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Napa County Administration Guide

This guide is geared toward users in Napa County with extra permission levels.

Updated over 7 months ago

You

My Dashboard

“My Dashboard” displays an employee’s Good Standing Summary.

Integrated with Napa County’s Target Solutions, it provides the most up-to-date information available.

Users can review missing credentials, upcoming credential expirations, stipend details, a list of all incidents they participated in, completed training hours, and any assigned station duties.

In addition to a users raw data there will also be warning fields stating Napa Counties specific requirements, such as needing 3 monthly drill training to be calculated in good standing. Shown in the screenshot below.

Below is a screen shots of the certification break down. Please take note of the expiration date placement for gained certifications.

My Calendar

“My Calendar” displays a calendar view of the month. Displaying pay periods and and duties or incidents the user was involved in.

Admins will have the ability to create “Duty Entries” and “Incidents” from their calendar.

Duty Entries

Create a Duty Entry

  1. Navigate to “My Calendar”

  2. Select the blue “Actions” button

  3. Select “Create Duty Entry”

  4. Select the date the Duty Entry took place

  5. Once selected, click “Submit”

  6. Enter all required information

    1. Start and End Times

    2. Duty Type

    3. Event Description

    4. Event Location

  7. Click "Save." This will close the form, and the duty entry will appear on the selected calendar date. The duty form will then be sent for approval by a user with the appropriate permissions.

Edit a Duty Entry

If a previously created Duty Form needs to be edited, select the day of the duty and click "Cancel Request" (this option is only available if the duty entry is still in "Pending" status). Then follow the steps listed above to recreate the entry with the correct information.

Once a Duty Form has been submitted and approved the Duty form will not be able to be removed. Admins will need to make manual edits through Payroll and Timecards to make changes to a users hours on Duty Forms.

Incidents

Create an Incident

  1. Navigate to “My Calendar”

  2. Select the blue “Actions” button

  3. Select “Create Incident”

  4. Select the date of the Incident on the calendar

  5. Once selected, click “Continue”

  6. Input all required information

  7. Once input, click “Next”

  8. Add apparatus details and save or select “Add Later”

    1. Adding apparatus details

      1. Select “Add Apparatus”

      2. Input all apparatus details including employees staffed to the apparatus

      3. Select Save

Edit an Incident

  1. Select the calendar day of the Incident

  2. This will open a list of entries for that calendar day

    1. On Desktop this will appear on the right hand side

    2. On Mobile this will open a new window. Please ignore the ‘My staffing lists’ located at the top of this window as it is not relevant to Napa County.

  3. Select “Edit Details” under the Incident

    1. Double check the incident number in the preview to insure you are entering the correct Incident to edit.

  4. Edit any desired information

    1. Incident number will be unable to be changed

  5. Follow the steps in “Create Incident”

Close an Incident

  1. Select the calendar day of the Incident

  2. This will open a list of entries for that calendar day

    1. On Desktop this will appear on the right hand side

    2. On Mobile this will open a new window. Please ignore the ‘My staffing lists’ located at the top of this window as it is not relevant to Napa County.

  3. Select “Close Incident” under the Incident

  4. Review all information and select “Next”

  5. A warning will appear prompting the user to add any apparatus's

  6. Select “Save + Close”

Once an Incident has been closed it will change to red on the calendar, indicating that it can no longer be edited.

My Payroll

My Payroll is not relevant to Napa County employees. Stationwise will be hiding this from view, we are working to ensure hiding this will not cause any bugs or issues on the department side.

Please disregard this page as we work towards optimizing your dashboard!

Preferences

This page displays all user preferences and serves as the hub for editing your settings. Users will be able to edit: Phone numbers, passwords, and notifications.

Please note that some of these notification settings will not apply to Napa County Users. Those to pay attention to include: Messages, Requests, and Admin actions.

To make changes simply select the field desired to change and enter any needed changes.

Dashboard

The “Dashboard” refers to and admin only few. This page will only be viewable from Desktop and is unavailable in Mobile.

This page shows a calendar view of the staffing overview for each day. As Napa County is not utilizing the Roster in a traditional staffing sense every day is marked as fully staffed.

On the right hand side there will be a panel allowing for users to review Requests and send Messages. If you can see this panel please toggle the view using the icon below:

Requests

All requests from employees will appear in this tab, for Napa County the only request employees can make is for Duty Entries. This will come through as an ‘Additional paid time’ request.

Admins will be able to review the request and choose to: Approve, Deny, or Postpone.

Approving a request will add this to the requesters calendar, be sure all information is correct as once approved any changes needed will have to be made manually through timecards.

Denying a request will notify the requester to resubmit.

Postponing a request will tell the system to notify the admin of the request at a later date.

Messages

All sent messages from other admins or automated messages from the system will appear here.

Compose a New Message

  1. Click the blue '+ Compose' button in the top-right corner

  2. Choose the message type from the 'General' dropdown menu:

    1. General, To-Do, EMS, or Training

  3. Select 'To':

    1. Choose individual users, all Stationwise users, specific shifts, or designated work groups

    2. Note: Work groups must be created beforehand on the Employees page in order to appear here

  4. Enter a subject for your message

  5. Compose your message, including lists or external links if needed

  6. Click 'Send' to deliver your message

Roster

The Roster is not currently relevant to a vast majority of Napa County user, including administrators. This page is where you would go to create and edit default staffing at a traditional fire station.

Please Note: Editing the roster and any associated information is only available on a desktop view.

The only section that will be sometimes relevant is our Shift Planning Tool which is where stations and apparatuses are managed. Whenever working in the Shift Planning Tool make sure that any changes are Published and not saved as a draft.

The Shift Planning Tool can be entered by selecting the following icon on the top of the page:

The main features that Napa will be interested is the ability to create/edit Stations and Apparatuses.

Stations

Create

  1. Open the “Shift Planning Tool” through Roster

  2. Select the blue “+ Add Station”

  3. Enter the Station name and address

    1. Station level requirements will not be relevant to Napa County

    2. By default stations will be sorted alphabetically in view

  4. Hit “Save”

Edit

  1. Open the “Shift Planning Tool” through Roster

  2. Locate the Station

  3. Select the “…” in the right hand corner of the Station name to edit, remove, or add an apparatus

    1. Edit

      1. Enter any name or address changes

      2. Select “Save”

    2. Remove

      1. A warning will appear asking if you are sure

      2. Select “Confirm”

    3. Add an Apparatus

      1. Enter apparatus name

      2. Shift lead and level requirements are not applicable to Napa County

Apparatuses

Create

  1. Open the “Shift Planning Tool” through Roster

  2. Locate the Station

  3. Select the “…” in the right hand corner of the Station name to add an apparatus

  4. Enter apparatus name and address

    1. Shift lead and level requirements are not applicable to Napa County

  5. Hit "Save"

Edit

  1. Open the “Shift Planning Tool” through Roster

  2. Locate the desired apparatus

  3. Select the “…” in the right hand corner of the Station name to: Put on reserve, move apparatus, edit apparatus, add position, and extra person

    1. Put on reserve

      1. Not relevant to Napa County

    2. Move apparatus

      1. Allows you to select a station from a dropdown menu to relocate the apparatus

    3. Edit apparatus

      1. Edit apparatus names

    4. Remove apparatus

      1. Will delete the apparatus from the system

    5. Add position

      1. Not relevant to Napa County

    6. Add extra person

      1. Not relevant to Napa County

Once you have made you changes be sure to select the “Publish” button in the top right of the screen to make the changes apply throughout your dashboard.

Employees

While employee profiles can be viewed in Mobile all editing and viewing additional pages will need to be done on desktop.

All Employees

The All Employees tab is the default page that opens when selecting “Employees”. Here admins can create new employees and edit current employee information.

Create a New Employee

  1. Click the blue '+ Add New Employee' button in the top-right corner

  2. Enter employee name, email and phone number

  3. Click 'Continue'

  4. Enter their employee type, rank, drivers license number and class

  5. Click 'Continue'

  6. Enter pay code details

  7. Click 'Add Employee'

Once added, the employee will automatically have an active account. Their login credentials will be:

  • Username: Their email address

  • Password: Welcome[Email Username]

Example:

Please note: The Stationwise app is not available in app stores. It can be downloaded directly from this link: www.stationwise.com/download

Bulk Uploads

  1. Select “Bulk Csv upload”

  2. Choose “Upload Employees .CSV”

  3. Select “Download a sample CSV”

  4. Open the .CSV on your desktop

  5. Use this as a template for your new employees

  6. Once all Employee info is added to the sheet re-upload the sheet into the system by selecting “Click to Upload” or drag and drop the file into the field.

  7. This same process can be used for editing bulk changes to miscellaneous info (Target solution IDs)

Edit an Employee Profile

  1. Locate the employee whose profile you would like to edit

    1. Admins can filter employees by using the search bar or by any of the drop down options at the top of the screen

  2. Select the name of the employee whose profile you would like to edit

    1. Be sure to select the name and not the checkbox

  3. Relevant fields to Napa County: Promote, Employee Info, Qualifications, Career, Groups, Managers, Misc field, Account Control (Reset an employees password)

    1. All fields can be editing by selecting the pencil icon in the top right corner of the field

Add Employees to Work Groups

Work Groups

Here admins can create and edit any work groups. This is helpful for sorting employees or tracking if people are in committees.

Create a Work Group

  1. Select “Create new work group”

  2. Input name, description, and assign a color for easy identification

  3. Select “Save”

Edit Work Groups

  1. Select the Work Group you would like to edit - this will open up the employee list on the right side of the screen

  2. Once selected hit the “…” in the right hand corner

  3. Select “Edit” to change the name, description, and color of the group

  4. Select “Remove” to delete the Work group

Add employees to groups from individual employee profiles or from the employee page.

Payroll and Timecards

Payroll and Timecards will have all hours each employee has worked. Admins can go into these timecards to make manual edits to Duty Entries or hours worked. When workarounds are needed this is most often the place where they can be implemented.

Edit Employee Time Cards

  1. Click on an employee's name to access their time card

  2. To export a time card, simply click the black "Export Time Card" button

  3. Add manual entries:

    1. Scroll to the bottom of the screen and click '+ Add New Time Entry'

    2. Input all information and click 'Submit'

  4. All fields on the time card can be edited by clicking on them or using the dropdown menus where applicable

  5. After making changes, ensure you click "Save Changes" at the bottom of the screen to apply updates

Export Payroll (Run Reports)

Admins can generate and download a variety of report types from this section.

  1. Select the employee(s) you wish to export time cards for using the check box to the left of names

    1. To select all employees, click the checkbox at the top of the list

    2. You can use the drop-down menus located under the search bar to filter the results

  2. Once your selection is made, the 'Export Time Card' button will appear at the bottom of the screen. Click it to proceed.

  3. Choose your desired file format, time period, and apply any relevant filters

    1. A Detailed View provides a line by line breakdown of each entry while a Summarized View shows you the totals number of hours for each pay code

    2. Including planned entries will show future entries that are on the planned but have not happened yet.

    3. Filters allow you to refine results by pay codes, such as overtime, comp time, and more

  4. Click 'Export' to complete the process

Staffing Lists

This page is not relevant as of the moment to Napa County employees. Stationwise will be hiding this from view, we are working to ensure hiding this will not cause any bugs or issues on the department side.

Please disregard this page as we work towards optimizing your dashboard!

Good Standing Summary

This page will give admins a general overview of the Department and each individuals standing.

Filter and view specific employee Member in Good Standing Report

  1. Filter through employees by using the search bar or the drop down filters located under the search bar.

  2. Select the employees name to open their full report, all relevant information will be listed here. Admins can also view past reports using the arrows at the top of the screen or drop down menu to select a quarter.

Force sync and upload training records

On the right side of the screen will be a field labeled Sync status.

  1. Select “Status Details”

  2. Here users can see when the last sync took place and force a sync by selecting “Sync Credentials”

  3. To upload new training records select “Upload Training Credentials”

    1. This will open a field where users can upload or drag and drop in training records from Target Solutions

Department

The department page is where all your base information lives such as: Ranks, Certifications, Detail Codes, Pay Codes, Permissions, Product Roadmap, Hiring Engine information, and Notification Management.

Ranks, Certification, and Detail Codes

On each of these pages users will be able to:

  1. Filter through the list using the search bar or apply filters from the drop down menus

  2. Create new entries by selecting “+ Create new…”

    1. Input the required information

    2. Select “Save”

  3. Export CSVs with all all the information on the page

    1. Select “Export … CSV”

    2. Enter relevant information

    3. Select “Save”

  4. Edit information by selecting the pencil under the actions column

Pay Codes

  1. Filter through the list using the search bar or apply filters from the drop down menus

  2. Create new pay codes by selecting “+ Create new Pay Code”

    1. Enter all required information

    2. Select “Save”

  3. Export a CSV with all Pay code information by selecting “Export Pay Code CSV”

  4. Edit existing pay codes by selecting the pencil Icon under actions

    1. Here name, extension code, and pay code type can be edited

      1. The code itself can not bed changed, please contact Stationwise if there is an issue revolving around the code associated.

    2. Select “Save” to apply changes

Permissions

Permissions is where you manage access for department personnel, allowing them to use specific features. You can assign permissions to entire ranks or individual users.

  • Filter through Permissions: Use the search bar to find specific permissions

  • Edit Permissions: Click the pencil icon under the Actions column

    • This allows the user to change who has access to this permission via rank or by an individuals email.

    • Each permission has an information section located to the right. Simply hover over the “i” to open a description of what that permission controls.

Hiring Engine

This page is not relevant as of the moment to Napa County employees. Stationwise will be hiding this from view, we are working to ensure hiding this will not cause any bugs or issues on the department side.

Please disregard this page as we work towards optimizing your dashboard!

Hiring Flows

This page is not relevant as of the moment to Napa County employees. Stationwise will be hiding this from view, we are working to ensure hiding this will not cause any bugs or issues on the department side.

Please disregard this page as we work towards optimizing your dashboard!

Accrual Banks

This page is not relevant as of the moment to Napa County employees. Stationwise will be hiding this from view, we are working to ensure hiding this will not cause any bugs or issues on the department side.

Please disregard this page as we work towards optimizing your dashboard!

Product Roadmap

Product Roadmap is where you can track all of your requested features and bugs. It gives you a general idea of what is being worked on, whats been reported, and when you can expect to see it implemented.

Notification Management

Here admins can set the default notification settings for the department. Different actions in the dashboard will trigger certain notifications to be sent to relevant employees. Admins can decide if the department wants these actions to force an SMS notification, an email notification, as well as toggle a delay in sending messages.

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