widgetHow to display noticeboard items on a page.
- The Report widgetHow to display a report on a page.
- Publishing and viewing your HubHow your hub appears to staff once pages are published.
- Reordering pages within a ChapterHow to change the order of pages in a chapter.