Book

Managing your booking confirmation email templates

When booking staff onto shifts the system will always prompt you to send a booking confirmation email to the recipient that will contain the following

• Job details
• List of shifts
  • Locations
  • Times
  • Rates
• Links to terms and contracts
  • You can specify what to show here when setting up the job
• Link to confirm that they have read and understood the email
  • When clicked the shift in the system is updated to reflect this acceptance

So before we begin let's make sure of the following

• You have updated the default booking confirmation template
  • Go to Message Centre > Manage email templates > Auto tab > Book staff > Edit
    
  • Click on Edit on the booking confirmation email template
  • Update as required without removing any email tags
  • Press Submit
• You have added any additional required custom booking email templates
  • Go to Message Center > Manage email templates > Auto tab
  • Duplicate the existing booking confirmation template email
  • Customise the content and press Submit
  • This will then create a new booking confirmation template in the Custom tab

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

Option 1 - Booking staff via the shifts page

To book staff onto shifts via the shifts page go to the job list and click on locations/shifts

You can book staff via each of the following tabs

Each page will categorize the shifts according to the name of the tab. To book staff onto shifts in each tab:

• Click the double arrows to expand the categories to see the individual shifts
  
  •  Book staff via the Quick Staff Search
    • Use the Quick staff search to add staff to the shifts
      
    • Staff typing the staff name to find the staff in the list
      
    • Select the name from the list to book this staff
• To finish the booking process go to Selecting the shifts and sending the booking confirmation email

Option 2 - Book staff via the a staff search on the shifts page

To book staff onto shifts via the shifts page go to the job list and click on locations/shifts

You can book staff via each of the following tabs

Each page will categorize the shifts according to the name of the tab. To book staff onto shifts in each tab:

• Click the double arrows to expand the categories to see the individual shifts
  
  • Book staff 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
      
• To finish the booking process go to Selecting the shifts and sending the booking confirmation email

Option 3 - Booking staff that are not yet registered via the shifts page

To book staff onto shifts via the shifts page go to the job list and click on locations/shifts

You can book staff via each of the following tabs

Each page will categorize the shifts according to the name of the tab. To book staff onto shifts in each tab:

• Click the double arrows to expand the categories to see the individual shifts
  
  • Book staff not yet added registered within your system
    • Click on the + button to the right of the quick search
      
    • This will open the following popup dialogue
      
      • Add the following details
        • Email
        • Password
        • First name
        • Last name
        • Mobile
        • Send login details
          • Please tick this checkbox to notify staff via email to login to their staffarea to complete their registration
      • Note that adding staff in this manner is at your own risk, and we recommend you check all their ID and RTW documents before their shift.
      • Staff will be automatically emailed the Partial registration acknowledgement email template to inform them to complete their registration process
        • To review this email template go to Message center > Manage email templates
          
• To finish the booking process go to Selecting the shifts and sending the booking confirmation email

Option 4 - Booking staff via the staff and job quick search

You can use the staff and job quick search to initiate booking staff onto shifts

• Start searching for staff in the quick search
• Then use the briefcase icon to start the booking process
• To finish the booking process go to Selecting the shifts and sending the booking confirmation email

Option 5 - Booking staff via the notifications sidebar

Staff can be booked onto shifts directly from their shift applications in the notification sidebar

• When staff apply for shifts these applications will show in the notification sidebar on the right as above
• You can click on Book to start the shift booking process
• To finish the booking process go to Selecting the shifts and sending the booking confirmation email

Selecting the shifts and sending the booking confirmation email

Here we explain the rest of the booking process. This is the booking dialogue window you will get to from Options 1, 2 and 3

• Selecting the booking confirmation email template
  
  • If you haven't added any custom booking confirmation templates then you will only see Booking confirmation as the default template
• Select the job
  
  • If you are booking from within the shifts page then this will already be populated with the job you are booking for
  • If you are booking from the notification sidebar or via the quick staff and job search you will need to select the correct job
• Switching between roles available
  
  • Here you can switch between roles that are available on this job to book staff onto multiple shifts for the same role
  • Note that if you need to book staff onto multiple roles for the same job you will need to book them onto the other role separately
• Ability to see shifts by location or by date
  
  • Here you can change the categorisation of the shifts between Locations > Dates and Dates > Locations
• Selecting the shifts to book the staff onto​​​​​​
  • Use the toggles 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
  • The dot to the left denotes the staff availability from their availability calendar
• Making any adjustments to the times and rates
  • By clicking on the times and rates you can individually amend them if required before booking
    
  • By clicking on a start/finish time or change all you will see this dialogue tp amend the times
    
  • By clicking on the rates or change all you will see this dialogue 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 mark 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 are booked. All other statuses leave the shift on the job market to allow staff to still apply.#
  • Press OK to continue
    
• Reviewing the booking confirmation emailing and sending
  • You are now shown the email template 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

Book shifts with a partner agency/company

This allows you to book shifts in your system have had 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

Full details can be found here: Book with partner