Join Nick Brazzi for an in-depth discussion in this video Adjust settings, part of Microsoft StaffHub Essential Training.
- [Instructor] In this movie, I want to take a look at some settings and adjustments that managers can use to customize the StaffHub experience, and we'll start with team settings, which we've barely glimpsed in other movies in this course. I'm signed in to StaffHub as a team manager, so I have admin permissions for this team. So if I go to the Team section, by clicking Team, up at the top of the window, you can see that I have access to Settings. So I just want to click on that, and take a look at what we have here. I'm just going to work through these categories one by one. Now, the first one, up here at the top, is pretty easy.
If you ever need to change the name of a team, you can come right here, type in some different text, and change that. Scrolling down here, the next item is Location. It's a good idea to confirm the time zone of your business. If you have employees in different locations, this should be set to your home office or your main office. Staff members in other time zones will see their shift schedules adjust to their local time zone. So it's a good idea to set a home reference point here. Next, is this Schedule section.
We did briefly see the schedule format option earlier in the course as well. By default, when a manager publishes a schedule, they will be publishing one week at a time. If your schedule is set up on a different cycle, maybe you publish your schedule every two weeks, you can change that setting here. Then, there's a section for Time Off Requests. When your team members request time off, there are a few different types of Time Off Requests that they can make. And we saw that earlier in the course, and you saw that there was a menu that you can open up and choose the type when you make a Time Off Request.
This is that list, and you can change that list. If you want to give your employees a different type of time off option, you can just click this button that says Add custom option, and you'll fill in the text. So let's say I want my employees to be able to request time off to attend conferences. I'll put in that text. Then, I want to choose an icon. This is a menu where you can choose from a bunch of different icons. Just make sure you don't choose an icon that's already being used by one of these other time off types.
So I'll open that up. I'll scroll through here and find one that's not already being used. Select that, and hit Save. So now, when my employees send Time Off Requests, they've got a new option they can choose for the type of time off they're requesting. You can always come back here and delete any of these, just by clicking on the Delete button next to them, and you can even make changes. You can click on the text field or change the icon for any of the other items on this list. So those aren't very complicated. Those are the settings that you can adjust for specific teams in StaffHub.
But now, I want to look at something completely different. I want to look at some settings for your entire company's StaffHub deployment. Before we can look at that, I want to scroll up here, and I need to sign out of this account. So I'm going to go to the button in the top right, click on that to open the menu, and I'm going to sign out. That's because the account that I was using just now, is not going to allow me to access the Global Settings for my entire organization. So first, we'll need to go to a specific address.
So that's going to be staffhub.ms/admin. And we'll need to sign in, and I'm going to use a different account. I'm going to use a very specific account here, because the person who has access to these settings for your entire organization, might be different from who you might expect. Only an Office 365 administrator for your company can adjust these settings. Remember, Office 365 administrator privileges have no connection to team manager status or admin permissions in a StaffHub team.
The Office 365 administrator is usually a representative from your IT department, who is responsible for maintaining your company's Office 365 deployment. So I'm going to sign in here, using the account that belongs to my IT person, who is my company's Office 365 administrator. I'll put in his e-mail address and password and click Sign in. And now, we can see the Office 365 administrator settings for StaffHub.
These are sometimes referred to as tenant admin settings for StaffHub, and these are settings that affect my entire organization, all of the employees at my company who use StaffHub on Office 365. And there are really only a few options here. First, you've got this switch to enable or disable StaffHub for the entire organization. This one switch will determine whether all of the Office 365 users at your company can access StaffHub. So if you've got a situation where none of your employees are able to sign in to StaffHub, you might want to check this setting.
Next, there's this option for Self Provision Accounts. It is possible to allow StaffHub to create new Office 365 accounts, but this is pretty unusual. Account creation is almost always handled by the Office 365 admin, so most users will not need to enable this. But I do want to take a look at this option here. This will let you set a prefix to be added to the names of Office 365 Groups that are created automatically by StaffHub. If you're a member, in another movie, we saw how Office 365 Groups are created automatically when you make a StaffHub team.
Let me show you something to refresh your memory on that. I'm going to open up another browser tab, and I'm going to go to the regular Microsoft Office website, office.microsoft.com. And I want to sign in here. I can sign in to any account. We'll just use the same account that we've been using. I can see it automatically signed me in. So I'm going to click on this up here, on the user's name, to open up this menu. I'll click on Work, school or university, which takes me to the regular Office webpage, and what I'm looking for here, is Mail.
I want to take a look at Outlook Mail. And this is what I wanted to see, over here on the left side, this section for Groups. So the Groups that I see here, were created when this user was invited to join a team in StaffHub. So the names of these Office 365 Groups are the same as those StaffHub teams. This is pretty handy, but because this happens automatically, it's possible that a user might see an Office 365 Group appear and have no idea why it appeared.
So for that reason, we can go back to our Admin Settings, and we can apply a prefix to be added to the names of those Office 365 Groups when they're created. Now, it may look like this preset has already been set, but that's not the case. This is just a placeholder. It's showing some suggested text that you might want to use for that prefix. To actually set the prefix, what you'll need to do is click on this box and type in some text. So I'm just going to label this StaffHubTeam, just to be a little bit different.
I'll finish that with an underscore to have a little separation, then I'll hit Save. So now, let's see what that prefix does for us. I'm going to open up yet another tab, and I'm going to log in normally in to the regular StaffHub page. And we're just going to use that same account we've been using. That's just fine. We can see that this user is a member of two teams, and so now, we can see those two teams have the same names of those Office 365 Groups we saw a moment ago.
Now, I'm going to create a new team for this user. We'll go through this setup. We've seen this before in this course. And I'll just call this North Branch, and Create the team. I'm going to Skip the text message thing, and then I can invite members to this team. That's not going to be important for this example. Right now, Stewart is the only member of the team, but that's still going to show us what we need because we're looking at Stewart's account anyway. So for now, I'm just going to hit Finish setup, and I'll Skip the tour.
So now, we've created a new team. Stewart is a member of that team. If we go back to Outlook Mail for Stewart and we refresh this page, we can see a new Office 365 Group has been added that corresponds with the team that Stewart just joined. But instead of just saying North Branch, it has that prefix. So I can identify that this Group is here, because I created or joined a StaffHub team.
And if I expand this panel a little bit, we can see the full name, and that's going to make it a little bit clearer. So when people see these Office 365 Groups pop up on their list automatically, they'll know where they came from. Okay, so let's go back to our Admin Settings for StaffHub, and we'll scroll down to this last section, labeled Employee resources. These are additional web resources or Microsoft PowerApps that will be accessible to your team members in the mobile app. Now, I want to spend more time with this topic, so we're going to explore this separately, in another movie in this chapter.
So those are the customization options that you have if you are a team manager in StaffHub or the Office 365 administrator for your organization.
In this course instructor Nick Brazzi shows managers and employees what they need to know to use StaffHub. He begins by showing how to create a team in StaffHub, invite employees to join teams, and organize employees staff into groups. Next, Nick covers all the aspects of work schedules—from how to create, modify, and view schedules to how employees can work together to cover shifts. He shows how to send messages to team members, share files with team members, and post communications using Day Notes. Lastly, Nick covers how to modify StaffHub settings to tailor it to your company and team.
- Creating teams and groups
- Managing teams
- Accepting invitations
- Managing multiple active teams
- Building a schedule
- Setting shifts
- Viewing a schedule
- Requesting time off
- Requesting to swap a shift
- Approving swaps
- Approving time off requests
- Sending messages
- Sharing files with teams