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Creating and Managing Shift Patterns in Settings

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What is a Shift Pattern?

A Shift Pattern is the pattern of shifts a job operates on. It includes working days, Rest Days, and Work Free Days. It may be for a full-time, part‑time, or flexitime worker.

Please note: Once a Shift Pattern has been used in the generation of a timecard, it cannot be edited. The user would have to create a new Shift Pattern to facilitate changes.

 

To create a Shift Pattern

There are two ways to create a Shift Patten:

  • In Settings>Shift Pattern: Click your profile photo. In the drop-down menu, select “Settings”. Select Organization>Shift Pattern option from the sidebar.

  • From the Job Details pane: Please refer to Plan>Creating and Managing Shift Patterns.

To create a Shift Pattern in Settings>Shift Pattern 

  1. Click your profile photo
  2. In the drop-down menu, select “Settings”. FLOW loads the Settings Page.
  3. In the left sidebar, select Shift Pattern. The Main Pane will now show a list of shift patterns for the organization

  4. If you wish to add a Shift Pattern click on Add Shift Pattern button in the Main
    Pane Toolbar. A blank Shift Pattern>Add New Shift Pattern pane will be displayed in the Right-hand pane. Go to Step 6
    mceclip0.png

  5. To edit a Shift Pattern, click the pencil (edit) icon in the bottom left corner of any of the Shift Pattern cards. The Right Pane will now display the Shift Pattern details

  6. Complete the Shift Pattern fields as described below

  7. Press Save to commit your changes

 

  1.  

The Add Shift Pattern Dialog

The Add Shift Pattern Dialog box contains three sections:

  1. Shift Pattern Header

  2. Shift Type Section

  3. Shift Pattern Calendar Grid Display

 

Shift Pattern Header

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  1. Enter the Name for the Shift Pattern

  2. Enter Repeat pattern every X # days value in the box provided.
    This is the duration of the shift pattern cycle.

 

Shift Type Section

mceclip5.png

  1. Enter the Display on Calendar as of date
    The editable portion of the calendar in the display grid will be white for you to add Shift Types to each of the days specified in the repeat pattern value

  2. Use the Shift Type Code Filter to narrow down your search for shift types to use

  3. Use the Add Shift Type+ button opens the Add Shift Type dialog box to add another Shift Type, if a new one is needed for the Shift Pattern. For more details on how to add a Shift Type see [Insert Hyperlink Here]

 

Shift Pattern Calendar Grid Display

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  1. Drag an existing Shift Type from the Shift Type Section to the calendar white days, one for each of the # days of the pattern.
    Note: if the pattern contains days off, leave those days blank

  2. Click Save or press Enter.
    FLOW closes the dialog and a message will appear in the bottom right corner, confirming that the Shift Pattern was created successfully.  

  3. To cancel the creation of a new Shift Pattern, click Cancel or press Esc on the keyboard.

 

View/Edit a Shift Pattern

A Shift pattern can be viewed in Settings>Shift Pattern. If the shift pattern has never been used, the fields may be edited, however, once a Shift Pattern has been used in the generation of a timecard, it cannot be edited. The user would have to create a new Shift Pattern to facilitate changes.

  1. Click on Settings>Shift Pattern

  2. Search for the existing Shift Pattern your wish to edit and click on the Pencil Icon on the right

  3. The Shift Pattern details appear in the right hand pane

  4. If the fields are active in the pane (i.e., the shift pattern has never been used),

    1. complete the Shift Pattern fields as described above

    2. Press Save to commit your changes

  5. If the fields are not active, review the components of the shift pattern

     

Shift Pattern Actions

To take action on a Shift Pattern

  1. Click the three-dot (…) icon in the right pane and select from the occupation action menu

More Options menu if Shift Pattern has never been used:

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Note: You cannot Delete or Archive a Shift Pattern which has been used in a Timecard.

This is the More Options menu if the Shift Pattern has been used in a timecard:

mceclip7.png

 

From here, you may:

  1. Add a User Defined Field (UDF)

  2. Delete Shift Pattern

  3. Archive

  4. Unarchive

Add a User Defined Field (UDF)

A UDF is a custom field added to reflect information which can be used for filtering a Shift Pattern or by the Rules to calculate timecards. To add a UDF to a Shift Pattern, see
See https://zendesk.worksight.net/hc/en-us/articles/360052951472-Creating-and-Managing-a-User-Defined-Field-UDF-

 

Delete a Shift Pattern

If you create a Shift Pattern in error or decide it’s unnecessary, you can delete it, if it has not been previously used.

To delete a Shift Pattern from the right pane:

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

  2. Select Delete a Shift Pattern

 

Archive a Shift Pattern

If you create a Shift Pattern in error or decide it’s unnecessary in the current configurations but you may wish to use it in the future, you can archive it, as long as it has not been previously used.

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

  2. Select Archive
    A Toast message appears that the Shift Pattern has been successfully archived

 

Unarchive a Shift Pattern

An Archived Shift Pattern may be unarchived.

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

  2. Select Unarchive
    A Toast message appears that the Shift Pattern has been successfully unarchived

 

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