Regular Repeating Shifts
In this video we’re going to be looking at regular repeating shifts. The key points will discuss;
- How to Create a Regular Repeating Shift
- Formatting your Schedule Options
- How to view and edit this Shifts in Week View
These types of shifts are a really good idea if you have members of staff on a fixed pattern or fixed schedule that repeats. So this could be a weekly pattern that repeats, or it could be Week 1 pattern going into Week 2 ect.
Creating a Regular Repeating Shift
Finding Staff Member Profile
So first with regular repeating shifts, you want to actually go into a staff member's profile. You can do this by going into the Staff Directory to find a staff member. For this example I’m going to click through and go into Aaron’s profile.
If I go into shift management under the Action Bar, you can go through and you can see regular repeating shifts. Then click on that.
Adding Repeating Shifts
Now for Aaron I’m going to add in some regular shifts. You can see here it’s showing me week one. And I can just pick his Week one pattern here. So I can say on Week one on Monday Aaron works from 12 until 1. I’m going to pick the venue here, ‘Venue Uno’ and pick the role as well. If you want to add in a task you can add in a task in here as well.
For week one I’m also going to put in another shift, Aaron also works Tuesday and he works from 11 till 1. So again I can change the location if I wanted to or put in the same venue or role. For Aaron as well we’re going to add another shift.
Putting in Several Weeks
Now you can keep it the same or do it Monday through to Friday, however, if you just go down to here and see the number of weeks, I’m actually going to change mine to a two week schedule.
What this means is that if I put in a two week schedule I can go through and say that on week 1 on a Monday on Tuesday these are Aarons timings, however on week two they might work a completely different day, so Wednesday for example.
Then after the second week it is going to revert back to the week one schedule when it's finished. Then just put the venue in here and put that through as well.
So basically if I go through and add these in this is going to create me a schedule. It's going to go week one then week two then revert back.
Formatting Your Regular Repeating Shifts
Once you have set up the shifts you want for your set number of weeks there are some further formatting options to consider.
You can also start regular shifts from a certain date, this date can also be a different date from today.
Limiting the Creation of Shifts
You can also limit the creation of shifts. You can choose ‘do not limit’, keep creating shifts automatically.
Alternatively, you could choose to stop shifts from repeating at a certain point in the future.
Automatically shifts will keep going for a couple of years into the future. However, if I say, for example in October you wanted to stop automatic shifts, and instead want to review them you could choose instead to limit automatic shifts at the date of your choice.
Number of Weeks
Additionally, you can start formatting more of your options here. You can choose the number of weeks you want to schedule at a time. As you can see for this example I have put in 2 weeks here.
So I have week 1 and week 2, however, if I have regular patterns of shifts I could do all the shift patterns up to 20 weeks and then it would revert back to week 1. Useful for more complex scheduling needs.
So you might have people who are on rolling shifts, you might use a four week patterns and if you put that in here you just do it as four weeks and if you add in a regular shift here you can then see that when you are putting in your shifts you can go all the way up to week four. And we’ll just leave as is for now and you can then add all the shifts you would need for each week.
Week 1 Start Date
You can also see here there's a week 1 start date so you can decide here what the start date will be to implement the repeating shifts.
You can also put an exception date if you have these set within your company they will feature in these drop downs here. I.e. if there are some dates that would not be included.
National & Organisational Holidays
Then you decide whether you also want to create the shifts on national holidays or you can ignore them. This is the same with organisation holidays.
Then when you create the shift you can decide how you want them to come out. You can choose to hide them, and then you will publish them when they are ready to go out to staff members. You will have to then manually unhide if you have chosen to hide them so that's a decision you can make.
You can also lock them. You can see locked means ‘locked into place’ staff members can't swap shifts. And then you can just save your preferences.
With advanced shift scheduling it is important that the shifts you plan to put in make sense and are viable with what shifts have already been scheduled. The system will check viability for you which we will go through now. The system will now check that these shift patterns are viable.
You can see here that in this example, my member of staff here is already working too close to this other shift and it's unable to create the desired shift pattern. As you can see the system will flag up any difficulties systems can't do.
Viewing & Editing Regular Repeating Shifts in Week View
Once these issues have been resolved manually, and the shifts have been created they will go into your Manage Shift Week where you will be able to see them.
Then you just need to specify the venue to look at, then you can see different shift patterns for Aaron here will come up for me. The system has put in the week one shifts as you can see. Then when you go to view the next week, you can see there are the shifts we put into week two.
So you can see the different patterns that we have just put in featuring in the rota. The system will also put these shifts into order for you and it will keep running all shifts until you decide to stop them.
Amending Shift Entries
If you do need to amend shift you can use the manage shift week page and click on one of the entries that you've created. So for example if I decide that I want to change the entry I can do that on this page as well.
As you can see in the diagram below, you have a lot of options you can edit.
If you do have multiple changes you make regularly with a rota, I would say don't use this kind of shift pattern because it very much works with set shift patterns and that's the best way to do it.
As a final note, if you do decide to use the shift pattern please speak to your system manager because there will be a contract change if you are relying on holiday to be calculated in this way.