Creating and managing Shifts

What is a Shift?

A Shift is an employee’s scheduled period of work, especially the portion of the day scheduled as a day's work when a shop, service, office, or industry operates continuously during both the day and night.

A Job must be created before a Shift can be created. Shifts can be created with or without adding a Shift Pattern to a Job. Shifts can also be created without specifying a Shift Type.

The Shift Detail Record rows allow you to add or change the beginning, middle, or end of a shift or a shift segment to a different reason (worked or absence) and changes made will automatically update the intersecting shift details with the new start/end times/employee/reason.  In the Shift Editor, times and units round to 4 decimals. 

Some Shift features are only available when viewing the Job Schedule, and not in the Employee Schedule view. They are noted in the applicable sections below. below

To Create a Shift 

1. In Plan Mode, select the Area/Group for the schedule where you wish to add a shift

2. Click in a blank cell for a Job under the Date column in the Schedule grid

3. The Edit Shift details pane appears on the right-hand side

   1. The initial shift is a blank slate for the shift to be created

   2. The Right Pane will display the message “No shift for this date” at the top of Edit Shift for the Job & Date selected.

4. The Area, Group, Occupation, and Date are displayed in the shift header

   

5. The Grid will populate with the details of the Shift Type, if chosen (optional)

6. The Shift Grid fields can be completed with specific details for the Shift being added (see Shift Fields below)

7. On Save, the Shift cell in the schedule is populated with details entered in the Shift Details Pane.

    

Shift Details Pane

An existing Shift can be edited in the Shift Details Pane. All Shift fields can be found and modified in the right pane. Click on any Shift in the Schedule to reveal the associated details.

There are three Tabs in the Shift Details Pane, Job Schedule and two in the Shift Details pane, Employee Schedule:

1. Shift

2. Employees

3. Scheduling Tool (only in Job Schedule)

Shift Tab

From the Shift tab, you can:

1. Verify the Area. Group. Occupation and Date

2. Add additional Shifts

3. Scroll between multiple shifts added using the arrow buttons

4. From the top More Options (…) icon, you can take actions on the Shift (see Shift Actions below)

5. Specify an existing Shift Type to populate the detail line(s) below

6. If a shift type is chosen, see the Current and Expected unit values of the shift

7. Choose to Show or Hide Break reason lines

8. Enter or change Start and End times and Units for the shift portions

9. Schedule an existing Employee to the shift or a portion of the shift

10. Enter or change a reason for each portion of the shift (e.g., work, break, meeting, etc)

11. Save the Shift or Undo the changes made

Employees Tab

This tab displays a list of the employees scheduled for the shift selected. The user can click on an employee name to view Employee Details in a pop-up window.

Time Off Tab

This tab allows users to review and change the status of a TOR for the day selected directly from Shift Details in the job schedule and employee schedule. When TORs are cancelled or set back to requested in this tab, users will have to switch to the Time Off Calendar/List to continue updating the request.

Scheduling Tab (in Job Schedule only)

The scheduling tab facilitates the selection of employees to fill vacancies or find replacements for the selected shift. For more information on the Scheduling Tool, See The Scheduling Tool: Schedule Replacement Finder

To Edit/Manage a Shift

1. In Plan Mode, select the Area/Group for the schedule where you wish to add a shift

2. Click in a populated cell for a Job under the Date column in the Schedule grid

3. The Edit Shift details pane appears on the right-hand side, populated with the current Shift Details

   1. The Area, Group, Occupation, and Date are displayed in the shift header

   2. The Shift Type is displayed and the Shift Grid is populated

      
      
      

Shift Components/Fields

Shift fields can be found and modified from the right pane. Click any Shift cell in the Schedule grid to reveal its details in the right pane.

Add Shift button (in Job Schedule)

Once the initial shift for the Occupation/Date is saved, additional Shifts may be added.

1. Click on Add Shift.

2. A blank Edit Shift Pane appears

3. The number of shifts is incremented at the top of the pane (e.g. 2/2)

4. The left arrow is activated to allow you to review the first shift created

More Options (…) next to Add Shift (in Job Schedule)

The more options ellipses icon next to Add Shift allows the user to remove additional shifts that have been added to the original shift.

1. Navigate to the additional shift you wish to remove

2. Click on More Options

3. Choose Remove Shift from the More Options menu

4. The Save button is activated. Click on Save.
   A Toast message appears that the Shift is Updated

Shift Type

The user may complete the detail line without a Shift Type or choose an available Shift Type in the drop-down from the Shift Types available.

1. Start typing a Shift Type Name. If the Shift Type already exists, it will appear in the list after typing the first few characters. Press Enter to accept the suggested  Shift Type or use your mouse to select the Occupation from the list.  

2. FLOW will automatically populate the fields shift details with the values from the Shift Type selected.

Current and Expected values:

These fields are system generated. The Current field shows the total scheduled units in the shift; Expected displays the number/units defined as Worked hours in the shift.

1. On New or Add Shift, these fields are initially shown as 0.0. 

2. Until an Employee is scheduled to all worked lines/activities in the Shift, the Current value will be displayed in red.  

3. When an employee has been added to the details in the shift, and the Shift Saved, the Current value will reflect the number of scheduled units.

Show Breaks

If the Shift contains any reasons specified as an unpaid break code (e.g., lunch, coffee, etc.), click on Show Breaks to display them in the grid.

Shift Record Rows 

In the Shift Record rows, the user can:

1. Enter/change the units

2. Enter/change the start time

3. Enter/change the end time

4. Choose a reason

5. Schedule an employee to a portion of the shift

6. Add additional times, units, reasons, and employees to the new (blank) record rows at the top or bottom of the grid.

7. To commit each line in the shift details, the user must press Enter or click on the Amber Pencil at the front of the line. Once the line has been committed, it will be saved when Save is clicked.
   If the line has not been committed by one of these methods and the Amber pencil is still displayed, when Save is Clicked that line will not be saved.

Notes:

1. Intersecting times will be resolved, taking into consideration details added to new record rows

2. If Auto-Create Vacancy has been specified and the new reason is an absence code, a new line for the vacancy (without an employee) will be created in the grid. This vacancy can be resolved by selecting another employee on that row.

Save the Shift

1. Click Save or press Enter 
   FLOW closes the dialog and a message will appear in the bottom right corner, confirming that the Employee was created successfully:  The Shift details will appear in the Schedule grid cell for the Job & Date selected.

2. Note: To close the dialog box without creating a new Job, click Undo or press Esc on the keyboard.

Shift Actions

To take action on a New Shift being created in the Job Schedule

When “No shift for this date” is displayed, click the three-dot (…) icon at the top of the right pane and select from the Shift action menu

From here, you can: 

1. Add Shift

2. Reset to Default

Add Shift

In the Employee Schedule view, a shift can only be added to a blank cell in the schedule. If there is an existing shift in the cell, go to Job Schedule view to add another shift to the appropriate Job.

1. Removes the No shifts for the date message at the top of the right have pane

2. Shift Details appears as the header

3. Any previously populated fields in the pane are cleared (similar to Undo)

4. The Shift Details, Edit Shift pane is ready for population.

Reset to Default 

if a previously existing shift cell for a Job has been deleted, Reset to Default will restore it to the shift cell.

1. Click the three-dot icon at the top of the right pane

2. Choose Reset to Default from the More Options menu.

3. A Confirm Reset to Default dialog appears

4. Click Yes.
   A message will appear in the bottom right corner, confirming that the Shift was Reset to Default successfully.

5. The Shift will revert changes made after initial creation and will reset to the originally scheduled details, with the exception of absence reasons.

To take action when editing an Existing Shift 

1. After selecting a populated shift, click the three-dot (…) icon at the top of the right pane

2. The Shift Details options menu appears:

   

    

From here, you can:

1. Duplicate Shift(s) (in Job Schedule only)

2. Delete Shift(s)

3. Reset to Default (in Job Schedule only)

4. Undo Absence

5. Add Comment

Duplicate Shift(s) - Job Schedule

1. Click the three-dot icon at the top of the right pane

2. Select Duplicate Shift(s)

3. Identify the components (# of Duplicates, Earned Date, Employee (optional) and Reason (Optional)) you want to see in the duplicate shifts

4. Select Save.
   A toast message appears that the Shift was duplicated x times. The Duplicated shift(s) appear the Shift Details Right pane and in the Shift Cell in the schedule

Delete Shift(s)

If you create a shift in error or decide it’s unnecessary, you can delete it from the More Options menu at the top of the pane. If the Shift cell contains multiple instances of shifts, they will all be deleted. If there are multiple shifts, and you wish to delete just one Shift, please See the More Options - Remove Shift steps above.

To delete a shift from the right pane top menu:

1. Click the three-dot icon from the right pane

2. Select Delete Shift(s)

3. A confirm Shift Deletion message appears.

4. Click Yes. A toast message appears that the Shift was successfully deleted
   The message “No shift for this date” appears in the Right Pane and the cell in the Schedule grid is empty. The shift(s) have been deleted.

Reset to Default - Job Schedule

1. If there is more that one shift in the Shift Cell, use the scrolling arrows in the Shift Details pane to find the shift you want to edit

2. Click the three-dot icon at the top of the right pane

3. Choose Reset to Default from the More Options menu.

4. A Confirm Reset to Default dialog appears

5. Click Yes.
   A message will appear in the bottom right corner, confirming that the Shift was Reset to Default successfully.

6. The Shift will revert changes made after initial creation and will reset to the originally scheduled details, with the exception of absence reasons.

Undo Absence

This action is only available if there is an Absence code specified as a shift reason.

1. If there is more than one shift in the cell, use the scrolling arrows in the Shift Details pane to find the shift with the absence code you want to undo.

2. Click the three-dot icon at the top of the right pane

3. Choose Undo Absence

4. A Confirm Shift Undo Absences dialog appears

5. Click Yes.
   A message will appear in the bottom right corner, confirming Shift Absences Undone.

6. The vacancy remains in the Shift Cell because the employee booked the time off.

7. To completely remove the absence code, select Reset to Default from the More Options menu. On Confirmation, The shift cell reverts back to its original format, and the Absence is completely removed

Add Comment 

1. Click the three-dot icon at the top of the right pane

2. Choose Add Comment
   The Add Comment dialog box appears.
   
   

   

    

3. Add the Comment in the Comment field

4. Choose a Message Level for the Comment

   1. Info

   2. Success

   3. Warning

   4. Error

5. Select Save.
   A toast message appears that the Comment has been added to the shift.
   Messages are displayed on both shifts and the corresponding timecards.