Sending Shift Offers to Staff^M

Send shift offers by email, mail or SMS. Details are customised under  Administration >  when the system is configured by your account manager.

• Open a new shift offer

  Shift offers can be sent to one or more staff members at the same time, for a specific event or a selected date.

  1. Go to the   Shifts and Staff tab.
  2. Select   Shift offer.
  3. Alternatively, go to   Shifts and Staff >   Staff members >   Shift offers >  New and, if necessary, assign an   Event >   Search .
  4. The event details and staff roles ordered are automatically filled with the data of the selected event and cannot be entered by the user.
  5. The event period is preset as Offer perios , but can be overwritten. If no event is selected, the request date is preset with the current date.
• Select the staff members you want to offer the shift to

  On the left-hand side of the input window, select the staff members who are to receive the shift offer.

  1. The picklist Role is set to all roles by default. All staff members will appear in the staff list on the left-hand side of the window.
  2. Select only a specific role to limit the list to those staff members who have been assigned this role.
  3. Use Staff details to filter staff more precisely by performance level, driving licence, language skills, etc. Only those staff who fulfil all the needed qualifications will appear in the list of staff members.
  4. The colour code provides information about the availability of the staff members:
     1. Red -> sick or not available
     2. Green -> already requested for this event
     3. Yellow -> requested for a different event
     4. Purple -> already on duty
  5. Select one or more staff members who are to receive the offer by left-clicking and holding down the Ctrl key for multiple selection.
• Send the email / mail / SMS

  Enter the text for the email/mail/SMS as usual directly or using a text template (Use a mail template).

  1. In the top left-hand corner, choose between sending as   Mail,   Email or   SMS.
  2. If necessary, select a   Text template for the offer in the toolbar of the text document.
  3. Attach any documents to a shift offer on the  Attachments tab by clicking  Add (Creating an email attachment).
     Example: Questionnaire for payroll accounting, route map.
  4. Click at the top left to  Send offer or Print offer.
  5. Alternatively, send the notification to an individual staff member by right-clicking on the name and selecting Offer by mail or Offer by email.
  6. For an individual staff member, note down a verbal enquiry without written correspondence by right-click > Offer.
     Note: Although several staff mebers can be selected, the offer is actually only sent to one (the last) selected name.