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 Agency Restrictions default setting

Select Hourly Restrictions default setting

Select Location Restrictions default setting

Select Applicant Restrictions default settings

Select Supervisor Approvals default setting

Select Coordinator Jobs default setting

Select Payments & Invoice Settings defaults 

Add Assets, Equipment, and their Associated Fees

Add Subscription information

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 agency's default Timezone.
   Note: All new staff members you create will be created with their timezone set to the zone you select here.
5. Select your Organization's Billing Contact.
6. Enter a general email for the organization to accept inquiries from officers.
7. 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. Make the appropriate selections for your agency:

• Select whether your agency requires annual RollKall verification.
• Select whether you want officers to be able to share their profiles with businesses.
• Select whether you want to prevent coordinators from reassigning officers for other coordinators' jobs. Selecting this option ensures only Administrators can perform the reassignment.
• Select whether you want to prevent officers from being able to change their PID, Department Start Date, and Rank from within their Mobile application. Only Administrators can make these changes to officer profiles, if selected.

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.

Select Officer Call Off default setting

1. In the event that the officer wishes to call off of a job, select whether you want officers to: 
   • Call the coordinator.
   • Remove the officer from the job once a replacement is found. If you select this option, then select whether you would like officers to search for and select a specific replacement and/or the job is reposted to all eligible officers (you may select both options). Then, select whether you want to allow a call off grace period. If you select Yes, click here for more details.
   • Officers can call off through the app with no additional actions required. At this point, the job can be reassigned to another officer.
2. Select how much lead time you will need to refill positions in the Call off Range field. 
   
   

Select Agency Restrictions default setting

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

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 Location Restrictions default setting

1. Select whether your agency will utilize zones to organize jobs into geographic areas.
   
   
2. 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.
   
   
3. Select whether your agency restricts the type of venues at which officers can work. If you select Yes, then select all of the categories at which they are not permitted to work.
   
   

Select Applicant Restrictions default settings

Here you can select which law enforcement agencies you want to limit this job to.

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 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 within the Agency Portal. All jobs can be seen regardless of staffed status. If this is not selected, jobs created by the Agency and jobs where Officers belong to the Department are visible in the Active, Upcoming, and Completed jobs tabs.
   
   

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 Payments & Invoice Settings defaults

This is the area where you set up your fees for Clients requesting to hire your officers

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 Transfer coordination fees to agency if you want the full amount of the coordinator fees paid to the agency instead of being paid to coordinators. Use this option if you want to run all payroll through the department and remit the income to coordinators via their payroll check. Leaving this checkbox cleared means that coordinator fees are transferred directly into their accounts.
3. 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.
4. 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.
5. In the Invoice Disclaimer field, provide any details about your preferred manual process for mail-in payments. This disclaimer overrides any invoices disclaims on RKPay invoices for that client, when an officer submits an invoice.
   
   
   

 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.
   Note: Click +Add New Vehicle Fee if you need to add additional fees for additional vehicle types.

Add Subscription information

This is the area where you add Stripe and other payment methods for your agency.

1. Click Add Payment Method.
2. Select whether you want to set up an ACH Bank Transfer or Credit Card payment.
3. Follow the prompts and add in your account information as requested.
   Note: You can add in multiple payment types.

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