Manage Shifts (Overview)

What is Manage Shifts?

Manage Shifts is a page on your site that allows you to navigate between all upcoming days in your schedule. You are able to view every upcoming date or filter your view to only show days with shifts already scheduled. It is a helpful page to navigate once you have set up some shifts into your system and want to organise and make adjustments to your upcoming shift week and even further than that.

So what can you see from the manage shifts page? Once a shift has been created, you can check for changes or make updates from this page. You can find this by going to your Dashboard and clicking Shifts > Manage Shifts.

The Shift Management page shows:

• The date of the shifts that have been created
• How many shifts (how many staff members are working) on that day
• If the shift is locked and cannot be edited
• If the shift is hidden and cannot be seen by all staff
• If there are extra, unassigned or offered shifts that are unfilled.
• If any cover has been requested
• Budget targets
• Budget percentage (either staff cost percentage or percentage of budget depending on the venue settings)

You are also able to jump to a specific date. Simply use the 'choose a date' option at the top of the grid view to change to any date and manage shifts there.

Navigating to Grid View

The Manage Shifts page shows a list of all upcoming calendar days and it is from this page you can click to see each day in grid view, which is one of our most popular views as you can see all the upcoming shifts for a single venue in one page. (To learn more about Grid view check out our article on this page here.) The day view will look something like this.

 It is useful to be able to jump between day views from manage shifts to get a quick overview on who is working and in what role. It is also a good view to quickly add, assign or adjust shifts. 

Other editing features available from this view include the ability to quickly add an attendance flag. Simply click the flag button to mark if someone has been absent, late or one of the other attendance options. To set up your attendance options check out our article on this here.

 You are also able to adjust shift times from this page either using the Cog icon to edit a single shift directly or updating the shift times in bulk. Use the check box next to each shift to choose the shifts you want to update. To change shifts in bulk, once you have selected your dates, scroll to the bottom of the list of shifts. You are able to to use the time warp option will move the start and finish times of the shifts earlier or later - so moving the whole shift. For more information view our section on changing shift times in grid view here.

Other views

As well as Grid view, under the View button there is a list of different view options that you can also access from here including, Timeline view, Schedule, Calendar and our new highlight feature, Deployments.

From this page, you can also print your shift, change shift tasks, duplicate shifts or cancel the entire shift. You can also see all relevant cover requests on a given day using the' More' button.

The print button will produce an easy-to-view list of staff and times. To print a copy of the timeline view, visit the timeline for the shift and use the Action button to print.

To see previous shifts, go to the left of the Actions menu and select “Choose a previous shift”. This will now display all of the previous shifts. To change back to the upcoming, click the ‘Actions” button again and click “Choose an upcoming shift”.

The previous shifts page will include sales information and total hours per day.

You can see a summary of the day when enabled. To summarise the day's events, automatically enable this when editing a venue under the Venue settings Shift configuration. This allows the day’s events to be automatically summarised on the Shift Management page. It’s useful when you are manually adding events.

Integrations with ArtifaxEvent, YesPlan and Momentus Elite will do this for you automatically.
 

Managing Single or Multiple Venues

By default, you will be managing a single venue/outlet. All of the schedule 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 set up as many ops groups as you need, and each group can have as many venues as needed. See Venue Groups for more information.

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

The popup has two tabs, Venues and Venue Groups. Your 'selected' view is green; you can click another option to change views.

While you can see all venues in a Venue Group, you will still have a venue selected, which will be shown in a lighter blue colour.

Your selection will be remembered between pages and when you next log in, so you only need to change this if you want to manage a different combination of venues.