Manage Shift Schedule

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

Viewing Options

Manage Shift Schedule provides a comprehensive overview of upcoming shifts, which means there is a high volume of data here to interpret. To view the information most pertinent to your uses, There are several ways to view the shifts, each providing different layouts and functions. The different “views” of the week page include:

The Manage Shift Schedule screen provides a comprehensive summary of all pending shifts. Because this page consolidates a high volume of data, StaffSavvy offers various "views" of the week page to help you focus on the details most relevant to your needs. Each view utilizes unique layouts and specialized functions to display information. These viewing options include:

• 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 staff member 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.

Venue Options

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

Period Shown

The period shown allows you to select the length of time you wish to view in your schedule (at one time). This could be five days, which would work for just office hours, a week, two weeks, or up to six weeks. Then, slightly separately, you can see a whole month. When looking at these longer views, there is a scroll bar to see all the dates.

Lock Period Start Date

Then, connected to the period shown is the lock period start day. This allows you to lock a specific day of the week on which your schedule will always start. This is valuable for companies that always work on a week-long schedule, which always starts on a Tuesday or another weekday. You can set it to always start at the start of the month. If set to start at the start of the month, you will need to select ‘whole month’ under period shown.

Always Show

You can also choose whether you want to see only assigned shifts or all shifts, including extra, unassigned, and extra shifts.

Weekly Hours

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 at 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.

Grouping (formerly sort-by)

Choose whether to sort by skill, single assigned squad, primary squad or alternatively do not sort by grouping. If you choose to sort by squad, all staff will be arranged via squad. If you select sort by primary squad, staff will be grouped by their primary squad members, which means that a staff member will be listed under one squad rather than multiple, helping prevent repeats.

If grouped by skill, 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. Any staff member not assigned a skill or squad (as well as any extra/offered/unassigned shifts) will appear first at the top of the page.

Absences/Non-attendance

Under these options you can either choose to hide or display whether a staff member has not attended a shift or has been absent.

Staff Availability

Under Staff Availability, you can display or hide each staff member’s availability. If displayed, hovering over a staff member with good availability will show a green bar. If there are times when the staff member has suggested they are not available, the bar will come up as orange, giving you a clear visual reminder of availability when scrolling through.

The system looks at their holiday, absences, booked absences, planned holiday, and availability and stores the information in a database to pull it up here.

Events

Events include the option to see a daily summary of events if this is configured in settings. To view this, go to the actions bar at the top right of this page. Then, if you click settings and choose events, you will be able to see an event summary.

If you manually add a shift using this page, you can choose an event 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.

Time Format

Set whether you want the shift times to be set in an analogue or digital format based on personal preference.

Colour Coding

Under colour coding, you can view each skill or role in different colours. 
If you choose to colour code for default skill, each staff member’s shift will be colour coded according to their default skill (regardless if they are working under a different skill for that shift). The other option is that shifts are colour coded based on the skill that the staff member is working on that specific shift. The colour of each skill is set automatically.

Groups can also be called skills roles or whatever your company has chosen to refer to them. 

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, go to settings and select 'Always Show > Toggle Shift Confirmed Icon'.

Quick Add

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.

It is important to note 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. 

Shift Edit Options 

Under the schedule week view, you can quickly add duplicate shifts or copy and paste shifts.
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.

Editing the shift will bring up the details for that shift, including the time, date, skill, venue, etc., and allow you to edit all of them quickly. You can also click on the shift times to show this pop-up. Cancel shift/delete shift will remove the shift.

You can 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.

When pasting a shift you are able to over-ride availability/rule warnings. You will still receive a warning pop-up if the staff member is unavailable to work at that day or time which notifies you if the staff member has set themselves as unavailable but you can click the override and assign button to proceed with assigning the shift despite the warning.

There is also the option to exchange shifts. This allows managers to easily swap the staff assigned to two shifts at the same time. It prevents warning messages about already working or being over/under hours. The exchange will be checked to ensure that a staff member will never be in breach of the rules if they are swapped over.

Duplicating shifts

Shifts can also be duplicated and this can be done in three distinct ways.

• 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 unassigned 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 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.

Publishing Shifts

Once you are ready to publish, click the publish shifts button in the actions bar. Here you will be given several configuration options before you publish.

Make shifts visible

If you have been creating shifts but keeping them hidden from staff, this is the point you can unhide them as you send them out. This can be done in bulk.

Filter options

You can also choose what from scheduling you are pulling through to publish, you can filter by Venue, Skills and type of shift.

Set a date range

When publishing, you can now choose a set date range to publish shifts from. This allows you to publish a fixed period of shifts early (such a Christmas or festival period) without publishing all upcoming shifts. You are able to set a start date and an end date.. 

Going live

You also must set when to publish, you can set them to go live immediately or set a date and time, if you you want your shifts to go out at a regular time.