Manage Shift Schedule

Manage Shift Schedule (Formerly Week View) allows managers to view and edit upcoming shifts up to 6 weeks in advance.

 

Viewing Options

There are several ways to view the shifts, each providing different layouts and functions.

There are different “views” of the week page:

• All Shifts - This will list all of the shifts at a single venue for the given week, including unassigned, offered, and extra shifts.
• Home Staff/Assigned Staff - This will display each of the staff based on or assigned to the selected venue. Each staff member's shifts will be displayed per day. You can easily add shifts using the green plus icons. Change between the Home Staff/Assigned Staff options on the venue details page.
• Direct Reports Only -This setting allows managers to see only those who report directly to them. This is useful if a line manager only manages a small part of a large team and wishes to view only the staff they manage.
• Quick Edit -This is a different view of the 'Home Staff view' designed to work similarly to Excel. Simply type in the shift times, and they will be added. Alternatively, you can use the 'Quick Edit' view for assigned staff.

 

 

Viewing Only Home Staff

When transferring/assigning a shift, you can view just the home staff rather than all who could work. You can do this by selecting a viewing option at the top of the page. Then, to view all staff again, you have to click the same button at the top.

 

Settings

You can also choose the format in which the hours figure on the left of the screen (under the staff member’s name) is shown.

Whilst all the options are relatively similar, there are some key differences between each option. These include:

• Actual contracted hours - This is how many hours a staff member is currently expected to do under their contract. This option considers time entries that have happened and shifts that are planned to occur during the contract period.
• Planned paid hours - These are the paid hours for the shifts in that week.
• Planned scheduled hours (ignore breaks) - The scheduled hours to be in work that week. This option ignores breaks completely.
• Planned working hours - The planned working hours for the shifts in that week view. This option ignores any manipulations, including double time or minimum call time.
• Planned contracted hours - These are the planned contracted hours for that week. This option will ignore unpaid breaks and pay manipulation rules but considers contracted time manipulation rules where some shifts might be excluded from their contracted hours.

Adding Shifts to Events

If you manually add a shift using a page such as the ‘week view’, you can now choose the event that is to be assigned to that particular shift when adding it. This will be displayed in the Event drop-down box on the Add Shift pop-up.

You have the option to see a daily summary of events if this is configured in settings. To do this, go to the actions bar at the top right of this page. If you go to settings > events, you will then be able to see an event summary.

All Shifts view sorted by Shift Start Time:

Each shift on a given day will be shown and ordered by its start time. Unassigned, offered, and extra shifts are marked with an unknown face icon to indicate that no one is working yet.

View by Skill Hierarchy

You can also view this page by skill. Simply change the Sort by option in the top right of the screen by Skill Hierarchy.

You can also assign different groups colours. Groups can also be called skills roles or whatever your company has chosen to refer to them. You can colour code each role or group individually or only set a colour for a staff member's default skill. The colour of each group is set automatically.

 

 

This page will then show each of the skills assigned to your venue and the shifts within them for each day. You can set which skills to display under the Skills tab within your Venue Settings.


You can also turn on/off the shift confirmation icon (if you are using shift confirmation/acceptance options).

To use: On the Manage Shift Week View, use the Actions menu item Settings > Always Show > Toggle Shift Confirmed Icon.

When in the hierarchy mode, you can use several tools. The first is to add a shift by typing the required times (9am to 5pm, for example) into the 'Add a Shift' box and clicking the green icon.

The second new feature is that when you hover over a shift, a cog icon will appear at the top right. Simply hover over this icon to get quick access to make changes to the shift:

• Editing the shift will bring up the details for that shift and allow you to edit all of them quickly. You can also just click on the shift times to show this popup.
• Transfer/assign shift will show you the send shift popup so you can choose a new staff member. You can also just click on the staff member’s name to show this popup.
• Copy / copy as unassigned will create a new shift with the same times and details but mark it as unassigned so you can then choose a new staff member to work.

Cancel shift / delete shift will remove the shift.

Quick Add (NEW)

To add a shift in Schedule View, click on an empty space on the schedule, and an option to add a shift will appear. 

The Quick Add option will show a drop-down of all your saved schedule templates for easy access.

Here, you will need to add all your shift details.

I want to let you know that, depending on what shifts are already scheduled in the system, you can only add a shift template that does not clash with those shifts.

If a shift is already assigned to a staff member, you can assign it to another by selecting the shift transfer button. Under the ‘change to’ button, you can assign the extra/offered shifts to any suitable staff member or a specific staff member within a specific group. 

6.9.4. Shift Edit Options (NEW)

Under schedule week view you can quickly add duplicated shifts or copy and paste shifts as well.
To see your editing options, right-click (this might be control click on a Mac) on the shift you wish to change (Note - these options appear if you click on a shift directly, not on an empty time block).

The first option is to assign a staff member to the shift. Click to assign to a specific staff member or change to an offered/extra/unassigned shift. The edit button is still present, and you can edit the details of the shift, including the time, date, skill, venue, etc. 

You can also copy and cut shifts to other times and dates in the week, making it easy to copy over shifts. When you copy a shift, it will come up with the option to place that duplicated shift anywhere there is a free time block. You can either paste the shift completely, including the skill type, or change the skill to whatever the default skills are for the staff member you have assigned it to. This new shift can be added to any other day.

There are also three duplicate options. 

• Duplicate as an extra shift
• Duplicate as an offered shift
• Duplicate as an unassigned shift

Simply select the type of shift you want to add, and a new shift will be added on the same day at the same time as a new shift. Then, you can offer or assign the new shift to a staff member. This is useful if you don’t want to add a shift to a specific staff member. It also makes it much faster to add many of the same shifts at once on this page, as opposed to the manage shifts page.

When duplicating an unassigned shift you will see the option to add multiple duplicated shifts, making it quick and easy to add unnaissgned shifts to your schedule in bulk.

Additionally, when there are multiple shifts assigned to a staff member in a single day you are also able to copy over the whole day of shifts to another day.

 

Shift History

There is also the option to ‘view history,’ which will show you the shift details, including other colleagues on shift, the management on that shift, and the shift history, including any changes made to the shift, including who created the shift, and if changes have been made to shift times and details.

You can quickly cancel the shift using the rubbish icon.

 

Popup Information

Popup information on each shift now includes information such as;

• events
• cost codes
• linked shifts and more.

Shift Attendance Flags 

You can now add or remove attendance flags on Schedule View. This mirrors the existing functionality within the grid day view. To use in the top right corner of the popup is the flag icon. Click this icon and choose the appropriate attendance flag.

The shift week view automatically updates after changing the attendance flags for shifts.

 

Filters

Under Shift Schedule View, managers can filter by Squad or Skill. This is in the top left corner and allows you to show only certain skills or squads. This can be helpful if you are scheduling for a specific group and want to see these specific members of staff clearly.

 

Staff Shift Week Access

All staff can access a new view-only version of the week view, which allows them to see schedules easily but does not allow them to make changes or adjustments.

This permission option must be given to staff so they can view the weekly schedule. This permission also only allows staff to see the shifts scheduled for their own venue to ensure that only relevant information is provided to staff.