Creating Shifts^M

Create shifts specifically for events or plan for a certain period of time. Create recurring shifts for permanent staff with regular working hours or assign shifts as needed to temporary staff.

• Create a single shift for a staff member

  Create an individual shift (on duty, leave, sick leave) for one staff member either in the shift planner or the staff item.

  1. Open the  Shift planner for the date you want.
  2. Filter for Groups, Roles & Staff members to find the people you want.
  3. Right-click on the name you want in the right-hand list of staff members and create a new  Shift. Alternatively, click on  Shifts and Staff >  Shifts >   New and the search.
  4. Enter the Shift category or sub-category (on duty, sick, free, unavailable, etc.), then the date and times.
  5. If needed, select a Staff role for that shift.
     Note: Only previously assigned roles are available for selection. The assignment does not appear in the event and only serves as a reference point for staff planning.
  6. Assign the shift to one of the Events from the picklist (optional).
     Note: This assignment does not appear in the event and only serves as a reference point for staff planning.
  7.  Save your input by clicking on the icon in the top left-hand corner of the input window.
  8. The saved shift is now shown in the  Staff planner, provided the data sources Shifts or Allassigned shifts hav ebeen selected.
• Create a recurring shift for a staff member

  Recurring shifts can either be copied or created as  Recurring shifts straight away.

  1. Select the person you want in the right-hand list in the  Shift planner.
  2. Right-click the name to create a new  Recurring shift
  3. This option is only meant for creating regularly recurring shifts. Some shift categories ("Sick leave" or "Annual leave") or event links are not available here.
  4. Click on  Multiple copies to open the input window for a series of shifts.
  5. In the top line, enter the validity period of the series and the shift times.
  6. Below this, enter the repetitions and exceptions.
  7. Check the entries in the Preview list, and click on Copy.
  8. Alternatively, create a new shift and select  Save >  Multiple copies.
• Create identical shifts for several staff members in one go

  If several members share the same staff category (duty, training, leave, etc.) at the same times, use the   Shift planner.

  1. Go to the  Shifts and Staff tab and open the  Shift planner.
  2. Filter for staff details, staff roles, shift categories and dates/times.
     Note: The dates and times entered here are only used to search and can still be changed in the shift itself.
  3. The picklist will be limited to those people fitting the search criteria. Left-click while pressing the Ctrl-key to select the names you want.
  4. Richt-click the selected group and click on   Shift.
  5. The input window will open.
  6. Enter the shift category, date and times, as well as the staff role and event (optional).
     Note: The date and times are preset with the search times, but can be overwritten.
  7.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Copy shifts

  Daily or weekly schedules that remain largely the same can be copied and applied to other periods.

  1. Go to the  Shifts and Staff tab and open the  Shift planner.
  2. Select a period of up to seven days or the monthly view.
  3. Click on  Copy shifts.
  4. In the list that opens, select the ones you want and  Confirm.
  5. Enter the date to which the selected shifts are to be copied.
     Note: The intervals between the shifts remain the same.
     Example: Shifts on three consecutive days are also copied to three consecutive days.
• Change a shift category

  The category of existing shifts can be changed at any time, for example if a staff member falls ill and another has to be called in from holiday.

  1. Go to the  Shifts and Staff tab and open the  Shift planner.
  2. Right-click on the shift you want and select a new shift category (Available, On duty, Sick leave).
  3. Alternatively, double-click on the shift to open the input window and select the new category in the toolbar. This is required procedure if the times need to be adjusted.
     Example: A previously "all-day" entry "Sick leave" is changed to the category "On duty", for which there are time limits.
• Change the category for multiple shifts

  Occasionally - for example in the event of illness - it may be useful to change the category for several shifts at the same time.

  1. Go to  Staff members >  Search to find the person you want.
  2. Open the  Shifts tab in the side navigation, then select and  Delete the shifts in question.
  3. Alternatively, create new shift to overwrite the old ones.
  4. Change the shift categories for multiple staff members in one go in the   Shift planner.
  5. Select the staff you want in the right-hand list by holding down the Ctrl key.
  6. Right-click   Shift and enter a new Shift category as well as Dat and Times.
  7. Verify the changed working and break times.
• Change the shift times

  Change the times for individual shifts directly in the   Shift planner.

  1. Go to the  Shifts and Staff tab and open the  Shift planner.
  2. Double-click on a shift to open the input window.
  3. Enter the new times and  Save.
• Delete one or more shifts

  Shifts can only be deleted for each staff member individually, not for multiple people at a time.

  1. Go to the  Shifts and Staff tab and open the  Shift planner.
  2. Right-click on a shift and select   Delete.
  3. Alternatively, double-click on the shift to open the input window and select   Delete in the toolbar.
  4. Delete multiple shifts for one staff member by going to that   Staff member and clicking on their   Shifts tab. Select the shifts you want by left-click (press Ctrl-key for multi-select) and click on   Delete in the toolbar.