Booking staff

  1. Make sure your booking confirmation templates are added
  2. Booking staff onto shifts via locations/shifts
  3. Booking staff onto shifts via the staff quick search
  4. Booking staff onto shifts via the notifications side bar
  5. Using the shift booking dialogue and sending the confirmation email

Make sure your booking confirmation templates are added

When booking staff the system will ask you to send a booking confirmation email, so make sure you have:

  • Updated the default booking confirmation template via Settings > Message options > Email copy > 'Auto' tab > Book staff > Edit
  • Added any additional custom booking email templates via Settings > Message options > Email copy > 'Custom' tab > Book staff > Edit
    • When adding make sure to select the type as 'Booking confirmation'
    • You can duplicate any existing booking confirmation template email from the Auto and Custom tabs to create your new booking confirmation email template

See more info on the main article: Creating and amending email templates

Booking staff onto shifts via locations/shifts

To book staff onto shifts via the locations/shift go to the campaign list and click on locations/shifts

Here you are able to view the shifts in several orders of grouping.

There are 3 ways to add staff to shifts via these different tab views:

  • Location view: By location > then by date > then the shifts
  • Dates view: By date > then by location > then the shifts
  • Staff applied view: By staff who have applied for the shifts > then by location > then the shifts they applied for

In each of these 3 tabs you can book the staff using one of the following methods.

Using the 'Quick staff Search'

Using the 'staff search'

  • Click on this staff icon to the right of the search field to launch a staff search
  • This will launch a staff search window where you can use the filters to search for staff
  • This instance of the staff search will be linked to this shift as shown in the blue bar at the bottom
  • You can then book staff onto this shift using the 'book' button in the search results list
  • Now go to Using the shift booking dialogue and sending the confirmation email

Booking staff onto shifts via the staff quick search

Booking staff onto shifts via the notifications side bar

Using the shift booking dialogue and sending the confirmation email

This article explains the final part of the booking process from the booking dialogue window to sending the booking confirmation email:

  • Selecting the correct booking confirmation template
  • Selecting the correct job
  • Switching between roles available
  • Ability to switch to see shifts by location or by date
  • Selecting the shifts to book the staff onto
  • Making any adjustments to the times and rates
  • Selecting the correct booking status
  • Reviewing the booking confirmation emailing and sending

This is the booking dialogue window:

Selecting the correct booking confirmation template

  • You should now select the correct booking confirmation template here from the booking confirmation templates you added to the system
  • If you haven't added any custom template then you will only see 'Book staff' as the default template

Selecting the correct job

  • Now to select the correct job
  • If you are booking shifts from with the campaign locations/shift then this will already be populated with the campaign you are booking for
  • If you are booking staff from the notification side bar or via the quick search you will need to select the correct campaign

Switching between roles available

  • Here you can switch between roles that are available on this campaign to ensure you are booking the staff onto the correct role

Ability to switch to see shifts by location or by date

  • Here you can change the order of the shifts between location > date and date > location

Selecting the shifts to book the staff onto

  • Use the toogles to the left to select the correct shifts
  • Selecting the toggle in the grey bar above (next to the location) will select all shifts with that location

Making any adjustments to the times and rates

  • By clicking on times and rates you can individually amend if required before booking
  • By clicking on a start/finish time or change all you will see this dialogue
  • By clicking on the rates or change all you will see this dialog to amend the rates

Selecting the correct booking status

  • If a certain shift isn't confirmed as yet, ie, the staff need to confirm before you maek the shifts as booked you can change the status of the shift here to another status.
  • Only the status of 'Booked' means that the shifts is booked. All other statuses leave the shift on the job market to allow staff to still apply.

Reviewing the booking confirmation emailing and sending

  • When you are ready to book the shifts press ok
  • You are now shown the email you are about to send. You can make any manual additions to the email here.
  • You then have 4 options
    • Cancel - will stop the booking
    • Skip Email - book the staff onto the shifts without sending them the confirmation email
    • Preview Email - will show you the email you are about to send in a popup window with branding
    • Send - will book the staff onto the shifts and send them the confirmation email