Using Staff Agencies

Use the Configuration tab in the Cover Manager module to manage outsourced agency staff bookings and the information associated with them, such as the agency contact details.

A number of functions are available in this option:

• Manage agency information and contacts. You must create an agency to start using this option. You can then choose to edit any of the details held for the agency.
• Manage agency staff. Add and edit the teachers listed under each agency. A teacher must be allocated to an agency but they can be listed with more than one, if required.
• Manage agency bookings. Add and edit the bookings listed for each agency teacher. Once you have booked an agency teacher you can use them to cover lessons.

Create an Agency

To create an agency, follow the steps below:

1. Open the Cover Manager module and select the Configuration tab.
2. Click Manage Cover Agencies in the right hand menu:
   
3. Click Create Agency.
   An example of the window displayed is shown below:
   

4. Complete the sections displayed in the Agency Details tab. More information is shown below:

   Section	Explanation
   Core Details	Agency Name. Enter the agency name. Agency Code. This is used as a short name in the module when space is limited. It is good practice to use a unique code. Agency Active. Select Yes to use the agency in the module. Preferred Agency. Select Yes to list the agency as preferred in the module. Preferred agencies and other agencies are listed separately in Manage Cover Agencies. This helps to clearly identify the agencies which you should contact first when arranging cover. Notes. These can only be viewed when adding or editing an agency. Use to outline the terms of business you hold with the agency or any other relevant information.
   Address Details	Either: Enter an address for the agency.  or Enter the agency's postcode. Click . Click on the correct address in the list displayed and click Select Address.

5. Select the Agency Contact tab:

   

6. Complete the sections displayed in the Agency Details tab. More information is shown below:

   Section	Explanation
   Contact Details	Enter the name of the contact for the agency and select them as the main contact, if required. indicates a main/primary contact in Manage Cover Agencies.
   Telephone Details	Number Type. Select whether the number is a mobile, fax, etc. Number Location. Select whether this is a direct line or switchboard number. Enter the contact's telephone number and select it as the main number, if required. Notes. These can only be viewed when adding or editing a number. Use to add a note such as 'try to contact by mobile first'.
   E-mail Details	Enter the contact's e-mail address and select it as the main e-mail, if required. Notes. These can only be viewed when adding or editing an e-mail address. Use to add a note such as 'try to call first'.

7. Click Save & Close to save your selections. This seems to hang when adding an agency which listed contact details.
   The agency is displayed in Manage Cover Agencies. Use the icons available to manage agency, staff and booking details. Hover over an icon in Manage Cover Agencies to see a reminder of its meaning. An explanation of the icons displayed is shown below:

   Icon	Explanation
   	The number of teachers listed with the agency who are available for bookings.
   	Click to manage agency teacher records and agency bookings.
   	Click to add an agency contact.
   	Click to edit an agency's details. Their address and whether they are an active or preferred agency.
   	Click to delete an agency. This completely removes all data associated with the agency, including agency staff details and bookings.

   You are now ready to list teachers in your agency. See Manage Agency Staff for more information.