Shift Options

Duplicating a shift

This allows you to quickly and easily duplicate a shift in the system to 1 or more shifts with similar attributes.

To duplicate a shift

• Go to the Jobs > shifts page for the job you need to duplicate a shift for
  
• Browse the list to find your shift or use the search parameters at the top of the page
• Go to Options > Duplicate shift
  

• Click OK on the confirmation dialogue
  
• You will be taken to the schedule with a duplicate shift having been created
  
  • Make any adjustments to the fields for this shift. For example:
    • Click on the dates buttons to adjust the existing date or add more
      
    • Adjust the quantity of the shifts or the role type
      
    • Add additional roles if required
      
• Once you are happy with your shift choices make sure to click on the green tick buttons to save your locations, dates and roles in the top and bottom of the block
  
• Then click on Back to shifts to take you back to the same place in shift list that you initiated the duplication
  
• You can now book the staff to these shifts by starting to type the staff name in the Quick staff search
  
  • For more information on booking staff see: Booking staff via the shifts page

Book with partner

This allows you to book shifts in your system that need to be booked via a partner or sister agency, thus keeping the system tidy and:

• Removing the need for this shift to remain empty and therefore not show the job as fully booked even though it is
• Removing the need to possibly have to book this with a 'placeholder' or 'dummy' staff profile
• Removing this shift from any calculations in any reports
• Removing this shift from appearing in any payroll downloads

To book a shift with a partner

• Go to Options > Book with partner
  
• You will then be presented to add the Partner name
  
  • If you have used the name before it will appear as you type
  • Press OK
• When the shift is booked with a partner the shift will appear like this
  
  • You can change the partner name by clicking don't on the company name in brackets
• You can undo this action by selecting Options > Unbook with partner
  

Making shifts invisible

This gives you the ability to make a shift invisible should it not be required anymore. This will hide this shift from all reports and calcalutions, effectively it is the same as if the shift has been removed.

You can only make 'not booked' shifts invisible.

Adding a shift note

You would add notes that relate to the shift only. For example, whilst trying to book staff, you might add such notes as:

• Already called Jim and Tom to see if they are free for this shift. Don't call them again
• Left message for Jane, need to call her back.

A shift note will be added to the shift and not to the staff, so whilst hey can be about the staff booked onto the shift, they will not show up on the staff profile. The shift notes will only show against the shifts in locations/shifts.

To add a shift note:

• Go to Campaigns > Locations/Shifts
  
• Go to Options > Add a shift note:
  
• A popup dialogue will appear to add the note:
  
• Press OK, and the shift note icon will change to yellow to indicate a note has been added:
  

Duplicating shifts to another date with or without staff booked

This feature is particularly useful if your job or event is being extended and you need to quickly move the shifts and the staff booked onto those shifts to that new date. This is a great time saver if you have a lot of shifts to duplicate

• Go to the job shifts page
• You can duplicate a date on the By location and By date tabs
• Each date block has the following options available
  
  • Options > Duplicate with staff
    • Select the new date to duplicate the shifts with the staff booked
      
    • You can now manage the booking of the staff onto this new date
      
      • Staff that are already booked onto a shift that overlaps will not allow to be booked as shown with Daniel in the example above 
      • You can also chose to unbook staff from shifts
    • Review and send the booking confirmation email
      
    • Your duplication is now complete
  • Options > Duplicate without staff
    
    • The process is the same except it will create shifts with no staff booked