Fixed or Relative Mode Call Times

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Master Data > School > General Information

The next part of the school settings’ “General Information” page will depend on whether you choose to use a “Fixed” or “Relative Cutoff Time Mode”. Fixed mode allows you to enter an actual time (i.e. 07:30) and Relative allows you to enter a relative time frame (i.e. 2 hours before absence start time). Remember, always use military time (i.e. 1:30 PM is 13:30).

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Fixed Mode

The Fixed Cutoff Time Mode allows you to enter a specific time to be used for the cutoff settings. The following settings are fixed mode settings.

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1. Start/Half/End Times:  Define your default full day, half day AM & PM times.

2. Cutoff Time Mode:  Decide between Fixed or Relative.

3. Employee Preferred Substitutes List:  Select if employees can view and modify a Preferred Substitutes Lists. Choose one of the following options:

  • Do Not Display Pref List:  Employees cannot view or edit the list.
  • Display Pref List:  Employees can view the list, but may not edit it.
  • Edit Pref List (Basic):  Employees can add, remove and exclude substitutes from the list. This option is the most common choice for districts. Allows “favorite five.”
  • Edit Pref List (Advanced):  Employees can do all the functions of the Basic option, as well as determine visibility settings and set a call order for the entire list. Allows “favorite five.”
  • Edit Pref List (Basic) No Exclude:  Employees can add and remove substitutes, but may not exclude them. Allows “favorite five.”
  • Edit Pref List (Advanced) No Exclude:  Employees can add and remove substitutes and determine visibility settings and set a call order, but may not exclude substitutes. Allows “favorite five.”

4. Absence/Vacancy and Fulfillment Cutoff Times:

  • Absence Cutoff Time:  Time after which Aesop will not allow employees to enter an absence for the day.
  • Fulfillment Cutoff Time:  Time at which Aesop will stop showing the job as “available” and stop calling to fill the job.

5. Employee and Substitute Cancel Cutoff Hours:

  • Employee Cancel Cutoff Hours:  The latest time an employee can cancel an absence for the day.
  • Substitute Cancel Cutoff Hours:  The latest time a substitute can cancel an assignment for the day.

Relative Mode

Instead of choosing a specific time (like with the Fixed Cutoff Time Mode) the Relative Cutoff Time Mode allows you to specify the number of hours before or after the absence’s start time.

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For example, if your Employee Cancel Cutoff Hours setting is set to “12 hours before start,” and the absence start time is 7:00 AM, Aesop would not allow the employee to cancel the absence after 7:00 PM the day before.

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1. Start/Half/End Times:  Define your default full day, half day AM & PM times.

2. Cutoff Time Mode:  Decide between Fixed or Relative.

3. Employee Preferred Substitutes List: This is the master switch for all employees at this school to be able to view or modify their personal preferred substitute list.

4. Absence/Vacancy and Fulfillment Cutoff Hours:

  • Absence/Vacancy Cutoff Hours: Restrict when an employee can register an absence. Choose either the number of hours before or after the start time of the job.
  • Fulfillment Cutoff Hours:  Determine how long Aesop will call with available assignments. Choose either the number of hours before or after the start time of the job.

5. Employee and Substitute Cancel Cutoff Hours:

  • Employee Cancel Cutoff Hours: Determine when an employee can cancel an absence. Choose either the number of hours before or after the start time of the job.
  • Substitute Cancel Cutoff Hours:  Determine when a substitute can cancel an assignment. Choose either the number of hours before or after the start time of the job.

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1. Minimum Absence Duration:  Here you can control the minimum number of hours an employee can register as an absence.

2. PIN:  This is the school’s PIN number. Click the Change Pin link to edit.

3. Notes:  A place to enter general notes about this school.

4. Maximum Absence Duration:  The maximum number of hours an employee can register as an absence is set here.

5. Pin Expired / Pin Expires:  Only active if the “Pin Expire?” box is checked under Master Data > Organization Information > Miscellaneous

6. Hours Per Day:  Total number of hours per day