Using ASpeN
Completion requirements
Spend at least 30 mins on this activity
Go through the activity to the end
Adding and Replacing employees when there is turnover
These steps will help you keep ASPeN up to date when someone joins your team. In this scenario there is already a position that exists, you just need to replace the person who was previously in that position.
- Log in to ASPeN at https://mslservices.mt.gov/ASPeN/
- To add the new staff member click on User Home.
- This will be found on the right side of the screen.
When the page loads there will be a grey box with with your account and director level access to make changes.
- From there click on UPDATE positions.
- When the next page loads you will see your employees listed.
- Find the employee who will no longer be in that position.
- There will be some options to the left of the Employee name.
View Edit Remove/Replace
- To replace the employee or trustee you have selected, click on the image of the post-it note with the X on it.
- This will open the Remove/Replace menu.
- Input the previous persons last day of employment.
- Select Replace this position with another person.
- Press Save.
After saving, a new page will load with a drop down menu at the top.
Use the drop down to select the new person who will be taking over that position.
- If this person has not yet been added to ASPeN click the link above the dropdown to Create New Person.
- In the screen that follows, fill in the information about the new person.
- Every field with a red asterisk is a required field and you will not be able to proceed until those fields have been filled.
- After clicking save you will be routed back to the positions page to add your employee.
- Their information should show up in the grey box in the middle of the page.
- Next you will need to select position type from the drop-down menu just under under the grey box.
- Enter the position your employee was hired for.
- Make sure to fill out the fields with your employee's position, title and the the rest of the information that follows.
- When you get to the place to enter the physical address of the library, use the drop-down menu.
- ASPeN will fill it in for you.
Thanks ASPeN!
- Similarly, in the Mailing Address section, click the blue link that says Mailing address same as physical address and it will populate those fields for you too!
Once you have filled out that whole section click save and you should see a pink Congratulations box.
- Above the pink box you will see a link to View Detail.
- Clicking this link will display what this entry looks like to the public.
- Once you have your new employee added in the system make sure to have them create a personal account.
This will trigger an alert to ASPeN support staff at the Montana State Library to link your new employees personal account to the entry you just made.