New Shift Emails

Last updated by Skye Galloway on July 22, 2022 17:41

New Shift Emails make it easier to ensure your staff are informed of all shifts and updates to shifts in a timely manner without receiving lots of emails from you.

There are several modes to consider. These are configured for each venue separately to allow complete control. It is the first option under the Shift Configuration tab when editing your venue.

  • No new shift email sent; updates always sentThis is the default and what happened prior to this update. New shifts are added but no email is sent to the staff member. Any updates to the shift (changes in times etc) are sent via email instantly.
  • Send an email immediately for every single shift addedThis option will email staff with their shifts as soon as they have been assigned out. This has limitations around hidden shifts and can cause a lot of emails to be sent to staff. It is not recommended.
  • Send a new shift notification email manually when you are readyThis option allows you to send emails at the click of a button and is useful if you schedule shifts for long periods (months) at a time. This is not as intelligent as the final option as shifts added and emails not sent means staff could not receive emails for the shift.The option to send new shift emails is displayed on the Manage Shifts or Manage Shift Week pages in the actions bar.
  • Automatically send on a scheduleThis is the recommended option. It will automatically email all of your staff with their shifts on a schedule and will include existing and new shifts in the same email. It can also automatically unhide your shifts so you can prepare a schedule of templates in advance and know it will be published automatically on schedule. As this option also knows when the next email will be sent, any shifts that take place before the next scheduled email will be sent to the staff member immediately. This ensures your staff always know their schedule. Any venues that share the same email schedule (e.g. both send on a Monday) then the emails will be combined for the staff so they receive one email from the system.

6.14.1. Scheduled Email Options

There are lots of different schedule options to choose which day the emails should be sent out. Note that the emails will be sent between 2am and 7am on this day.

We recommend setting the schedule to the day after you finish your schedule. This will ensure you have finished any final adjustments before the emails are sent.

6.14.2. Sending Shift Notifications Manually (publishing shifts)

In addition to allowing the system to schedule your shift notification, you can choose to do this manually. Under Shifts > Manage Shifts or Manage Shift Week, simply choose the Publish Shifts (Send Notifications) option in the actions menu.

This will display a popup to confirm your options:

The options include scheduling multiple venues at the same time, setting a limit for shifts to be published (e.g. only publish the next week) and finally an option to set when they should be published. This defaults to publishing straight away but you can choose a date and time in the future for your action to be completed.

6.14.3. Un-hiding Shifts

This option allows you to automatically unhide all hidden shifts when you send out your new shifts. It effectively means the schedule of shifts will be published at this point. If shifts are left as hidden then they will not be shown to staff in the email or via the site.

6.14.4. Example Email

The shift emails include all key details on a shift: date, times, venue, role/skill, task (if assigned) and shift event (if set).

Additional emails notes

You can also add email notes to shifts automatically, based on contract types. So freelancers can receive Terms and Conditions directly in their email notifications automatically.

This can be done when creating a contract type by going to Pay > Contracts > Manage Contracts. From here go to ‘Manage Contract Types’ from the actions menu. From here there is the option to ‘Add a New Contract Type’ from the action menu.

From here you can add any notes specific to contract types or attach a form. This is useful for freelance contracts where there may be forms that need to be added automatically .