Manage Shifts: Grid View

Last updated by Andrew Treadwell on July 23, 2020 12:21

From the Manage Shifts overview page, Click the “Grid” button to see details of the shift, such as who is working, their role for the shift, their tasks, and their start and end times.

You can use the transfer icon to the right of the staff member’s name () to transfer the shift to another staff member.

You can also change roles and tasks by clicking on the drop down icons next to the text.

You can also bulk update shifts by selecting the shifts shown by the square checkboxes after the start and end times. When selected, options to update the shifts are displayed at the bottom of the page. This includes cancelling shifts in bulk too.

You can also click on the start or end times to select all shifts with the same start or end times. This makes it quick to update all shifts due to start at the same time.

The hidden icon () allows you to toggle the shift between hidden and visible mode. The lock icon enables/disables the locking option (). When locked, the shift cannot be transferred by the staff member.

The attendance flags appear after the lock icon, these can be configured within the Settings > HR settings menu option. These attendance flags appear on the staff member’s profile. Attendance flags are the only item that can be edited once the shift is complete to allow any incorrect flags to be updated and staff records recalculated.

The cog icon () grants access to edit the details of this shift, view the shift detail page, copy the shift (as extra shift or unassigned) and to cancel the shift completely.

The “Actions” button in the right corner of the menu displays the various things that you can do on this page.

  • Manage shift timeline - This presents you with a timeline view of the staff and their shifts times. You are able to adjust the shift times for each staff member on this page (for more detail see Manage Shifts - Timeline).
  • Choose another shift - This takes you back to the Shift Management page with the full list of shifts.
  • Next shift - Displays the information for the next scheduled shift.
  • Previous shift - Displays the information for the previously scheduled shift.
  • Duplicate this shift - You can duplicate the shift (staff, times, tasks, etc.) to occur again on another date (for more detail see Duplicating Shifts).
  • Email selected shifts - Email a message to the selected shifts. This message will re-email itself to whoever is assigned that shift so if it changes hands for any reason, the staff member will receive a copy of the message.
  • Email this shift - Email the shift to all staff that are scheduled to work.
  • SMS this shift - Text the shift to all staff that are scheduled to work.
  • Email staff not working - Email the shift to all staff members that are not scheduled to work. Please note, this may add up to a lot of people. This is especially useful if there are extra shifts present.
  • SMS staff not working - Text the shift to all staff that are not working.
  • Create extra shifts - Click here to create extra shifts. Depending on the times and roles, these shifts will then display in relevant staff member’s “Available Shifts” list (for more detail see Creating Extra Shifts).
  • Create shifts off - Click here to create shifts off. Depending on the times and role, these shifts will then display in the relevant staff member’s “Available Shifts Off” list (for more detail see Creating Shifts Off).
  • Shift Notes - You can add a shift note (and attachment) that can then be read by other staff members. This may include special requirements, reminders, or preparation documents.

Staffing Summary

You can enable this option using the View Summary link at the top of the shift grid under Shifts > Manage Shifts > Grid page.

This will show a summary of the numbers of staff working at different times, different roles and different venues. It will show the number of shifts and if any of them are unassigned at the moment.

Clicking on any of the rows will display the shifts in detail below the summary box.

Quick Add Shifts

At the bottom of the grid of shifts you will see a section to allow shifts to be quickly added into the day.

You can add extra shifts (staff can take the shifts immediately), offered shifts (staff offer to work and managers make the final decision) or unassigned shifts (you must assign the shifts).

Multiple Venues via Venue Group

Under the actions menu, you can access the option to manage multiple venues at the same time.

Once enabled, the grid view will show each of the venue’s shifts in a single grid view. You can split the venues out (but keep them on the same page) by using the Split Venues option in the top right.

The grid tools all remain the same with either of these modes used.

Staff Members and Assign Shift

Clicking the name of the staff member will redirect you to that person’s profile page. Here you can find their personal information, contact details, and their training and skills.

You are also able to give the shift to another member of staff. Click the letter icon to the right of their name. You will see a list of staff members that match the same skills and role and their availability to work. Select the staff member that you would like to take the shift then click “Send Shift”. This will alert the recipient, update the shift list, and remove the shift from the original staff member’s list.

If the staff member is assigned to a Casual contract with no minimum hours then it will display the number of hours they currently have for this period in a grey box to the right of their name. This allows you to spread hours out equally.

If the staff member has minimum hours or is on a permanent contract then it will highlight if the staff member is under or over their required hours. Anything in green shows they need hours and orange indicates that they are over their hours for this period.

Roles and Tasks

You can update or change their role for the shift via the dropdown in the “Role” column. This will update their personal shift display, too.

You can add, change, or remove tasks for their shift in the “Tasks” column.

Changing Shift Times

There are two ways that you can change shift times; clicking the times on this page and adjusting or clicking the “Timelines” button on the main shift list page or from the “Actions” dropdown (see Manage Shift Timeline).

To change a single person’s start and end times click the checkbox next to the hours. A box will appear underneath the staff list titled “Edit Selected Shifts”. Here you can choose to update the start time, end time, and venue, and select whether to inform staff or not. Once happy with the changes, click “Change times” to update the list.

To change multiple start or end times, click the time itself (such as 8.00PM). This will automatically select all of the end times that match this. Here you can change the shifts in one go.

If you do not want to adjust any of the shift times, click the checkbox again to deselect the staff member.

Locking and Hiding

You can lock or hide individual shifts by clicking the padlock or no entry icon, respectively. Locking a shift means that the member of staff is unable to change or ask for cover and hiding a shift means that the staff member cannot see the shift. This is useful for making a lot of changes to the rota before revealing it to all staff. Staff will not be penalised if they do not show up for a hidden shift.

You can also lock and hide a shift. This means the shift will remain locked once the shifts have been published/unhidden.

Attendance

You are able to highlight staff attendance using the flags in the second to last column. Each flag colour denotes a certain attendance state

  • Green = Attended
  • Blue = Arrived Late
  • Yellow = Acceptance absence
  • Red = Unacceptable absence
  • Black = Escalated unacceptable absence

Flags can be updated at any time via the Shift Management page. For shifts in the past, use the Actions button on the Manage Shifts listing page so change to previous dates. Once you view the shifts on a specific date then you are able to change the flag.

If you wish to change the titles or icons of each attendance reason then you can do this under System > HR Settings > Manage attendance reasons.

Cancelling Shifts

You are able to cancel shifts using the “x” in the final column. This will remove the member of staff from the shift and update their shift list accordingly.

You can also use the selection box on the right side to select the shifts you want to cancel. At the bottom of the page, a box will appear that allows you to change the selected shifts or cancel them in bulk.

Shift Events

You are able to assign a title or event name to a 24-hour period at each venue. The title or name can be anything and is designed to tell staff what is happening on a given day.

This is enabled per venue under the Shift Configuration settings tab and will display a box at the top of the shift grid page to enable the title to be entered.

You can also set this information in bulk for the whole month at the same time. See Cost Codes & Events.

Shift Cost Codes

Cost Codes allow for very detailed tracking of whole days and event individual time entries for reporting purposes.

Cost codes are enabled under the Configuration tab of the Global Settings page. This will display a box at the top of the shift grid page to set a cost code for all shifts at this venue on that day. Cost codes can also be set per time entry and these will override the cost code set for the whole day. Simply edit the time entry to set the cost code.

Cost codes can be used with Wage Report Groups to create instant summaries on reports.

You can have up to two cost codes and label them to make it easier to manage.

You can also set this information in bulk for the whole month at the same time. See Cost Codes & Events.