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Enable Absence Management Integration: Enables the integration of ESS with Frontline’s Absence Management system.
API Key: Used for Employee Self Service/Absence Management integration. Provided by Frontline.
Leave Balance Sync
Enable Leave Balance Sync (Push) to Absence Management: If enabled, it will sync employee leave balance information between Absence Management and ESS.
Scheduled Leave Balance Sync Time: By default, Absence Management leave balances are synced with ESS weekly (Friday at 7:00 PM). If your district would prefer a different time period, it will allow you to select a Time, day of the Week, and Period (Weekly, Biweekly) to run the AESOP Leave Balance Sync job.
Absence Sync
Enable Absence Sync (Pull) to Absence Management: If enabled, it will sync absences from Absence Management to ESS. For the initial pull, ESS will pull in Absence Management absence requests with dates up to 60 days prior to the integration date and 90 days after. After initial pull, the scheduled job will pull every 15 minutes. When performing the initial pull, the absences with dates prior to the integration date will either be pulled in as ‘approved’ if they are not in an AESOP approval workflow or as ‘initiated’ if they are in an approval work flow. If districts do encounter duplicate leave requests in ESS as a result of the initial pull, they can either cancel the duplicate leave requests in ESS or export them (via the CSV export method) and do not import the CSV fie into USPS.
Org ID: Organization identification number. Provided by Frontline.
Vendor ID: Vendor Identification number. Provided by Frontline.
Vendor Pin: Vendor Personal Identification Number. Provided by Frontline.
The following Template IDs are provided by Frontline.
Absence Data Template:
Absence Data for Update Template
Absence Cancelled/Deleted (Absence Log Data) Template
Absence Updated (Absence Log Data Template
Substitute Assigned (Absence Log Data) Template
Substitute Removed (Absence Log Data) Template
Employee Information Template
School Information Template
Absence Reason Type Template
Enable Absence Management (AESOP) Data Integration Flag - STAFF ID: Checkmark if it was checked in district’s Kiosk application it is a way that AESOP uses inside of their integration systems to confirm users within all their other systems.
NOTE: You may have an extra template ID # from Frontline called ‘Absence Approved’ that is not found in the Absence Management Configuration window. This template ID# is currently not used in Employee Self Service. The data found in this template isn’t for any business logic in ESS and is not included in the configuration.
Application Configuration
This configuration option will default to Production with External Notifications and User Jobs enabled unless the APPLICATION_INSTANCE_TYPE is updated in the Docker Configuration. When configuring Non-Production instances (training/demo) this can be used to prevent scheduled jobs or notifications from sending from both the live database and test database. Uncheck the corresponding check box to disable External Notifications or User Job Execution.
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Disconnecting from Frontline Absence Management
Steps to disconnect from AESOP completely:
Uncheck the Enable Absence Management Integration checkbox
Uncheck the Enable Leave Balance Sync (Push) to Absence Management checkbox
Uncheck the Enable Absence Sync (Pull) from Absence Management checkbox
Steps to disconnect the Leave Balance Sync from ESS to Absence Management but retain the Leave requests
Uncheck the Enable Leave Balance Sync (Push) to Absence Management checkbox
Steps to disconnect the Leave Request sync between Absence Management and ESS but retain the Leave Balance Sync
Uncheck the Enable Absence Sync (Pull) from Absence Management checkbox
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Application Configuration
This configuration option will default to Production with External Notifications and User Jobs enabled unless the APPLICATION_INSTANCE_TYPE is updated in the Docker Configuration. When configuring Non-Production instances (training/demo) this can be used to prevent scheduled jobs or notifications from sending from both the live database and test database. Uncheck the corresponding check box to disable External Notifications or User Job Execution.
"External Notification Enabled": If this option is disabled, then any "notifications" (email, FTP, etc) which are addressed to any non-local system will be disabled. Internal notifications or notifications involving "localhost" will remain enabled.
"User Job Execution Enabled": If this option is disabled, all jobs scheduled by users in this instance will not execute at the scheduled time.
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For additional information see the Redesign Technical Documentation page for How to Configure Non-Production Instances. ?
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Data Change Email Configuration
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This option will be moved when ESS-425 is released. The Leave Type Configuration will include a new column for Default Substitute needed for Certificated and Classified appointment types. |
Certificated: When checked, the ‘Substitute Needed’ on the certificated employee’s leave request will always be checked, by default, regardless of the type of leave selected on the leave request. When submitting leave, they won’t have the option of unchecking ‘Substitute Needed’.
Classified: When checked, the ‘Substitute Needed’ on the certificated employee’s leave request will always be checked, by default, regardless of type of leave selected on the leave request.When submitting leave, they won’t have the option of unchecking ‘Substitute Needed’.
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Announcement Board: If selected, it displays the Announcement Board panel on the Home screen.
Data Change Requests: If selected, ‘Create New Data Change Request’ will be available for users to request data changes to be made on their Employee Profile record.
Employee Time Sheet: If selected, it displays Timesheet capabilities on the menu for timesheet enabled users to create timesheets in ESS
Leave Analysis Parameters: If selected, for Supervisor roles, it displays ‘Supervised Leave Analysis' option under Leave Requests menu. For Leave Manager role, it displays ‘District Leave Analysis’ under Leave Management menu. Provide supervisors and leave managers the ability to view leave balance information (as well as leave request details) for their staff/district.
Leave Requests: If selected, it displays the Leave Requests capabilities on the menu in order for users to create leave requests in ESS.
Payslips: If selected, it displays the View/Print Payslip option on the menu in order for users to view and/or download payslip information that came from USPS.
Substitute Needed: Currently, not in use. It will be removed with ESS-425.
W2 Wage and Tax Statements: If selected, it displays the View/Print W2 option on the menu in order for users to view and/or download W2 information that came from USPS.
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If using Bulk Reset Passwords and you prefer to extend the time, you may increase the ‘minutes until expiration’ setting to give users more time to reset their password. For example, a Bulk Reset Password is performed at 1:00 PM and the district’s ‘forgot password configuration’ is 30 minutes, the user will receive an automated email with a link to reset their password. The user has exactly 30 minutes from when the email was sent to change it to a permanent password
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Job Status Configuration
Determines the job statuses on The Job Statuses selected determines the employee’s position(s) that are displayed in Position Details and when :
When viewing position(s) under Position Details.
When selecting a position while creating a leave request
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When viewing a leave calendar
The statuses are pulled from USPS and may include Active, Deceased, Inactive and Terminated status, depending on if it is selected (checkmarked).
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ESS grids will display all leave requests regardless of the requests associated position’s status (active, inactive, etc). However, leave calendars abide by what is checked in the Job status configuration. If
Example: If only ‘show active’ is
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Example: If only ‘show active’ is selected on the Job Status Configuration:
selected on the Job Status Configuration:
when viewing a user’s position details, only positions that have a job status of ‘active’ in USPS will be displayed on their Position Details record.
when creating a leave request, the user can only select from positions that have a job status of ‘active’ in USPS.
when viewing a leave calendar, it will only display leave requests that have an associated ‘active’ position on the calendar
when viewing leave requests on the leave requests grid, all leave requests will be displayed regardless of the associated position’s job status.
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No restrictions
1/4 hour
1/2 hour
1 hour
Leave Type Configuration
If your district has configured the use of Leave Requests, the Leave Type Configuration option will allow you to further define each leave type.
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Listed below are the available Leave Type Configuration options:
Available Leave Types: By default, all leave types are checked. If your district does not want to implement one or more of the leave types listed, uncheck the desired leave type(s) and it will not appear as a listed leave type when creating a leave request.
Reason Required: If checked on specific leave type(s), it will require users to enter a Reason when creating a leave request.
Default Substitute Needed: If specific leave type(s) requires a substitute
1 hour
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Leave Type Configuration
If your district has configured the use of Leave Requests, the Leave Type Configuration option will allow you to further define each leave type.
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Listed below are the available Leave Type Configuration options:
Available Leave Types: By default, all leave types are checked. If your district does not want to implement one or more of the leave types listed, uncheck the desired leave type(s) and it will not appear as a listed leave type when creating a leave request.
Reason Required: If checked on specific leave type(s), it will require users to enter a Reason when creating a leave request.
Default Substitute Needed: If specific leave type(s) requires a substitute, check the appropriate leave type(s) and the ‘Substitute Needed’ box will be checked automatically when creating a leave request. Once the leave request has been submitted, the ‘Substitute Needed’ box cannot be unchecked.
Capture Expense: If specific leave type(s) requires estimated expenses to be defined, check the appropriate leave type(s) and the Leave Expenses area will be displayed in the leave request allowing the user to enter estimated expenses.
Sub Category Required: If you require staff to select a sub category for specific leave type(s), check the appropriate leave type(s). Additional prompting will be provided in the leave request where the user can select a sub category. Sub Categories are defined under the Leave Management menu.
Disallow Blackout Date: If you want to restrict leave requests from being created for black out dates (defined under the Leave Management menu) for specific leave type(s), check the appropriate leave type(s). TIP: Please refer to USPS calendars for the black out dates that need to be created in ESS.
Required Cancellation Reason: For specific leave types, if you require staff enter a reason when canceling an existing leave request, check the appropriate leave type(s) and the ‘Substitute Needed’ box will be checked automatically when creating a leave request. Once the leave request has been submitted, the ‘Substitute Needed’ box cannot be unchecked. Capture Expense: If specific leave type(s) requires estimated expenses to be defined, .
Disallow Negative Balances: If you want to restrict leave requests from being created due to negative leave balances, please check the appropriate leave type(s) and the Leave Expenses area will be displayed in the leave request allowing the user to enter estimated expenses.
Sub Category Required: If you require staff to select a sub category for specific leave type(s), check the appropriate leave type(s). Additional prompting will be provided in the leave request where the user can select a sub category. Sub Categories are defined under the Leave Management menu.
Disallow Blackout Date: If you want to restrict leave requests from being created for black out dates (defined under the Leave Management menu) for specific leave type(s), check the appropriate leave type(s). TIP: Please refer to USPS calendars for the black out dates that need to be created in ESS.
Required Cancellation Reason: For specific leave types, if you require staff enter a reason when canceling an existing leave request, check the appropriate leave type(s).
Disallow Negative Balances: If you want to restrict leave requests from being created due to negative leave balances, please check the appropriate leave type(s).
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ESS-425: Will add a new column for Certificated and Classified default sub needed (in order to replace the options under ‘Default Substitute for Appointment Type Configuration’. |
Password Expiration Configuration
Ability to set the password expiration on a user account. If set (i.e. 90 days), when a user selects the ‘change password’ option in ESS, it will auto populate the password expiration date field to a date 90 days after the created date. The user’s password will expire on the password expiration date and the user will be required to change the password after this date. NOTE: This will not affect users with Active Directory or disabled accounts.
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Days Before Expiration to Notify User-will provide a warning notification after login on the screen; a reset password button will be provided in the notification. Email notifications will also be sent X number of days prior to expiration to the user.
Example: if user account is set to expire in 5 days, a pop-up warning notification will display and a daily email will be sent notifying the user until the password is reset. If the user doesn’t reset their password within the 5 days, their password will expire and they will need to reset it via the forgot password link at the login page.
Password Expiration-You may select No Expiration, 30 Days, 90 Days or 180 Days.
Payslip Configuration
If payslips are enabled for the district, it will, by default, pull all payslips from USPS, including the archived payslips from Classic USPS and display them in the employee’s Payslip grid. If the district doesn’t wish to include the archived Classic USPS payslips, you can uncheck ‘Include Archived Payslips', and the Classic USPS payslips will no longer be displayed under the user’s payslip grid.
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Position Details Configuration
Controls what is displayed under a user’s Position Details.
Please refer to the image below. If any of the following fields are deselected in the Position Details Configuration, those fields will no longer be displayed under the user’s position details record in ESS.
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ESS-425: Will add a new column for Certificated and Classified default sub needed (in order to replace the options under ‘Default Substitute for Appointment Type Configuration’. |
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Password Expiration Configuration
Ability to set the password expiration on a user account. If set (i.e. 90 days), when a user selects the ‘change password’ option in ESS, it will auto populate the password expiration date field to a date 90 days after the created date. The user’s password will expire on the password expiration date and the user will be required to change the password after this date. NOTE: This will not affect users with Active Directory or disabled accounts.
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Days Before Expiration to Notify User-will provide a warning notification after login on the screen; a reset password button will be provided in the notification. Email notifications will also be sent X number of days prior to expiration to the user.
Example: if user account is set to expire in 5 days, a pop-up warning notification will display and a daily email will be sent notifying the user until the password is reset. If the user doesn’t reset their password within the 5 days, their password will expire and they will need to use the ‘forgot password’ link at the login page to reset their password.
Password Expiration-You may select No Expiration, 30 Days, 90 Days or 180 Days.
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Payslip Configuration
If payslips are enabled for the district, it will, by default, pull all payslips from USPS, including the archived payslips from Classic USPS and display them in the employee’s Payslip grid. If the district doesn’t wish to include the archived Classic USPS payslips, you can uncheck ‘Include Archived Payslips', and the Classic USPS payslips will no longer be displayed under the user’s payslip grid.
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Position Details Configuration
Controls what is displayed under a user’s Position Details.
Please refer to the image below. If any of the following fields are deselected in the Position Details Configuration, those fields will no longer be displayed under the user’s position details record in ESS.
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NOTE: Compensation Pay Rate should be the Unit Amount from USPS'
Show Inactive Compensation Checkbox
The compensation start and compensation stop dates determine when a compensation will show in ESS. These dates determine whether it is active or inactive.
If the “show inactive compensations” checkbox in the Position Details Configuration is unchecked, then only Active compensations will show where the current date is between the compensation start date and compensation stop date
If the compensation end-date is NOT filled in, the system considers it active.
If the compensation start-date is NOT filled in, it is considered inactive.
If the “show inactive compensations” checkbox in the Position Details Configuration is clicked to ‘Show Inactive Compensations’ then all active & inactive compensations will show under the position.
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Registration Configuration
Controls the External Authentication checkbox on the self-registration page. When it is checked; the users that self register will have the external authentication set to true by default. If the flag is unchecked, the user will be able to select the external authentication option when self registering.
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Timesheet Configuration
Controls the Time Entry Precision in order to increase/decrease ‘Hours Worked’ and ‘Break Time’ on a timesheet employee’s form, enable overtime reason to be required and select if an email notification should be set when a timesheet has been edited.
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