Substitute Quick Reference (SmartFindExpress Substitute Calling

Substitute Quick Reference (SmartFindExpress Substitute Calling System and Web Center)

System Phone Number 578-6618

Help Desk Phone Number 631-4868 (6:00 a.m. – 4:30 p.m.)

Write your Access number here _____________________________________________

Write your PIN number here _____________________________________________

Web Browser URL https://bakersfield.eschoolsolutions.com/

THE SYSTEM CALLS SUBSTITUTES DURING THESE TIMES:

Today’s Jobs

Future Jobs

Weekdays

Starts at 5:00 am and continues until 40% of completion of job

4:30 pm – 9:30 pm

Saturday

None

Sunday

None

5:00 pm – 9:30 pm

Holidays

None

4:00 pm – 10:00 pm

TELEPHONE ACCESS INSTRUCTIONS

1. Enter your Access ID, followed by the star (*) key

2. Enter your PIN, followed by the star (*) key

(If you do not have a PIN, enter your Access ID again, when prompted for your PIN. You will then be able to enter a

new PIN to use.)

When the system calls you, pressing the star (*) key will make the system wait for 2 minutes for you to enter your Access

ID and PIN.

Registration

1. Record your name followed by the star (*) key

PRESS 1 to Accept

PRESS 2 to Re-enter

PRESS 9 to Exit and hang-up

2. Hear your callback telephone number

PRESS 1 to Modify your callback number

PRESS 1 if Correct

PRESS 2 to Re-enter

PRESS 9 to Exit to next step

3. If your PIN is the same as your access ID, enter a PIN at least six (6) digits in length followed by the star (*) key

PRESS 1 if Correct

PRESS 2 to Re-enter

PRESS 9 to Exit and hang-up

Substitute Quick Reference (SmartFindExpress Substitute Calling System and Web Center - Continued

THE SYSTEM CALLS

Hear the Job Offer

1. PRESS 1 to Hear the job offer

PRESS 2 to Set temporary Do Not Call

PRESS 9 to Exit and hang-up

2. If you pressed 1 to Hear the job offer

PRESS 1 to Hear the job description

PRESS 2 to Decline the job (without hearing the description)

3. If you pressed 1 to Hear the job description

PRESS 1 to Accept this job

Record the Job Number. You are successfully assigned to the job.

PRESS 1 to Hear the job number again

PRESS 2 to Repeat the job description

PRESS 3 to Decline the job

PRESS 1 to Accept

PRESS 2 to Re-enter

PRESS 9 to Exit and repeat this step

4. If you pressed 2 to Set temporary Do Not Call, hear a time offered

PRESS 1 to Accept the time offered

PRESS 2 to Enter an earlier time in HH:MM format. Enter two digits for the hour and two digits for the

minutes. Enter 1 for am or 2 for pm

PRESS 9 to Exit and hear the job offer

Hear the Cancellation

1. Hear “This assignment has been cancelled” and the job information

2. PRESS 1 to Repeat the job information

PRESS 9 to Exit and hang-up

CALLING THE SYSTEM

Menu options

1 - Review or Cancel Assignments

2 – Hear Available Jobs

3 - Change your Callback Number

4 - Review or Modify Temporary Do Not Call Time

5 - Review or Modify Unavailability Dates

6 - Review or Modify Daily Availability

7 - Change PIN or Re-record Name

9 - Exit and hang-up

Substitute Quick Reference (SmartFindExpress Substitute Calling System and Web Center - Continued

1 Review or Cancel Assignments

1. Hear assignments in chronological order

PRESS 1 to Hear assigned job information again

PRESS 2 to Cancel this assigned job

PRESS 8 to Hear another assigned job

PRESS 9 to Exit to menu options

2. If you pressed 2 to Cancel assignment

PRESS 1 to Confirm cancellation

PRESS 1 to Accept

PRESS 2 to Re-enter

PRESS 9 to Exit and hear next assignment

PRESS 9 to Exit and hear next assignment (assignment will not be cancelled)

2 Hear Available Jobs

1. Hear assignment information

PRESS 1 to Repeat assignment

PRESS 2 to Accept assignment

PRESS 3 to Decline assignment

PRESS 8 to Hear next assignment

PRESS 9 to Exit to menu options

2. If you pressed 2 to Accept assignment, hear the job assignment

PRESS 1 to Repeat assignment

PRESS 2 to Hear next assignment

PRESS 9 to Exit to menu options

3. If you pressed 3 to Decline assignment

PRESS 1 to Accept

PRESS 2 to Re-enter

PRESS 9 to Exit and hear next assignment

3 Change your Callback Number

1. Hear the Callback telephone number

PRESS 1 to Modify callback telephone number

PRESS 9 to Exit to menu options (number will not be changed)

2. Enter new telephone number followed by the star (*) key. Hear the new telephone number

PRESS 1 if Correct

PRESS 2 to Re-enter the number

PRESS 9 to Exit to menu options

4 Review or Modify Temporary Do Not Call Times

1. Hear the temporary Do Not Call time

PRESS 1 to Enter a time

PRESS 2 to Delete this time

PRESS 9 to Exit to menu options

Substitute Quick Reference (SmartFindExpress Substitute Calling System and Web Center - Continued

2. If you pressed 1 to Enter a time, hear a time offered

PRESS 1 to Accept the time offered

PRESS 8 to Enter an earlier time in HH:MM format. Enter two digits for the hour and two digits for the minutes.

Enter 1 for am or 2 for pm

PRESS 9 to Exit to menu options

5 Review or Modify Unavailability Dates

1. PRESS 1 to Review or delete unavailability period

PRESS 2 to Add a new unavailability period

PRESS 9 to Exit to menu options

2. If you pressed 1 to Review or delete, hear the unavailable period information

PRESS 1 to Delete this unavailability period

PRESS 2 to Hear the next unavailability period

PRESS 9 to Exit to menu options

3. If you pressed 2 to Add dates

Enter Start Date; two digits for the month, two digits for the day, two digits for the year (MMDDYY)

Enter End Date; two digits for the month, two digits for the day, two digits for the year (MMDDYY)

Indicate unavailable all day?

PRESS 1 for Yes

PRESS 2 to Enter time

Enter Start Time in HH:MM format. Enter two digits for the hour and two digits for the minutes. Enter 1 for am

or 2 for pm

Repeat procedure for End time

Receive calls for future assignments during unavailable period?

PRESS 1 to Receive calls for future jobs during this unavailability period

PRESS 2 if you do not want to receive calls for future jobs during this unavailability period

PRESS 9 to Exit and review or modify unavailability dates (without saving unavailability period)

6 Review and Modify Daily Availability

1. PRESS 1 to Review or delete, hear a time period you are available to work

PRESS 2 to Enter a new time period you are available to work

PRESS 3 to Review or delete, hear a time period you should not be called

PRESS 4 to Enter a new time period you should not be called

PRESS 9 to Exit to menu options

2. If you pressed 1 to Review or delete a time period you are available to work, or pressed 3 to review or delete a time

period you should not be called, hear the day and time period in chronological order

PRESS 1 to Delete this time period

PRESS 8 to Hear the next time period

PRESS 9 to Exit to review or modify daily availability

3. If you pressed 2 to Enter a new time period you are available to work, or pressed 4 to a new time period you should

not be called

Substitute Quick Reference (SmartFindExpress Substitute Calling System and Web Center - Continued

Select the day of the week

PRESS 1 for Monday thru Friday

PRESS 2 – 8 for Sunday thru Saturday (2=Sunday, 3=Monday, 4=Tuesday, 5=Wednesday, 6=Thursday, 7=Friday,

8=Saturday)

If you pressed 1 thru 8, enter a time

PRESS 1 for All day

PRESS 2 to Enter start and end time

Enter the time in HH:MM format. Enter two digits for the hour and two digits for the minutes. Enter 1 for am

or 2 for pm

PRESS 9 to Exit to review or modify daily availability (without saving changes)

7 TO CHANGE PIN OR RE-RECORD NAME

1. PRESS 1 to Change your PIN

PRESS 2 to Change the recording of your name

PRESS 9 to Exit to menu options

2. If you pressed 1 to Change your PIN

Enter a new PIN at least six (6) digits in length followed by the star (*) key

PRESS 1 if Correct

PRESS 2 to Re-enter

PRESS 9 to Exit to menu options

3. If you pressed 2 to Change the recording of your name

Record your name; press the star key (*) when finished

PRESS 1 to Accept

PRESS 2 to Re-record name

PRESS 9 to Exit to menu options

4. If you pressed 3 to Change the language preference

Enter language followed by the star key (*) when finished

PRESS 1 to Accept

PRESS 2 to Hear more language options

PRESS 9 to Exit to menu options (without saving language)

WEB BROWSER ACCESS INSTRUCTIONS

Sign-In

Open your web browser and access the SmartFindExpress Sign In page. Review the messages above the Sign In. Enter

your Access ID and PIN. Review additional announcements on your home page, if any.

Pin Reminder

The “Forgot your PIN?” link supports users who want to log into the system, but have forgotten their PIN. When this link

is selected, the system displays the PIN Reminder Request page. The user’s Access ID and the security code being

displayed must be entered on this page. Note: You must be registered with the system to use this option.

Substitute Quick Reference (SmartFindExpress Substitute Calling System and Web Center - Continued

If the submitted information is valid, the system sends the user an email containing their PIN. This information will

enable the user to successfully log into the system. The email is sent to the email address in the user’s profile. If the

submitted information is invalid, the system will return an error message and allow new information to be entered.

Employee Profile

Choose the Profile link to view and update your information

Profile Tab

 Change your Callback Number

Enter the telephone number where you can be contacted by the system. Long Distance ONLY: Include the ‘1’ (long

distance indicator) and area code only if required for the system to call you from the district office

 Add Temporary Do Not Call setting

Enter a time in HH:MM am or pm format for the system to resume calling

(The maximum is 24 hours from the current time)

Schedule Tab

 Create a new Availability Schedule

o Select New button

o Select days of the week for the schedule by leaving boxes checked by that day

o Select either the times you are available to work or the times you should not be called, but not both

 Check box for all day or

 Enter a start and end time range in HH:MM am or pm format

o Select Save button

o To Exit without saving changes, select the Return to List button

 Modify an Availability Schedule

o Choose day or days of the week you want to delete by checking the boxes by that day

o Select the Delete button

o Select the New button to add a new day of week or time. Follow the steps for “Create a New Availability

Schedule” as outlined above

Classifications and Locations Tab

 Review classifications and locations you have chosen for possible assignments

Unavail Dates Tab

 Create Unavailability Schedule

o Select the New button

o Enter Start and End Date Range (MM/DD/YYYY) or use the calendar icon

o Select the All Day check box or enter the time range in HH:MM am or pm format

o Select the Call for Future Assignments checkbox, if during the unavailable time period entered you would still

like to receive calls for future assignments. Leave box unchecked if you do not want any calls during this time

o Select Save button

 Delete Unavailability Schedule

o Place a checkmark in the desired date range box

o Select the Delete button

Substitute Quick Reference (SmartFindExpress Substitute Calling System and Web Center - Continued

Email Tab

 Enter or change email address.

Available Jobs

Choose the Available Jobs link to view and accept assignments

To view and accept jobs

 You must be available to work all days and times of the job

 You have specified that you will work at the location

 You are specified for the job

Follow these steps:

 Select the date range for your search entering in the dates with forward slashes (MM/DD/YYYY) or using the

calendar icon. Leaving dates blank will return all data

 Press the Search button to display the list of jobs

 Press the Details link to view the job details. Review the specifics and choose one of the following

o Select the Accept Job button. A job number will be assigned to you if the job has been successfully assigned to

you. Please record this Job Number.

o Select the Decline Job button. Select a reason for decline from the drop-down list, then select the Decline Job

button

o Select the Return to List button to return to the job listing

Review Assignments

Choose the Review Assignments link to review past, present and future assignments or to cancel an assignment

Follow these steps:

 Select format for Assignment display. List or Calendar view

 Search for assignments

o Enter the date range with forward slashes (MM/DD/YYYY) for your search or use the calendar icon. Leaving

dates blank will return all data

o Enter a specific job number (date range will not be used)

 Press the Search button to display the list of assigned jobs

 Choose the Job Number link to view job details

o Select the Return to List button to review other jobs assigned to you

o Select the Cancel Assignment button to cancel your assignment. Wait for the “Job was cancelled successfully”

notification. You cannot cancel an assignment that has already started

o An assignment may contain file attachments. To view or download a file attachment, click on the file name.

Sign-out and Web Browser Information

At any time during the session, the Sign Out link can be pressed to end the session and disconnect from

SmartFindExpress. Pressing the browser's back button or going to another site on the Internet does not disconnect the

session from SmartFindExpress. To ensure security and privacy of information, use the Sign Out link to disconnect from

SmartFindExpress and close the browser when you finish with your session. Important Note: Do NOT use the browser's

BACK button to navigate to screens. Navigation buttons are on the bottom of SmartFindExpress screens, such as the

Return to List and Continue buttons.