Staff Member’s Regular Repeating Shifts

Regular Repeating Shifts are shifts that are always assigned to this staff member every week or every rotation of weeks. The system will automatically add these shifts on a rolling basis several months in advance. You can change how many shifts are created in the Global Settings months in advance.

Manage the repeating shifts under the Actions menu of the staff member’s profile page. You are also able to set cost codes on regular repeating shifts. This allows you to pre-set the codes so planned shifts, such as maintenance or office hours, can be set up in advance.

The shift patterns can be any combination of hours on each given day. You can also set the venue, skill and shift task for each repeating shift. Repeating shifts can also be set as ‘pre-acknowledged’ or ‘pre-confirmed’. This would be used if the staff member has been informed externally of their shifts and agreed to them, so online clarification is unnecessary.

You can also choose whether the pattern of shifts is a single week or multiple different weeks that rotate. To set this up, choose how many weeks and a date will be in week 1.

You can also configure whether the system should notice exemption dates (perfect if you are an organisation with term times) and create shifts on national holidays and/or organisation holidays.

When saving, you will be asked to confirm a start date for these shifts. The system will then add the shifts from this moment onwards. The system will then continue to add the shifts months in advance. You can see how far in advance the shifts are created under the Global Settings options. You can, if required, also set an end date for the shift pattern. This will limit how long the shifts are created for and is most suitable for fix-term contracts or shift patterns that are reviewed at regular periods.

Note: The shifts should be created far enough in advance to cover all holiday requests. Deductions on holiday allowances are made based on the shifts a holiday request affects. If the regular shifts have not yet been created for the holiday request period, then no deductions will be made automatically (they can be manually added later).

The start date can also be used if the staff member’s regular shifts change on a specific date. Simply enter the change date, and the previous pattern up to that date will be maintained. Existing regular shifts after the start date will be removed, and new regular shifts will be added.