A Super Administrator or Administrator has the rights to add or manage Shift Types in FLOW. |
What is a Shift Type?
Shift types save you time when you need to schedule shifts that have a consistent start and end time. Instead of manually entering in custom shift details one-by-one, shift types allow you to schedule a shift quickly and easily.
A Shift Type is the daily pattern of the shift a job operates on. It may include one or multiple reasons and might specify break times for the day. These are the standard types of shifts that constitute your regular schedules. It is used to create a Shift Pattern for a Job. Examples include a 12 hour night shift, 12-hour day shift, 8-hour day shift, and so on. Shift Types are used to create a Shift Pattern for a Job.
Once a Shift Type has been used in a Shift Pattern, only the Name, Code, Tags and Color can be edited.
Please note: Once a Shift Type has been used in the generation of a timecard, it cannot be edited. The user would have to create a new Shift Type to facilitate changes.
This article covers the following topics to manage a Shift Pattern:
Accessing a Shift Type via a Shift Pattern
To add a Shift Type in a new or existing Shift Pattern
A Shift Type can be added to a Shift pattern in two locations:
- In Settings>Shift Pattern: click + Add Shift Pattern or click on the pencil icon in the tile to edit an existing Shift Pattern, and in the Right Pane, click +Add Shift Type. The Add Shift Type dialog appears.
- In Plan>Job Details pane: click +Add New Shift Pattern or select an existing Shift Pattern and click on the edit icon. In the dialog box, click +Add Shift Type. The Add Shift Type dialog appears.
The Shift Type Dialog
The Shift Type Dialog has two sections:
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The Shift Type header contains editable fields and an information row derived from the Shift Type Grid
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The Shift Type Grid, cannot be edited once the Shift Type is populated and saved
Shift Type Header
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Complete the fields:
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Name: The descriptive name for the Shift Type
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Code: A Code specified for the Shift Type. This is the code that appears in the Shift Pattern
- Tags: If you wish to specify Tags for the Shift Type
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Color (Optional): To assist in differentiating the shift type(s) in the Shift Pattern
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The second row in the header contains non - editable fields, derived from the entries in the Shift Type grid. It includes the:
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Start time - derived from the earliest time specified
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End Time - derived from the latest time specified
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Units - the End time minus the start time displayed in decimal format
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Reason - if one reason is included in the shift type, that reason is displayed here, else <multiple> appears in the field
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Shift Type Grid
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A Shift can be broken down into work, training and break reason components in the Grid,
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Enter a combination of Start Time, End Time or Units. If you:
i. Type in the units and start time, the end time will automatically calculate
ii. Type in the start time and end time, the units will automatically calculate -
Start typing the name of the Reason Code
If the Reason Code already exists within WorkSight, it will appear in the list after typing a few characters.
To create a new reason code see: Managing Reasons -
Press Enter to accept the suggested Reason Code, or find & click on the desired Reason Code.
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Steps 6 thru 8 may be repeated on other lines in the grid, and the amount, times, and reason may be different for each line.
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Click Save or press Enter.
A message will appear in the bottom right corner, confirming that the Shift Type was created successfully,
To manage/delete a Shift Type within a Shift Pattern
- Click the Add New Shift Pattern button, or
select an existing Shift Pattern and click on the eye icon in Job Details>Shift Pattern or the pencil icon in Settings>Shift Pattern -
In Shift Pattern>Shift Type Code Search box, enter the code for the Shift Type you wish to view/edit.
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Click on the Shift Type button. A Shift Type options menu appears
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To Edit the Shift Pattern Header, Click on Edit Shift Type. The Edit Shift Type Dialog Appears
The fields which may be edited are:
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Name: The descriptive name for the Shift Type
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Code: A Code specified for the Shift Type. This is the code that appears in the Shift Pattern
- Tags: If you wish to specify Tags for the Shift Type
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Color (Optional): To assist in differentiating the shift type(s) in the Shift Pattern
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Note: The grid entries are read-only, and may not be edited.
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- To Delete the Shift Type, Click on Delete Shift Type.
Note: If the Shift Type has not been used in the generation of a timecard, it is immediately deleted without any confirmation. -
Click on Save or press Enter to save your changes.
To add or manage a Shift Type in Settings
Please note: Once a Shift Type has been used in the generation of a timecard, it cannot be edited. The user would have to create a new Shift Type to facilitate changes.
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In the Sidebar, select Shift Type
The Main Pane will now show a list of shift types for the organization -
If you wish to add a Shift Type click on + Add Shift Type button in the Main
Pane Toolbar, A blank Shift Type - Add New Template pane is displayed in the right-hand pane.
To edit a Shift Type, click the pencil (edit) icon in the bottom left corner of any of the Shift Type cards. The Right Pane will now display the Editing Shift Type details pane -
Complete the fields:
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Name: The descriptive name for the Shift Type
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Code: A Code specified for the Shift Type. This is the code that appears in the Shift Pattern
- Tags: If you wish to specify Tags for the Shift Type
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Color (Optional): To assist in differentiating the shift type(s) in the Shift Pattern by color
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Shift Type Grid: The grid has two sections:
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An information row derived from the Shift Type Grid which contains non - editable fields, derived from the entries in the Shift Type grid. It includes the:
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Start time - derived from the earliest time specified
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End Time - derived from the latest time specified
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Units - the End time minus the start time displayed in decimal format
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Reason - if one reason is included in the shift type, that reason is displayed here, else <multiple> appears in the field
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The Shift Type Grid, which contains the segments of a shift, each segment containing a Start Time, End Time, Units and Reason. The Grid cannot be edited once the Shift Type is used in a Shift Pattern and timecards have been created:
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Click Save or press Enter
FLOW closes the dialog and a message will appear in the bottom right corner, confirming that the Shift Type was created successfully:
Shift Type Options in Settings
Click the three-dot (…) icon in the right pane and select from the Shift Type Options menu
From here, you can:
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Add a User Defined Field (UDF)
See Creating and Managing a User Defined Field (UDF) -
Delete Shift Type
Note: Once a Shift Type has been used in the generation of a timecard, it cannot be deleted. It can, however, be archived if there are no timecards currently associated with it. -
Archive
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Unarchive an Archived Shift Type
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