Managing Multiple Shifts – WorkSight Support

This article covers the following topics:

Multiple Shift Functionality Features

The user is able to edit shifts with the multiple shifts editor if at least two of the shifts selected are populated (i.e. have timecards associated with them), and any blank shifts selected will be ignored. This also applies to the … more options menu for duplicating and deleting shifts, though only one non-blank shift needs to be selected in that case.

If two populated shifts with different employees are selected, Swap Employees is an available option.

Comments can be added on any shift or shifts selected, regardless if they are blank or not. The only requirement is that the cell is within the bounds of it's associated job’s start and end dates.

Methods to Select Multiple Shifts

To select adjacent cells:
- Click and Drag
  Select one shift. The shift is outlined in Gold.
  Click in the shift and drag horizontally or vertically to select contiguous shifts. All shifts selected are outlined.
- Click and Shift+Click or Click+Shift+Arrows:
  Click in the first cell you wish to select. The shift is outlined in Gold.
  Shift+Click in the last cell in the range you wish to select or hold down the Shift key any use your arrow keys to select the range. All shifts selected are outlined.
To select non-adjacent cells:
- Click in the first cell you wish to select. The shift is outlined in Gold.
- CTRL+Click in each of the other cells you wish to select. All cells are outlined in Gold.

Multiple Shift Details Panel

The Multiple Shift Details panel is displayed in the right pane when Multiple Shifts are selected

You may change the employee name for either a vacant shift or a populated shift if multiple shifts have been selected
If the Shift Details do not match for all selected employees with a multi-select you can filter to one employee and edit the start/end time and reason:
If the Shift Details match (start time, inner shift portion, end time), you may edit start time, end time, and reason, and update all selected employees with the change:

Editing Multiple Shifts

The date range of the cells and the # shifts selected are displayed
Employee Filter allows the user to edit all the selected shifts (-No Filter-), or only edit shifts belonging to a specific employee or vacancies.
If a specific employee in the list is selected in the filter, The Scheduled Employee field is filled with that employee name
If the Shifts selected have the same Start/End times, Start and End time and units are displayed and can be edited; if the times are different across the selected shifts, these fields are disabled and cannot be edited
If the Reason is to be updated, click on the Update Reason box and then change the Reason for all shifts/employees chosen
e.g., if the reason is changed to Vacation from Regular, WS updates the employee(s) reason to Vacation, un-schedules the employee(s) from the original shift, and creates a vacancy for each shift
Note: If a Reason defined as a Break category is specified in your Shift Type, the break will be maintained, unless the new Reason is an Absence category. If it is an Absence category it will remove the employee name from the break portion.
Click Save to commit your changes to the Schedule

Split Shifts

When multiple shifts with matching details have been selected, the Split Shift option is available.

Split Shift Functionality is unavailable for shifts with multiple differences in their details. The following message is displayed: “Split shift functionality unavailable for the current shifts”

To Split Existing Shifts

Click on Split Shift
The user can enter start and end times, change the employee, and update the reason for the split. e.g., training seminars
Click Save
A message will appear in the bottom right corner, confirming that the Shift was Updated successfully.
The cell in the Schedule grid will reflect all segments of the split shift:

Multiple Shift Options

Job Schedule More Options

Employee Schedule More Options

Duplicate Shifts (Job Schedule only)

Select the shifts you wish to duplicate
Click the three-dot icon at the top of the right pane
Select Duplicate Shift(s)
Identify the components (# of Duplicates, Earned Date, Employee (optional) and Reason (Optional)) you want to see in the duplicate shifts
Select Save. A toast message appears that the Shift was duplicated x times. The Duplicated shift(s) appear in the Shift Details Right pane and in the Shift Cell in the schedule. You can move between the details of the shift duplicates in Shift Details.

Deleting Multiple Shifts

If you create shifts 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 cells contain multiple instances of shifts, they will all be deleted.

Select the shifts you wish to delete
Click the More Options three-dot icon at the top of the right pane
Select Delete Shift(s)
A confirm Shift Deletion message appears.
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 only)

Select the shifts you wish to delete
Click the More Options three-dot icon at the top of the right pane
Choose Reset to Default from the More Options menu.
A Confirm Reset to Default dialog appears
Click Yes.
A message will appear in the bottom right corner, confirming that the Shifts were Reset to Default successfully.
The Shifts will revert changes made after initial creation and will reset to the originally scheduled details, with the exception of absence reasons.

Add Comment

1. Select the shifts you wish to add a comment to.
2. Click the three-dot icon at the top of the right pane
3. Choose Add Comment The Add Comment dialog box appears.
4. Add the Comment in the Comment field
5. Choose a Message Level for the Comment: Info, Success, Warning, Error
6. Select Save. A toast message appears that the Comment has been added to the shifts. Messages are displayed on both shifts and the corresponding timecards.

Swap Employees (Job Schedule only)

Select the two shifts where you wish to swap the employees.
Note: at least ne shift should have an employee scheduled for this to be applicable.
Click the three-dot icon at the top of the right pane
Choose Swap Employees.
The employees will be swapped in the selected shifts.

View Audit Logs

Audit logs for changes to shifts can be viewed by choosing More options...View Audit Logs.

For more details see Audit Logs.