Manage Shifts

Enables users to schedule and organize work hours for employees.

Action Bar

Select a Shift from the grid result to enable the buttons from the action bar. The Shifts window remains open when you navigate to another window using the action buttons.

Employee Assignments

The Employee Assignments feature enables the users to assign, edit, and unassign employees for shifts.

Assign:

1. Choose Scheduling > Manage Shifts in the navigation pane.

2. Search for and select the desired Shifts from the grid result.

3. Click the Employee Assignments button in the action bar. The Employee Assignments window opens in a new tab.

4. Select one or more Employees , click the Assign button, the Assign Employee pop-up opens.

5. Enter the Start and End date or click the Calendar icon to enter it.

The Start Date field is mandatory; it defaults to the current date. Users can set a past date as a start date, but the start date cannot be set after the end date.

6. The Notes field is optional; fill it if necessary and then click Save. Selected employees are added to the Assigned Employee list.

Unassign:

1. To remove an employee from a shift, select one or more the employee from the Assigned Employees grid result and click Unassign.

Edit

1. To edit the shift details, select one or more Employees from the Assigned Employees grid result and click Edit.

2. Enter the new Start and End date or use the Calendar icon, then click Save.

Only employees with primary craft can be assigned to a shift. If multiple employees are assigned to a shift, the system will save the entered shift data for all employees in the database and display it in the grid result. If an employee is added to a shift while already active on another shift, set the end date of the existing shift as the start date of the newly assigned shift; otherwise, aClean Shift Assignments error will appear. If this error occurs, it indicates that the user is assigned to multiple shifts, and the system is unable to determine which shift to end. In such cases, the user will need to manually resolve the shift assignment.

Exceptions

Enables users to schedule shift overtime or shift exceptions.

Add Exception

1. Choose Scheduling > Manage Shifts in the navigation pane.

2. Search for and select the Shift from the grid result.

3. Click the Exceptions button in the action bar, and the Shift Exceptions window opens in a new tab.

4. To add a new exception, click the Add exception button or a specific date on the calendar. A Shift Exception Details pop-up opens.

5. Select the All Day checkbox to set the shift exception as an all-day event. For partial-day events, ensure that the All Day check box is unchecked, and specify the Start Date and Time along with the End Date and Time.

6. Enter the details in the Description field and then click the Save button.

Add Overtime

1. Follow the first three steps outlined for Add exceptions.

2. To add overtime, click the Add Overtime button. A Shift Overtime Details pop-up opens.

3. Select the All Day checkbox to set the shift overtime as an all-day event. For partial-day events, ensure that the All Day check box is unchecked, and specify the Start Date and Time along with the End Date and Time.

4. Enter the details in the Description field and then click the Save button.

An Overlap Shift exception alert prompt opens when a shift exception overlaps with a date and time. An Outside of Shift alert prompt opens when a shift exception is scheduled outside of the shift hours. All Exceptions appear on the calendar, highlighted in red with a minus symbol (-). Hovering over the date displays the Shift name, Start, and End date in a box. Overtime entries are shown on the calendar, highlighted in green with a plus symbol (+). Hovering over the date reveals the Shift name, Start, and End date in a box.

New Shift

Allows users to add a new shift and define a shift pattern. The shift pattern allows a scheduler to enter each day of a shift and define it as a working day with available hours, or an off day with no available hours. When creating a shift pattern, the days are entered one at a time and the day number will be generated by the system in the order they are entered.

1. Choose Scheduling > Manage Shifts in the navigation pane.

2. Click the New Shift button in the action bar; an Add Shift t pop-up opens.

3. Enter the name of the shift in the Shift field and click the Create button. This is a mandatory field. Created shift opens on the right side of the panel.

4. To set the shift pattern, click the Add Day button; the Add Day grid expands below the panel. Enter the data for the Day Name , Start Time , and End Time. The system calculates the Available hours based on the Start and End timings entered. All the fields are mandatory.

   If the start and end times are the same, the available time will be zero; this can be used to set a shift pattern for off days.

5. Click Add to save; Use Add Another for additional entries and repeat the steps if required.

   Data from the previous day, except for the day name, is taken as default for new entries.

6. To edit, select a Day from the grid, click More , click the Edit Day button from the drop-down. The Edit Day grid expands below the panel. Make the changes in the required field, and then click Save.

7. To delete, select a Day from the grid, click More , click the Delete button from the drop-down, Confirm Delete alert prompt opens; click Delete to remove the day.

Based on the screen resolution, action buttons like Edit Day and Delete can be arranged next to one another on the header or grouped in a More drop-down menu.

Copy Shift

Allows users to copy the shift pattern and exception from an existing shift to a new shift.

1. Choose Scheduling > Manage Shifts in the navigation pane.

2. Search for and select the Shifts from the grid result.

3. Click the Copy Shift button in the action bar; the Copy Shift pop-up opens.

4. In the Shifts field, enter the name of the new shift. This field is mandatory; entering a duplicate name will be rejected.

5. Select the check box for Copy Day Pattern , Copy Shift Exceptions or both as required and then click the Copy button.

Delete Shift

Allows user to delete a shift.

1. Choose Scheduling > Manage Shifts in the navigation pane.

2. Search for and select the Shifts from the grid result.

3. Click More in the action bar, and then select Delete Shift from the drop-down.
   A Confirm Delete alert prompt opens; click Delete to remove the shift.

A shift can only be deleted if is not on an active calendar. Based on the screen resolution, action buttons like Delete Shift can be arranged on the header or grouped in a More drop-down menu.

Contextual Panel

In the Manage Shifts grid, select a Shift from the grid result to enable the Contextual Panel. The Manage Shifts window remains open when you navigate to other windows using the Contextual Panel. The Contextual Panel consists of the following functions:

Manage Shifts

Allows users to oversee shifts by adding or removing days from the shift. Users can also edit details for a specific day.

Refer to New Shift (add link to it)

Calendars : Users can assign shifts for one or more calendars, and the calendar defines start and end times. Multiple calendars can exist for a shift, but they cannot overlap.

1. Choose Scheduling > Manage Shifts in the navigation pane.

2. Search for and select the Shifts from the Grid Result.

3. Click on the Calendars icon in the contextual panel; a Calendar window opens as a the right side panel.

4. Click the More button from the header, then click the Add Calendar button from the drop-down.

5. Enter details in the following fields:

   • Calendar Name : Enter a name for the calendar.

   • Description : Enter a description for the calendar.

   • Start Date : Specify the starting date by entering or using the calendar icon.

   • Start With : Choose a day from the drop-down menu that corresponds with the Start Date.

   • Repeat Until : Specify the end date by entering or using the calendar icon.

All fields are mandatory.

6. Click the Add button.

7. Use Add Another for additional entries and repeat the steps if required.

8. To edit, select a Calendar from the grid, click More , click the Edit Calendar button from the drop-down. The Edit Calendar grid expands below the panel. Make the changes in the required field, and then click Save.

9. To delete, select a Calendar from the grid, click More , click the Delete Calendar button from the drop-down, aConfirm Delete alert prompt opens; click Delete to remove the Calendar.