Managing Single or Multiple Venues

Overview

By default, you will be managing a single venue/outlet. To learn more about what a Venue is check out our overview on Venues here. All of the rota creation and shift management screens can be used when managing a single location or a group of venues.

The groups are called Venue Groups and you can setup as many groups as you need and each group can have as many venues in it as needed.

To choose which venue or group of venues you are editing, choose venue groups under the venue selector in the top right.

The popup has two tabs, Venues and Venue Groups. Your currently selected view will be highlighted in green and you can just click on an option to change views. 

Additionally, copying Venue Configuration to a Venue Group now includes ratios and quick shift templates. To use go to Manage Venues. Under the more button for each venue choose Copy configuration and the new options will be in the popup.

Venue Groups

A Venue Group is a selection of venues that have been categorised together under one umbrella for scheduling. It is used to help managers ( who are in charge of multiple venues) to schedule all of their venues at the same time.

This is most helpful in cases where venues have been split into departments or smaller venues within a larger venue. With Venue Groups you can maintain these smaller venues indepandantly but also view them altogether by categorising them under one venue group. This is helpful as in such cases, there might be a single scheduler in charge of scheduling within that building so adding venues helps to organise which venues are relevant for the scheduler, so that confusions don't occur. As you might expect, this venue is most helpful for organisations with many venues and multiple locations.

Once you have categorised Venues into groups, you can view them by Venue Group on the top right hand corner of the screen in the Venue Selector. In the Venue Selector, select the Venue Groups tab to see all venue groups. Once you've selected a venue group, when viewing your schedule you will see upcoming shifts from all the venues that you have selected to be in this group.

Can a Venue by in more than one Venue Group?

A Venue can be added to different Venue groups as well. Venues can be shown in as many venue groups as needed, so you can split your different venues in different ways to compare physical locations and venue types. This also allow venues to be grouped into different combinations for use in reports, shift management and time sheets. 

You can also set the order of the venues within the group, allowing you to manage how they will be displayed on various reports. For more information on Venue Groups visit our article here for more details.

Departments

Each Venue can also now be assigned to a single Department.

How are Departments and Venue Groups different?
Whilst both features serve a purpose of separating different parts of your organisation, departments offer a more sophisticated and integrated solution. Whilst Venue Groups enable the grouping of specific venues for scheduling purposes, they remain accessible to any personnel with the same access level, so rely on the discretion of the manager to limit the information they view. In larger organisations, handling such vast quantities of data might become overwhelming, particularly ensuring the correct venue group is being utilised. 

Manipulation Rules

Manipulation rules: venue and venue group filters now available. You can specify whether a rule which applies to shifts will be applied across all Venues or more specifically to only Venue Groups or Specific Venues. This allows you to be more careful.

Bulk Assign Venues

You can now select a venue group to bulk assign all the venues within it to a staff member. To use go to their profile, Edit Assignments and then Edit Venues. At the top of the list of venues, you can hover over Venue Groups and select a venue group to have those venues selected. Then click save.

Automatically assigned to all venues in a venue group

This allows you to ensure that all staff within a venue group's venues can access all other venues. It’s perfect for departments as it prevents managers from manually assigning lots of venues to lots of new staff.

Note that you can only enable this option if you have permission to view all venues within that group.

Lone Working Notifications

Lone Worker notifications are designed to help keep single workers safe across a large venue, campus or complex. When enabled, the system will notify staff when they are the only clocked-in members on site or when they cease to be the only clocked-in staff member.

These notifications can be via Push notifications (in the apps or using desktop notifications), using SMS credits or email notifications. You can also choose the priority of the notifications so the system will try one before trying the next notification method.

Configure this feature on a venue group to cover all venues within the group. If you want the feature on a single venue, you’ll need to create a venue group with just that venue in it.

Then, enter the message you wish to show staff when they start working alone and when they finish. Remember that SMS messages are 160 characters so longer messages will take multiple credits.

Information Fields

These optional data fields are displayed on the manage Shift Week page, allowing data to be shared across a venue group. They might offer information such as occupancy levels, expected attendees, or other details that are useful for multiple teams.

To use these fields, enable the number of fields you need (up to 5) and provide a label. Once enabled then the venues who have this venue group set as their default group will have the options displayed within the week view: