Syncing Vacancies with Frontline/Aesop

Modified on Tue, Feb 6 at 3:02 PM

Steps to setup Vacancies

Create Sub/Vacancies Types
Enable Vacancies to import in Absence Management by FrontLine Task
Reach out to Aesop/Frontline to send Vacancy data in a separate daily report.

Setting Up Sub/Vacancy Types in Schoolfi

The district must make Sub Types under Personnel > Substitutes > Sub Types to match the External Abs coming from Aesop.

** Important information on vacancies is that they can only have a Daily Rate and no Hourly Rates. Also, have to have Other Earnings to it with vacancy checked off. **

Create another import for Vacancies and Enable Vacancies to import in Absence Management by FrontLine Task

Under System > Task, click the copy button next to the Absence Management by Frontline task. See Screenshot

The copy button will create a replica of the Absence Management by Frontline task for Vacancies only.

Under System > Task > Absence Management by FrontLine 2 and check off only "Post Vacancy Entries" and "Post Only Vacancy Entries" then click Save.

Reach out to Aesop/Frontline to send Vacancy data in a daily report.

You will have to contact Frontline Support to request to send Vacancy Data in your Genesis/Schoolfi Report. We highly suggest creating a separate Report with just Vacancy records to separate the data from Attendance or Attendance Sub-data. Absence Management by Frontline is able to clone the task to import only the vacancies. *Reach out to Genesis/Schoolfi Support for assistance or questions.*

An example of a valid Vacancy Records are below. In order for a Vacancy Record to be imported, the Staff ID needs to be blank with a Sub Staff ID provided. Also, the External Absence Entitlement Code needs to match one of your Sub/Vacancy Types created in the beginning.

Staff ID	Sub Staff ID	Sub First Name	Sub Middle Name	Sub Last Name	Sub Pay Code	Absence Date	Cancel	Shift Description	Shift Number of Days	External Absence Entitlement Code
	123					20220110	N	Full Day	1	V-SUB
	123					20220110	N	AM	1	V-SUB
	123					20220110	N	PM	1	V-SUB

Once all steps have been completed, Vacancy Records will appear under Personnel > Substitutes > Pay Vacancies.

**Important - Shift descriptions must be AM or PM to allow 1 or 2 daily vacancies.

Any other Shift Description value will allow only 1 value per day to prevent duplicate records.

Shift Numbers of Days can only be .5 or 1. Schoolfi does not accept any other numbers**

If assistance is needed, please put in a Freshdesk Ticket for help.