AUXILIARY DUTIES€¦ · © Auxiliary Duties - Steve Wekarchuk 3 Remove members from an event ..... 15

© Auxiliary Duties - Steve Wekarchuk 1

AUXILIARY DUTIES

Instruction Manual


Table of Contents Auxiliary Duty Websites .................................................................................................................. 4

User Account Functions .................................................................................................................. 4

User Logon .................................................................................................................................. 4

Forgotten Password .................................................................................................................... 4

Password Changes ...................................................................................................................... 5

Email Changes ............................................................................................................................. 5

Website Navigation ......................................................................................................................... 6

Duties .............................................................................................................................................. 6

Event Filters ................................................................................................................................ 6

How to book an event ................................................................................................................. 7

How to view the events you have signed up for ........................................................................ 7

How to cancel from an event ...................................................................................................... 7

How to see who has signed up for an event............................................................................... 8

How to add an event to your email client .................................................................................. 8

How to print a specific event ...................................................................................................... 8

Time Submissions ............................................................................................................................ 8

How to enter a time sheet .......................................................................................................... 8

What is the Reference field, and how do I use it? ...................................................................... 9

How to view Time Sheets............................................................................................................ 9

Edit Time Sheets........................................................................................................................ 10

Delete Time Sheets ................................................................................................................ 10

Unit Directory ................................................................................................................................ 10

How to view fellow members contact information .................................................................. 10

Documentation ............................................................................................................................. 11

How to navigate files and folders ............................................................................................. 11

Administrative (NCO) Functions ................................................................................................... 12

Access Levels ............................................................................................................................. 12

Edit Articles ............................................................................................................................... 13

Create new duties / events ....................................................................................................... 13

Edit existing duties / events ...................................................................................................... 14

Unpublish existing duties / events ............................................................................................ 14

Add members to an event ........................................................................................................ 14


Remove members from an event ............................................................................................. 15

Mass email members signed up for an event ........................................................................... 15

Print members signed up for an event ..................................................................................... 15

Approve (or unapprove) time sheets........................................................................................ 15

Modify submitted time sheets .................................................................................................. 15

Delete submitted time sheets .................................................................................................. 15

Add new users to the website .................................................................................................. 16

Disable existing users from the website ................................................................................... 16

Change members website access ............................................................................................. 16

Edit contact information ........................................................................................................... 17

View and / or activate former members .................................................................................. 17

Appendix A .................................................................................................................................... 18

Appendix B .................................................................................................................................... 19

Appendix C .................................................................................................................................... 20

Appendix D .................................................................................................................................... 21

Appendix E .................................................................................................................................... 22


Auxiliary Duty Websites ▪ Durham Region Auxiliary Unit: www.durhamduties.com ▪ Waterloo Regional Auxiliary Unit: www.waterlooduties.com ▪ Peel Regional Auxiliary Unit: www.peelduties.com ▪ Cobourg Auxiliary Unit: www.cobourgduties.com

User Account Functions

User Logon 1. Using your web browser, go to your Auxiliary Duties Website.

2. In the ‘Badge’ or ‘Regimental’ field, enter your Badge number (Logon ID)

3. Within the ‘Password’ field, enter your secret password.

4. Select ‘Log in’.

Forgotten Password 1. Using your web browser, go to your Auxiliary Duties Website.

2. If you have forgotten your password, click “Forgot your password?”. 3. When prompted (see below), enter the email address associated with the Auxiliary

website. 4. Select “Submit”.

5. An email will be sent to you providing a verification code (temporary password). 6. In the following screen, enter your Badge / Regimental ID and the received verification

code (temporary password).

http://www.durhamduties.com/

http://www.waterlooduties.com/

http://www.peelduties.com/

http://www.cobourgduties.com/


Password Changes Using your web browser, go to your Auxiliary Duties Website and logon.

1. From the top navigation menu, hover over ‘Unit Directory’ and select ‘Password Reset’.

2. Select ‘Edit Profile’ on the top right side 3. To change your password, enter your new secret password within the ‘Password’ AND

the ‘Confirm Password’ fields. Your secret password must match in both fields (case

sensitive).

4. Click ‘Submit’.

Email Changes 1. Using your web browser, go to your Auxiliary Duties Website and logon.

2. From the top navigation menu, hover over ‘Unit Directory’ and select ‘Password Reset’ 3. Select ‘Edit Profile’ on the top right side 4. To change your account email, enter your new email address within the ‘Email Address’

AND the ‘Confirm Email Address’ fields.

5. Click ‘Submit’.


Website Navigation

▪ News: Auxiliary Unit news. ▪ Duties: Provides Auxiliary events in a list format, calendar format, or through several

reports. Some services allow additional requests like Patrol Escorts, Speed Boards, etc. ▪ Time Sheets: Allows for the submission, editing, tracking, and reporting of time sheets. ▪ Unit Directory: Displays authorized Auxiliary member information, including ability to

manage your account (Password / Email). ▪ Learning: Provides a link or links to developmental training for Auxiliary members

(i.e. Police Knowledge Network).

▪ Documentation: Provides an online document repository. ▪ Discussion: Where equipped, it allows an online forum for Auxiliary members to discuss

topics, a place to buy & sell artifacts, request duty swaps, seek website assistance, and

share photos.

▪ Logout: Log off from the Auxiliary website.

Duties

Event Filters 1. Using your web browser, go to your Auxiliary Duties Website and logon. 2. From the top navigation menu, select ‘Duties’. 3. Using the navigation menu on the left side, you can;

▪ My Duties: Click this option to view duties that you have currently signed up for.

▪ Categories: Filter by predetermined event

categories for your Auxiliary Unit. ▪ Dates: Filter by event start dates;

o Current Events – Active upcoming events o Old Events – Past completed events o Events Today – Current daily events o Events This Week – Current weeks events o Events This Month – Current months events o Events This year – Current years events

▪ Search: Filter by keywords against all of the events

▪ NOTE: To remove any filters, simply click the X on the for the associated filter.


How to book an event

1. Once logged on, click on ‘Duties’ from the navigation menu.

2. Scroll though the list of duties or filter by category, date, or keyword. 3. Once you’ve identified an event to book from either the summary or details page… 4. Select the ‘Book Now’ button. 5. A confirmation screen will appear, select the ‘Book’ button to proceed. 6. You will then receive a booking confirmation email and the event will appear in the ‘My

Duties’ tab.

How to view the events you have signed up for 1. Once logged on, click on ‘Duties’ from the navigation menu.

2. Select ‘My Duties’ from the filter menu on the left-hand side. 3. You can then review all your current events or past events by changing the ‘Dates’ field

within the filter menu.

How to cancel from an event NOTE: Most auxiliary units do not let members cancel themselves from events. In these cases,

the only way to cancel your participation from an event you’ve signed up for, is to email the

Auxiliary Sergeants by regular email. Once they have removed you from the event, you will

receive an email confirmation.

For auxiliary units that do allow members to cancel from signed up events, follow the steps

below;

1. Once logged on, click on ‘Duties’ from the navigation menu. 2. Select ‘My Duties’ from the filter menu on the left-hand side. 3. Locate the event you would like to cancel from, and click ‘Booking Details’ 4. Then select ‘Cancel Booking’ NOTE: You can normally only cancel from an event until 7 to 14 days in advance of the start

date


How to see who has signed up for an event 1. Once logged on, click on ‘Duties’ from the navigation menu.

2. Scroll though the list of duties or filter by category, date, or keyword. 3. At the bottom of each event summary and description, there is a ‘Participants’ button

with the number of Auxiliary members signed up. By clicking on ‘Participants’, it will

outline the names of the members signed up.

How to add an event to your email client 1. Once logged on, click on ‘Duties’ from the navigation menu. 2. Select ‘My Duties’ from the filter menu on the left-hand side.

3. Click on the title of the event you would like to add to your email client.

4. Select the “Calendar file” link. 5. When prompted, select the mail client you have installed, ensure “Open with” is

selected, and click “OK”.

6. When your meeting window opens, select “Save” and then click “OK”.

How to print a specific event 1. Once logged on, click on ‘Duties’ from the navigation menu. 2. Click on the title of the event you would like to print. 3. Click on the print symbol (top right corner).

4. When presented with the print window, click “OK”.

Time Submissions

How to enter a time sheet 1. Once logged on, click on ‘Time Sheets’ from the navigation menu. 2. Enter the following fields;

a. Name: Your name is automatically populated by your logon. b. Date: Enter the date of the duty you worked. c. Duty Type: Select the type of duty you performed (specific per Police Service). d. Duty Name: Select the name of the duty you worked. For administrative type

tasks where you did not have to sign up for, select “2018 Other – See Comments” and enter information about your duty in the Comments section.

e. Location: Select the location of your event. f. Hours: Enter the number of hours you worked at the event. g. Mileage: Enter the number of kilometers you travelled to the event.

(only for services that track this information) h. Comments: Enter any additional comments for this time submission i. Submit: Allows you to submit your time entry.


What is the Reference field, and how do I use it? NOTE: This is normally only available for services that track travel mileage

The reference field is used for members to pre-populate with mileage information between two

locations. This normally from your home to various police service locations. This provides an

easy way to recall mileage information between two locations.

1. Once logged on, hover over ‘Time Sheets’ from the navigation menu. 2. Then select the ‘Reference’ link. 3. Click on the edit button . 4. Enter the required mileage information from point A to point B. 5. Select ‘Save’ when completed. 6. The information entered here will automatically display when completing time sheets.

How to view Time Sheets This section allows you to view a summary of your APPROVED and UNAPPROVED time

submissions.

1. Once logged on, hover over ‘Time Sheets’ from the navigation menu 2. Then select ‘Your 2018 Time’. 3. This view will provide the following;

o List of all submitted time sheets. o Provides a total of your hours by ‘Duty Type’. o Provides a total of your kilometers by ‘Mileage’ (where applicable). o You can view specific details of each timesheet by clicking on the duty title


Edit Time Sheets

This section allows you to edit and delete UNAPPROVED time submissions.

1. Once logged on, hover over ‘Time Sheets’ from the navigation menu. 2. Then select ‘Edit Time Sheets’. 3. Edit a specific time sheet by clicking on your associated name. 4. Make the required changes. 5. When completed, select ‘Save’ or ‘Apply’.

Delete Time Sheets 1. Once logged on, hover over ‘Time Sheets’ from the navigation menu. 2. Then select ‘Edit Time Sheets’.

3. Select the “X” beside the time sheet you would like to delete.

4. Click “OK” when prompted with the confirmation message.

Unit Directory

How to view fellow members contact information 1. Once logged on, click on ‘Unit Directory’ from the navigation menu. 2. To find your contact;

a. Scroll through the list manually. b. Enter keywords in the search field. c. Select ‘Filter’ to refine the list.

3. Once found, click on their name to see details of your contact. NOTE: Depending on your police service, some details may be restricted based on your website

access level.


Documentation

How to navigate files and folders

Click to return to the Home directory.

Click to search documentation based on keywords or tags.

Click to bookmark certain favorite documentation.

Click to go up one level in the folder structure.

Click to go back to the previously screen.

Click to download a specific document.

Click to view details about the document.


Administrative (NCO) Functions

Access Levels Constable ▪ Ability to;

o News: View articles o Duties: View events (list or calendar form) o Duties: Sort and filter events o Duties: Sign-up for events o Duties: View Participants o Duties: Map directions to an event o Duties: Print events o Duties: Download calendar files for events o Time Sheets: Enter and submit time sheets o Time Sheets: Edit unapproved time sheets o Time Sheets: View year to date event tally o Time Sheets: Enter reference mileage (if applicable) o Time Sheets: Run reports on time sheets submitted o Unit Directory: View fellow member contact information o Documentation: View files / folders designated for constables o Forums: Read and post chats (if applicable)

NCO ▪ All Constable functions, plus; o News: Edit articles o Duties: Create new events o Duties: Edit existing events o Duties: Add or remove members from events o Duties: Mass email members signed up for an event o Duties: Print members signed up for an event o Duties: Download a spreadsheet of members signed up for an event o Time Sheets: Approve (or unapprove) time sheets o Time Sheets: Modify submitted time sheets o Time Sheets: Delete submitted time sheets o Unit Directory: View members restricted contact information o Documentation: View files / folders designated for NCO’s o Forums: Moderate posted chats (if applicable)

NCO+ ▪ All Constable and NCO functions, plus; o Website: Add new users o Website: Disable existing users o Website: Change members website access (Constable, NCO, NCO+) o Unit Directory: Edit contact information o Unit Directory: View and activate former members


Edit Articles 1. Once logged on, click on ‘News’ from the navigation menu. 2. Locate the article requiring changes and select the ‘Edit’ function on the top right

corner.

3. Make the necessary changes to the ‘Content’ tab. 4. Select ‘Save’

Create new duties / events 1. Once logged on, click on ‘Duties’ from the navigation menu. 2. Select either the symbol in the top right corner, or ‘New Event’ at the bottom of the

screen. 3. Enter the mandatory and non-mandatory information into each field and tab. Once

completed, an email will be sent automatically to Auxiliary members. NOTE: Always remember to click save and / or apply for the event to publish. o Content Tab: Here you set up the information related to the event, like description,

title or files. (Appendix A) ▪ Title: Event name. ▪ Category: Set event categories pre-defined by your police service. ▪ Tags: Searchable key words for the event. ▪ Brief Description: This one is used for the event-list overview, calendar,

upcoming events view etc (and for the event detail page if you don't supply a detailed description).

▪ Detailed Description: If you don't have a detailed description, the brief one is shown instead. This is the longer event description, shown in detail pages, printing views on the event etc.

▪ Event Overview image: This one is used in the event overview, upcoming events etc. It should be in the portrait format and rather small.

▪ Event detail image: This one is used in the event detail page and in the calendar. On the academy template it takes 100% of the size. It should be in landscape format (for example 16:9) and larger.

▪ OIC: Is the sworn Officer in Charge. ▪ AIC: Is the Auxiliary Office in Charge. ▪ Top Event / Hot Events: Features this event and highlights it in the frontend.

You can also show only featured events with an "Featured View" menu entry. o Location Tab: Here you can choose between predefined locations, custom locations

(just for this event, without detail page) or if the event is a webinar (which has no location at all). (Appendix B)

▪ Custom Location: Just for this event, without a detailed page outlining the location.

▪ Google Maps Location: Specific address information for Google to map the location.


o Booking Tab: In the bookings tab you can set up how many people should be able to book this event. You can limit the number or set it to unlimited. You can also completely disable online booking for this event. (Appendix C)

▪ Maximum Participants: Number of maximum participants ▪ If fully booked: Once the maximum number of participants has been

reached you can either decide to disallow booking for this event in total or you can continue booking on the wait-list.

▪ Min. Participants: If you set this to a certain amount and this is not reached X days before an event it is going to be automatically cancelled.

▪ Maximum participants per booking: You can limit how many places can be taken by one single booking. In most cases, this should be set to 1.

o Dates Tab: (Appendix D & E) ▪ Add Date: Adds a single date for the event. (Appendix D) ▪ Batch creates dates: If you want to generate multiple dates for this event at

once, click on Batch create dates. A date generator will show up allowing you to select repeating types, the count of dates or how long the dates should be repeated. After you have set up your recurring settings click on generate. After this a list of dates will show up. You can also edit them manually following the default date scheme: YYYY-MM-DD. Just click on the little x button on every date to remove it. (Appendix E)

Edit existing duties / events 1. Once logged on, click on ‘Duties’ from the navigation menu. 2. Locate the event you would like modify and select ‘Edit Event’. 3. Make the necessary modifications and select ‘Apply’.

Unpublish existing duties / events 1. Once logged on, click on ‘Duties’ from the navigation menu. 2. Locate the event you would like unpublish and select ‘Edit Event’. 3. Scroll to the bottom of the event and select ‘Unpublish’. 4. Once completed, an email will be sent automatically to registered Auxiliary members.

Add members to an event 1. Once logged on, click on ‘Duties’ from the navigation menu. 2. Locate the event you would like to add a member and select ‘Bookings’. 3. Scroll to the bottom of the page and select “Add Auxiliary Member”. 4. Under the ‘User’ dropdown, select the member you would like to add. 5. Under the ‘Status’ dropdown, select ‘Participation Assured’. 6. Scroll to the bottom and select ‘Save’, ignoring all other fields. 7. Once completed, an email will be sent automatically to that Auxiliary member.


Remove members from an event 1. Once logged on, click on ‘Duties’ from the navigation menu. 2. Locate the event you would like to remove a member from and select ‘Bookings’. 3. Locate the member you would like to remove and under the ‘Cancel’ column, select the

members associated checkmark. This will cancel the booking. 4. Once completed, an email will be sent automatically to that Auxiliary member.

Mass email members signed up for an event 1. Once logged on, click on ‘Duties’ from the navigation menu. 2. Locate the event you would like to email all registered members and select ‘Bookings’. 3. Scroll to the bottom of the page and select ‘Contact Participants’. 4. Type in the necessary message into the pop window, and select ‘Send’. 5. Once completed, an email will be sent automatically to registered Auxiliary members.

Print members signed up for an event 1. Once logged on, click on ‘Duties’ from the navigation menu. 2. Locate the event you would like to email all registered members and select ‘Bookings’. 3. Scroll to the bottom of the page and select either ‘Participants-list’ or ‘Signature-list’. 4. Once you receive the pop-up window, select ‘Print’.

Approve (or unapprove) time sheets 1. Once logged on, hover over ‘Time Sheets’ from the navigation menu and select

‘Approve Time Sheets’ (or ‘Unapprove Time Sheets’). 2. Review the listed timesheets, and select to approve, or to unapprove.

TIP: You can approve (or unapproved) more than one timesheet at a time by using the select

boxes and clicking the or at the top of the list.

Modify submitted time sheets 1. Once logged on, hover over ‘Time Sheets’ from the navigation menu and select

‘Approve Time Sheets’ (or ‘Unapprove Time Sheets’). 2. Locate the timesheet you would like to modify and click of the members name. 3. Make the required modifications and select either ‘Apply’ or ‘Save’

Delete submitted time sheets 1. Once logged on, hover over ‘Time Sheets’ from the navigation menu and select

‘Approve Time Sheets’ (or ‘Unapprove Time Sheets’). 2. Locate the timesheet you would like to delete and click . 3. Click ‘OK’ to confirm deletion.

TIP: You can delete more than one timesheet at a time by using the select boxes and clicking the

at the top of the list.


Add new users to the website 1. Once logged on, hover over ‘Unit Directory’ from the navigation menu and select ‘New

User’. 2. To create their logon account, enter in the mandatory fields for the new member;

a. Name: Full name b. Email c. Regimental / Badge: This is their logon id. d. Password: This is their initial password for logon. They will be forced to change it

upon logon. 3. Select ‘Save’ 4. *IMPORTANT* Another screen will appear asking for information that will be published

into the Unit Directory a. Regimental: It is critical that this field be populated again so it will link the

members logon id with the Unit Directory information. Enter their regimental / badge number.

b. Rank: Will default to ‘Recruit’. c. Division: Will default to the overall service. d. Service Date: Will default to today’s date. e. Etc: All other fields are self-explanatory.

TIP: New users will automatically be given ‘Constable’ access rights. To change that, please see

the ‘Change members website access’ section of this document.

Disable existing users from the website 1. Once logged on, click on ‘Unit Directory’ from the navigation menu. 2. To find your contact;


3. Once found, click on their name to see details of your contact. 4. Under the ‘Disable?’ field, select ‘Yes’. 5. Then select either ‘Apply’ or ‘Save’.

Change members website access 1. Once logged on, click on ‘Unit Directory’ from the navigation menu. 2. To find your contact;


3. Once found, click on their name to see details of your contact. 4. Scroll to the bottom of the page and change the ‘Site Access’ drop down to ‘Constable’,

‘NCO’, or ‘NCO+’. 5. Then select either ‘Apply’ or ‘Save’.


Edit contact information 1. Once logged on, click on ‘Unit Directory’ from the navigation menu. 2. To find your contact;


3. Once found, click on their name to see details of your contact. 4. Make the required modifications and select either ‘Apply’ or ‘Save’

View and / or activate former members 1. Once logged on, hover over ‘Unit Directory’ from the navigation menu and select

‘Former Members’. 2. To find your contact;


3. Once found, click on their name to see details of your contact. 4. Under the ‘Disable?’ field, select ‘No’. 5. Then select either ‘Apply’ or ‘Save’.


Appendix A


Appendix B


Appendix C


Appendix D


Appendix E

Documents

AUXILIARY DUTIES€¦ · © Auxiliary Duties - Steve Wekarchuk 3 Remove members from an event ..... 15