Here is your step by step guide to using hapAppy… for sign in
Downloading the app to your mobile device:
- On the email you have been sent by the hap Staffing Manager click on the link to download the app.
- This will then take you to your device app store, hapAppy… uses a platform called AppSheet and the app icon looks like this.
3.Once downloaded, the app will ask you to sign in using an authenticated provider. Please use the authenticator that has the email address that we have sent you the invite to is linked too.
If you do not have an account with the providers listed then please let your staffing manager know and the IT team will contact you to help set up your account.
Getting the app set up signing in staff:
Once signed in, the app will open on the “Todays Assignments” List. Here you will find a list of venues, and on the day of your assigned sign in shift you will see the venue you are looking after.
Before you start your sign in please make sure you have a good phone data signal and you have refreshed/synced the app to make sure you are using the most up to date staff list. To refresh/sync the app you can either PULL down on the screen or tap the refresh button in the top right of the screen. If your venue is not present please call your staffing manager ASAP to solve the issue.
The app can work offline or with no data signal as long as you have refreshed the app (whilst connected to wifi/signal) before you have to move to location with limited or no signal.
Please allow notifications on the app as we will send you app update and important info via the app notifications
Signing in staff:
To sign in staff tap on the bottom icon bar “Todays Assignments”
Search or tap on the venue you’re looking after:
Here you will see your staff list, it is sorted by shift start time and alphabetical order within the shift times. You will see the staff members name and their role below their name that they are assigned to.
You can either scroll or use the search icon to find the staff members profile to start signing them in.
When you have located the staff member tap on the profile box, this will take you to view of their booking confirmation.
To sign them in tap the icon in the bottom right to add some details to their booking form.
The first box to complete is the “Sign in Time”.  Tap the clock icon in the far right of the box this will open up a time selector set to actual time depending on your device click to confirm that time, you can also adjust the time should you need to.
Next select the status depending on the shift status:
- Working: Staff member was on time and will be working
- Working OverBook (Client): Your staff request has been reached but you have spoken to the client and they are happy to take the extra staff member/s (Please add the client contacts name in the notes section below)
- Not Working (Ontime): Staff member was on time but was turned away as the request had been completed
- Not Working (Late): Staff member was late and not allowed to work
- Not Working: Staff member is not working, please add a reason in the notes.
Please allow notifications on the app as we will send you app updates and important info via the app notifications.
Now you will want to add the uniform description as to weather to staff members has the correct uniform on for the venue / shift
Next is the Job Card Number. If your venue assigns job cards / till cards / access cards to our staff members please add the card reference number here. (Should your card have a barcode or QR code you can press the icon on the right of the input box. This will then open up your devices rear facing camera and allow you to scan the code. You will have to allow the app to use your camera the first time to use this feature).
Last on this form is notes, should you have any additional info to add about the staff member please add this here. Once you have completed the sign in form click save.
This will return you to the staff profile showing some of the info that you have added. To return to the staff list tap the arrow in the top left.
You will now see that the staff member you have just signed in has a green watch icon and the time on the right hand side of their row.
You can now sign in the next staff member.
You may see a red dot appear in the top right on the refresh icon. If you have data signal this will disappear as the app syncs in the background.
If you are using the app in a bad signal location it may take a long time for this to disappear. Clicking the icon will manually sync the app to the database please do this when you have a chance between signing staff members in.
This can take a couple of seconds so try and only do this when you get a break in the staff arriving.
Please make sure at the end of your sign in you have pressed this icon so that all the data is being uploaded.
Adding in a staff member thats not on the staff list:
Should you have a member of staff that has turned up and is not on the list but can prove they are booked on, you will still need to add them to the app to sign them in. To do this follow the below steps.
Return to the “Today Assignments” venue list.
Click on the menu bar in the top left and select “Todays Signed in”
Here you will see a list of venues that have staff signed in, click on your venue (Please note if you have not signed anyone in yet your venue will not show on the list. If this is the case just click the plus button on the bottom right of the screen and follow the instructions below)
Once you have clicked on your venue you will see a list of staff that you have signed in.
To manually add a staff member click on the plus button in the bottom right.
This will then open a form for you to add the missing details to please complete all the missing details. Once you have completed the details click save.
You will now return to the staff signed in list and you will see the manually added staff member.
IMPORTANT: to sign the next staff member in you must return to the “Todays Assignments” list by clicking the option on the bottom menu bar.
Should you have any issues please contact your staffing manager ASAP or the on call team.
