The Schedule is where you can do everything scheduling and shift related like creating shifts and patterns, assigning shifts, sending schedules, notifying people about available shifts and more.
This article gives you an overview of the Schedule - where is what and how to find and use particular features and functions.
The second article will introduce the scheduling functionalities, for example, how to copy shifts and perform actions for multiple shifts in one go. This can be found here.
On the left-hand side you will find filters which are there to help you find the locations, shifts or events that you want to work with. For example, if you want to manage a particular event you can use the Events filter to find it and the schedule will only show shifts and people related to that event. You can also find filters for Shift Status,Role, Personal Rate, Client and many others.
Under filters you can choose to view 'Historical shifts' which stand for Rejected Applications and Declined Requests. These will give an overview of whose shift applications have been rejected and which staff has declined the shifts that have been offered to them.
The rejected applications are displayed in the original colour of the shift but striped through and with red edges whereas the declined requests are displayed always in a red colour and striped through as well. Click on them to see more detailed information.
People Sorting options including Proximity sorting
Sorting function allows you to sort people by what's most relevant to you and by which order you need to see them on the Schedule. You can sort by First or Last name, Total or Confirmed Hours (the latter includes only assigned and confirmed shifts whereas the former also includes pending shift requests and applications) and by Proximity.
Proximity Sorting orders people by their distance from the Location or Event and will also show the proximity in kilometers under their names in the People List. Please note! To use the Proximity Sorting you will firstly need to select a location or an event after which the Proximity Sorting will appear to the sorting list.
Time Period Views
The Schedule has a Week, 2-Week, 4-Week, Month and 3-Month views available. You can also easily select specific dates to view by clicking on the calendar icon - it will open a calendar where you can select the day or week you want to view.
Under Tools you will find various functions for scheduling and for overview about possible problems as well as statistics. See them all explained in more detail below.
1. Select Mode
Allows you to perform actions for multiple shifts in one go - you can copy multiple shifts to another person or time period, accept multiple shift applications or delete shifts in one go. When the Select Mode is ON a blue bar appears on the calendar and if any shifts are selected the possible actions will show on this bar.
2. Timeline View
Displays the exact duration of shifts, absences and unavailabilities. This function is especially helpful if you're managing overnight shifts as it will give a clear indicator where one shift ends and another one starts.
3. Show Problems
Choose whether you want to show or hide the problem indicators on the calendar. The problems include work and rest time rule violations, missing qualifications, expired visas, banned sites and more.
4. Statistics Bar
Gives an overview directly on the Schedule calendar of how many shifts and hours have been assigned or are still open, the total hours covered for an individual and for the time period. The green row stands for confirmed shifts, the yellow for pending shifts that are still waiting to be confirmed and the blue stands for the open shifts which have not yet been assigned to people.
5. Labor costs
Displays the Total Shift Pay on the Statistics Bar as well as under a person's name to give an overview of the Labor Cost.
Publish & Send
Under 'Publish & Send' button you can publish schedules for employees and subcontractors, notify people about open available shifts as well as send general messages.
You can add notes about people directly on the Schedule page - the notes you add here will also appear on the Person's Profile in the Notes section and won't be visible to the employees themselves. Simply click on the three dots next to person's name and from the options that open choose 'View notes'.