The Agency Settings section of RollKall allows you to set your agency's default settings including officer approval and assignments, job fulfillment, payments, and invoices. If you need to change your agency's defaults, this is the area to return to to make those changes. Also, as you create and assign jobs to officers, you can change the defaults for that position as needed. 

Note: Only those designated as Admins can set up account basics. See the roles matrix for more details on the various user types and what they can do within RollKall.

 

To set up your agency's RollKall account defaults, you need to perform the following procedures:

Enter your agency's basic information

Select how jobs will be posted by default

Select Officer Call Off default setting

Select Officer Insurance default setting

Select Location Approvals default setting

Select Hourly Restrictions default setting

Select Job Restriction Setting

Select Coordinator jobs default setting

Select Supervisor Approvals default setting

Select Officer Fulfillment default settings

Select Payments & Invoice Settings defaults

 Add Assets, Equipment, and their Associated Fees

 

 

Enter your agency's basic information

1. Click your name in the upper right corner, then select Agency Settings from the menu. 
   Note: The Settings Menu on the right allows you to jump to various sections as needed, although this article walks you through the Settings page sequentially.
2. Click and upload your agency's logo. This logo displays on RKPay invoices to the Client.
3. In the Name field, enter your agency's name.
   Note: The Jurisdiction field is pre-filled by RollKall.
4. Select your Organization's Billing Contact.
5. Enter a general email for the organization to accept inquiries from officers.
6. The Payment Details text box is view only.

 

Select how jobs will be posted by default

Groups you create and manage in this section are not the same as groups of officers. In this area, you create groups of job postings that you can use as an efficiency tool that you can select when posting a job, instead of filling out these sections each time you post a new job. Admins and Internal Coordinators are able to create Assignment Groups. See the roles matrix for more details on the various user types and what they can do within RollKall.

1. Select whether your agency requires annual RollKall verification and whether you want officers to be able to share their profiles with businesses.
2. In the Assignment Groups section, click New Group.
3. Enter a new group Name.
4. Select whether you want to post the job to all officers in RollKall, all of your officer groups, or a specific group of officers.
5. Select whether you want to post the job immediately or at a specific date and time. If you select the latter, fill in your preferences. 
6. Finally, select how officers will be assigned to this job group. Click here to view a page with videos that cover the various assignment types.
   Following are the options.

Assignment Option	Description
Assign Manually	Officers apply and appear in a list where the coordinator can select the officer they wish to work the job.
Based on first come first serve rule	First officer to apply for the job is assigned the job. You can choose the following options: No limit: True first come, first served.  Limit # of Jobs: Apply a limit to the number of jobs an officer is assigned to, by day. Signup Period: How long the job is posted and officers can sign-up before the job is assigned as well as limiting the number of job assignments per round. A round tells RollKall how many jobs the officer can be assigned before moving on to the next officer. Each officer gets one job, and then it moves to the next officer, then the next, etc. Once it reaches the end of the officers who have applied for jobs it loops back around and starts with the first officer again.
By hours	The officer with the fewest hours is assigned the job. Sign up period: How long the job is posted and officers can sign-up before the job is assigned. Time Period To Consider: The number of days the system looks over to calculate the number of hours the officer has worked or is scheduled to work. For example, entering 30 days means the system looks back over the last 30 days and forward the next 30 days to make its calculations.
By number of jobs	The officer with the fewest jobs is assigned the job. Sign up period: How long the job is posted and officers can sign-up before the job is assigned. Time Period To Consider: The number of days the system looks over to calculate the number of hours the officer has worked or is scheduled to work. For example, entering 30 days means the system looks back over the last 30 days and forward the next 30 days to make its calculations.
By seniority (Descending)	Officers are ranked from most senior to least senior, and are assigned jobs based on the number of jobs awarded per round (soup kitchen). Sign-Up Period: How long the job is posted and officers can sign-up before the job is assigned. For example, 48 hours “X” Jobs Per Round: Tells RollKall how many jobs the officer can be assigned before moving on to the next officer. Each officer gets one job, and then it moves to the next officer, then the next, etc. Once it reaches the end of the officers who have applied for jobs it loops back around and starts with the first officer again.
By seniority (Ascending)	Officers are ranked from least senior to most senior, and are assigned jobs based on the number of jobs awarded per round (soup kitchen). Sign-Up Period: How long the job is posted and officers can sign-up before the job is assigned. For example, 48 hours “X” Jobs Per Round: Tells RollKall how many jobs the officer can be assigned before moving on to the next officer. Each officer gets one job, and then it moves to the next officer, then the next, etc. Once it reaches the end of the officers who have applied for jobs it loops back around and starts with the first officer again.
Randomly	Officers are assigned randomly after the signup period is closed.

 

Select Officer Call Off default setting

1. Select whether you want officers to call into the agency, whether RollKall should remove the officer from the job once a replacement is found, or whether the officer should be removed completely from the job.
   
   
2. Select how much lead time you will need to refill positions in the Call off Range field.

Select Officer Insurance default setting

1. Select whether officers should be automatically opted into Insurance at the beginning of their shift. We recommend that you increase the rate paid to the office by $1/hr to cover this cost. A rate of $.99/hr would be subtracted from their invoice.
   
   

Select Location Approvals default setting

1. Select whether job locations must be approved prior to officers working at a particular location. Selecting this option makes the Location Management option appear in your dropdown menu.
   
   
2. Select the Require location tracking for officer jobs checkbox if you want to enable background tracking (GPS) for your officers during an off-duty job.
   
   
   • The Officer's GPS will be pinged by RollKall every 15 minutes while on the job. After the job, once the Officer clocks out, the the phone's GPS will no longer be pinged by the app.
   • If the Officer forgets to clock out, RollKall will automatically clock them out after 1 hour and will no longer ping their phone's GPS.

Select Hourly Restrictions default setting

1. Select whether you limit the number of hours/jobs your officers can work (including off-duty work). If you selected Yes, then select whether your work weeks are Mon-Sun or Sun-Sat and then enter the number of hours officers can work each week.
   
   

Select Job Restriction Setting

In this section, you are selecting the limits on which jobs your Agency's officers can see on the app.

Setting	Description
No Restrictions	Officers can see all jobs in their state, regardless of which agency/Coordinator created them.
Only allow jobs in these cities/counties	Officers can see all jobs in the chosen areas, regardless of which agency/Coordinator created them.
Only allow jobs in my agency	Officers can see all jobs in your agency.

 

Select Coordinator Jobs default setting

1. Select whether you can View Coordinator Jobs. Selecting this allows you to view jobs that coordinators are coordinating outside of the department.
   
   

Select Supervisor Approvals default setting

1. Select whether officers are required to receive permission from their supervisor prior to working an extra duty job.
   Note: You will need to use Shift Management to assign officers to the correct supervisor.

 

Select Officer Fulfillment default settings

This option allows you to select among agencies for job fulfillment. 

1. In the Agency Requirements dropbox, select an agency or start typing the name of the agency to which you want to open up jobs.
2. Select the agency name when it appears.
3. In the field to its right, select how long you want jobs to be open to your selected agency. If you select Never, the agency will always see your job postings. If you select 2 days, for example, the chosen agency will be able to see the jobs 2 days before the job starts.
   To add more agencies to the list, click Add New Agency Requirements and repeat steps 1-3.

Common example scenarios:

• • If you only ever want jobs open to your agency, select your agency's name and Never in the field to its right. You won't need to select anything else in this entire section.
  • If you want jobs open to your agency and a secondary agency that sees the jobs 2 days before the job is scheduled to start, add both agencies in this upper area and select never. Then see the example below step 4.

4. If there are other agencies you want to exclude from all jobs or limit their ability to see jobs to a certain timeframe, click Add New Excluded Agency and start typing the name of the agency. In the field to its right, if you select Never, the agency will never see your agency's job postings. If you select 2 days, for example, the chosen agency will not be able to see jobs until 2 days before the job starts.

Common example scenario:

• • • If you have a secondary agency that you want to see jobs 2 days before the job starts, add the agency's name and select 2 days in the field to its right. Ensure you have added the agency to the top section and selected Never to its right as well. (See the second bullet under step 3.)
      To add more agencies to the list click Add New Excluded Agency and repeat step 4.

 

Select Payments & Invoice Settings defaults

1. Select Transfer officer payments to agency if you want the full amount of the invoice to be paid to the agency instead of being paid to officers. Use this option if you want to run all payroll through the department and remit the income to officers via their payroll check. 
2. Select whether you want to review officer invoices. Selecting this option means that you will need to review and send all officer invoices to the client. Leaving this option clear means that when officers send in invoices, they go directly to the client.
3. In the General Fees section, enter any fees you typically charge and the dollar amount you charge per hour, per job, or by percent of the officer total.
   Note: Click +Add New General Fee if you need to add additional fees.
4. In the Vehicle Fees section, select the vehicle types for which you charge fees and the dollar amount you charge for that vehicle type per hour or job.
   Note: Click +Add New Vehicle Fee if you need to add additional fees for additional vehicle types.
5. In the Payment Instructions field, provide any details about your preferred manual process for mail-in payments.
6. Click the Save button.
   
   
   

 Add Assets, Equipment, and their Associated Fees

This area is where you can input additional assets/equipment and vehicles commonly used on jobs, as well as their associated fees. Assets you add here become selectable while creating jobs.

Add a new asset or piece of equipment:

1. Click the Add New Asset link.
2. In the new, empty field, add your asset, and then the associated fee per job.

 

Add a new vehicle:

1. Click the Add New Vehicle Fee link.
2. In the new, empty field, select the vehicle type you want to add.
3. Add the rate per hour or job.

 

Click Save Changes to save changes you have made on this page.