Bee

Installing Bee

Android

The Bee application is downloaded to each phone using the Google Play Store.

As each Android phone differs in the way it operates, these instructions require that the user is familiar with the operation of their Android phone and that they are able to install applications onto the phone.

Note: This requires that each phone having Bee installed on it has a unique Google Mail account assigned to it. This is a Google requirement.

You will need: An Android phone, the unique Google Mail account details for that phone.

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  1. Load the Google Play Store application (Play Store)
  2. Locate and install ‘Bee‘, by Webroster Ltd, using the search facility. It is recommended that you tick the option to ‘Allow automatic updating‘ so that you get any updates downloaded automatically. If this is not ticked the user has to manually update Bee when notified.
  3. Create a shortcut icon for Bee on your phone. Each phone is different, so please refer to your phone’s user manual on how to do this.

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iPhone

The Bee application is downloaded to each phone using the App Store.

To download and buy apps from the App Store, you need an Apple ID. Your Apple ID is the account that you use to access Apple services. If you’ve used other Apple services like iCloud, sign in to the App Store with the same Apple ID. If you don’t have an Apple ID, you can create one.

Follow these steps to install Bee on your iPhone.

  • Tap App Store on your iPhone.
  • Search for Webroster and find the Bee app.
  • Tap the app.
  • Tap Get on the right side of the screen, then tap Install.
  • If prompted, enter your password.
  • The app downloads to your device

Initial Login and Setup

Run the Bee application, and you will be prompted to enter the initial configuration.

Setting Up

When attempting to log in for the first time you will be asked to enter your Webroster Server URL as well as your Staff login details. This box will appear below the Member ID box and above the Sign In button.

The Webroster server address is;

https://www.mywebroster.com

It is recommended that https is used in order to connect using a secure connection.

Note: If you are a self-hosted customer then the Webroster Server address will not be one of those detailed above and will be relevant to wherever you have installed your Webroster.net system.

Logging in

Log into Bee subsequently using your Staff log in details – the same details you would use to log into Webroster.net.

Enter your Username, Password and Member ID.

Select Sign in.

If you wish to change the server URL at a later date you need to press the padlock icon to show the open padlock in order to enable editing of the server URL

Using the PIN function to log into Bee

You can enable a function in Webroster.net which provides the user with the facility to enter a four-digit PIN to log in to the Bee app. The first log in requires using the username, password and member ID information. After this the PIN can be used.

There is an option in Webroster to enable the use of user PINs to log in to Bee.

Go to Setup and then External Links.

In Bee Settings go to the PIN tab.

Tick to enable the use of a PIN for logging in to Bee.

Click Save Changes.

When enabled as an option, from within Webroster.net, the user will be prompted to use a PIN (if they want) for logging in to the Bee app.

When this function is used the user simply enters their four-digit PIN when they open Bee.

Note: If the user enters the wrong PIN three times they will then have to enter the full username, password and member ID combination again.

The user can log in using the full log in details if they want by selecting the ‘Go to the full sign-in page’ option. For example, if the phone is being used by a different user, or the user cannot remember their PIN.

Note Using the full sign-in page will wipe their app PIN.

They will be asked to confirm this action.

When logging in you may be asked to provide a four-digit PIN for subsequent log ins, if this has been enabled in your Webroster.net settings.

This enables you to log in using the PIN instead of entering all the details above each time.

If you confirm that you want to enter a PIN you will be prompted to set up a four digit PIN.

Home screen

Once you have logged in to Bee with your Staff username, password and member ID you will be presented with the Bee Schedule screen

From anywhere in Bee, you will be shown an icon in top left hand of screen tapping this icon will reveal Bee’s menu of options. Alternatively, you can reveal this menu by swiping your screen across from the left edge.

There are a number of options you can select from this screen.

  • Refresh – This refreshes the content of the bee app.
  • Schedule – Shows your daily schedule.
  • Inbox – Displays messages sent using Bee messaging
  • Unsent – Shows any unsent check ins or check outs.
  • Settings – Configuration settings for Bee.
  • Sign out – Logs you out of Bee.

All screens will show the SOS in middle of the screen – This invokes the SOS function to summon assistance. This function requires Webroster.net to be configured as detailed earlier in this guide.

It also shows User along with the last sync time.at the bottom of this screen the current Bee version is displayed

Schedule

Select the Schedule button to show your daily schedule.

Select the right or left arrows to navigate to each day as required. You will only be able to go ahead as far as the Days Ahead configuration in Settings allows. You can only view visits based as far as the Previous Days configuration in Settings allows. The screen also shows the Schedule duration and the real-time duration

Select the calendar icon to go to today’s schedule.

Within the schedule you are able to view visits, breaks and availability.

When a visit is in progress, the real time check in is shown.

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Once completed the visit shows both real time check and check out times

A bin icon in the visit, means the staff users has permission to abort a visit.

Visit Details

Select the Client name to open the visit details screen. The client details are shown in the Client tab.

Selecting the address will give the option to show the location on a map as entered on the client requirement in Webroster.net, which could be an alternate location from those listed under client contacts.

You will also be able to see any Client extras that have been marked as ‘visible on mobile’ in Webroster.net system Setup

Please note: The Client details are subject to GDPR Settings configured in Webroster.net

You can view the Activity log which are the real-time check ins and outs timings and any visit note added to that visit by selecting Visit. Only note types that have the option ‘Visible on Mobile’ enabled will be shown in Bee – this option is in the Note Types configuration in Webroster.net Setup. The co worker details also appear here

If there are any tasks for this visit they are detailed in the Tasks tab.

Tasks

Adding Tasks to a Visit in Bee

Note: Tasks can only be added to a visit once you have checked in to that visit.

Select Add Task.

You will then see a pop up where you can add the detail of the task.

Select the task name from the list and select the duration and add any notes if required using the scrolling list for the task name and duration, and the keyboard for any notes.

Select Add to save the task or Cancel to exit.

The task will be added to the visit details. It will be ticked by default as completed.

Co-Workers

Please note: The Co-Workers details are subject to GDPR Settings configured in Webroster.net

If there are any co-workers working with the Staff member on a particular visit they will be detailed in the Visit tab. The co-worker’s mobile number and email address will be displayed.

Select the telephone number to initiate a call to the co-worker – this is their mobile number in the Staff Details in Webroster.net.

By clicking on telephone number this will call the co worker

Checking in and out

You can only check in and out of monitored visits that are within 24 hours of the current time and date.

When you select a visit, you will be given the option to check in to that visit or to check out. You will only be able to check out if there has already been a check in recorded for that visit.

Select the visit from your schedule to bring up the visit details. You will then be given the option to check in or check out accordingly. Either In or Out will show in the top right of the visit details.

If you have already checked in to a visit you will only then get the option to check out, as shown.

If you have successfully checked in and checked out of a visit the visit details will indicate that the visit is complete with a tick in the schedule.

To check in or check out of a visit you will be required to either scan the barcode, enter the Client ID or enter the client telephone number. Selecting the In or Out icon will prompt you to use the default configured in Settings.

Please note if you check in or out when in offline/ no internet access as message appears: see below

Using the NFC tag

If your scan mode is set to NFC then simply hold the phone near the NFC tag to check in or out.

Using the barcode

qrscan.png

If your scan mode is set to barcode you will see the barcode scanner when you select In or Out. The barcode for each Client is generated using the standard barcodes report. It is recommended that the pdf version of the report is used in order to provide the clearest barcode.

There is an option to use flash light while scanning a barcode during a visit check-in/out

Using the Client ID

If your scan mode is set to Client ID you can enter the Client ID when you select In or Out. This is shown above the barcode for that Client.

Client_ID_qrcode.png

Select Submit to complete the operation.

Using the Client Telephone Number

If your scan mode is set to telephone number you will need to enter the client’s telephone number when you select In or Out. This number is held in the Client Details in Webroster.net.

Select Submit to complete the operation.

Note: NFC and Barcode Check IN/OUT items will be treated as fully automated transactions, Client ID and Telephone No. items will be treated as manual overridden – and will be reflected as such by the coloured spot on the Timesheet within Webroster.net

Confirming Tasks

Tasks

When you check out of a visit you will be asked to confirm the status of any tasks associated with the visit.

Press the tick or cross icon to mark the task as completed or not.

If you confirm that the task has not been completed you may be asked to give a reason, if this is configured in Webroster.net Setup. The reasons list is configured in Setup and under External Links.

Choose Electronic Monitoring and under Alert Manager Options you can edit the reasons list.

Once the visit has been completed (i.e. the staff member has checked out) the tasks will be shown in the visit details along with whether they have been completed or not.

The task status will be recorded in the timesheet for that visit.

Outcome Tasks

Outcomes tasks are tasks that record scores for use with the Outcomes function in Webroster. When you tick completed you are asked to input outcome and time and note

Settings

Select the Settings button from the menu to configure Bee.

The following parameters can be configured.

  • Wi-Fi Only option – which provides automatic schedule sync with Webroster.net using a Wi-Fi Internet connection only
  • Days Ahead – Number of days ahead to download to your schedule.
  • Previous Days – Number of days in the past to retain on your schedule.
  • Default Scan Mode – Configures the default scan mode for checking in our out. 4 options will only be offered on Android phones with NFC architecture. If the phone doesn’t have NFC, they’ll only see 3 options.
  • Prompt to Enable PIN – Produces the prompt to ask the user if they want to use a four-digit PIN for subsequent log ins.
  • SOS SMS FromiPhone only. This sets the SMS from number to be the mobile number of this phone: No change is required here.
  • Webroster Server – The address of the Webroster.net server where your Webroster.net system resides. This is for information only. In order to change this, you must Clear Settings.
  • GPS Positioning – Both Bee Android and iPhone support GPS Positioning; iPhone will only send positions to Webroster.net after a noticeable difference in device location.
  • Clear Settings – Select to remove all configuration and check in and out data. You will be asked to confirm this operation. Note: This will also require you to re-enter the Webroster.net server address when next logging in.

Once the settings have been configured press the back button on your phone to return to the main menu.

Inbox

Pressing the Inbox on the menu will show the following icons of the messages received. Pressing Messages will open the message list and selecting the message will show the message detail.

Conversations System Notifications Visit enquires

Conversations

When a conversation is started in Webroster.net the conversation messages appears here in the Conversation Tab. A conversation starts by a user in Webroster.net, not the Bee user. All replies appear back in Webroster.net on Staff Details Screen (Bee Message History button), or in Global, (Bee Messages).

Once you select the message the contents are shown. From here you can reply, and the message will be sent to Webroster.net

Tap to view the message. It shows time received

By using

you can now send messages back to Webroster.net user who started the conversation: so, if user replied with 7pm

System Notifications

It will show a count on the top of screen. Tap to view the message. It will show if which Webroster.net user sent the system message and details of new visit, changed in visit or cancellation information, and it show the read time of this message. If you would like to save a message tick the star on right hand side

Visit enquires

Processing a Visit Enquiry in Bee

If the user has received a Booking Enquiry these will be shown in the Inbox.

Selecting the Visit Enquiries option will show the list of enquiries.

Selecting the message will show where this visit would appear in schedule, as orange – clicking the signpost will show location on map

Selecting the thumbs up will accept the offer, pressing the thumbs down will reject the offer. The staff member will confirm their actions.

   

see Bee Messaging documentation, for further information at https://elearning.mywebroster.com

 

Unsent

Select the Unsent from the menu to check unsent check ins or check outs.

Also note: the menu bar. Shows a red notification and the unset will show count and a notification

There is no manual send function in Unsent any more.  Bee will automatically send Unsent items the moment the device regains an Internet connection.

Logout

Select Sign Out from the menu to log out of Bee. You will be asked to confirm if you want to log out.

Note: Not using the Sign out button to log out and just closing the Bee app will result in one Webroster.net licence being held in use until the timeout comes into effect – the same as for Webroster.net.

The SOS Function

The SOS button is for use in the event that the Staff member needs assistance at their location.

Using the SOS Function

SOS Button in Bee

Selecting the SOS button in the Bee app will display a screen asking you to confirm that you want to call SOS. An email message will be sent and a phone call will be made to the configured telephone number.

Note: The device must have the required data connection active to be able to send the email. The device must have a phone signal, and sufficient credit on the phone tariff, to be able to make the telephone call. Similarly if you configure the SOS telephone number as a mobile number then the receiving phone must have a signal and credit to receive the call.

Email wording

The email will have the Staff name in the subject. SOS from << Staff Name>>

The message will provide location if settings allow

PANIC ALERT from <> at http://maps.google.com/maps?q=loc:52.58933377,-0.19561461 Wed, 27 Sep 2017 13:17:57 GMT

SMS Example

If SMS module is enabled. The message will provide location if settings allow