WFM UK: Rotas: UI Refresh: Best Practice: Shift Types Configuration

Overview

This article explains the best process to follow when creating and configuring shift types, including default shifts and reports available. Shift types are designed to allow the scheduling of employees on the rota with set times. It is advised to keep the number of shift types to a minimum, as too many can cause confusion.

Scheduling Methods

There are two options when using shift types on the rota:

• Shift Code - best used for Locations that have shifts with static times. Head Office, for example.
  or
   
• Shift Code and Start and End Times - suits Locations where changes to shift times occur regularly. This is the more commonly used method and is recommended as it allows for more flexible and accurate scheduling of rotas when employee hours change in line with business requirements

These scheduling methods are determined at Location level.

• Go to Rotas > Administration > Configure Locations and select the required Location from the top drop-down
• Against 'Location Rota Settings' use the orange down arrow and select Edit Rota Settings

Fig.1 - Edit Rota Settings

• Against 'Scheduling Method' tick the box for ether Shift Code or Shift Code and Start and End Times as required
• Then select Save (bottom-right corner)

Fig.2 - Scheduling method for a Location

Fig.3 - Shift Code with Start and End Times

 

Creating a Shift Type

• Rotas > Administration > Shift Types > Create A New Shift Type

Once selected, the form below (see Fig.4) will display on the right-hand side of the current shift types list.

• Complete all the bold mandatory fields on the form
  • Description: Reference for the Shift Types screen e.g. Kitchen Early (if there are numerous early shifts)
  • Code: Which appears in the rota drop-down – this can be numeric or alphabetic though it is recommended for codes to be alphabetic. Numeric codes can be confusing on the rota if the actual times are changed and the shift codes aren’t removed when printing rotas. E.g. Code 11-5 but the employee is scheduled 10-4 the shift code displays 11-5 but also displays 10-4 if not removed
  • Shift Value: 1 for a single shift and 2 for a split shift. Even if staff are not paid by shift this needs to be completed
  • Priority: Order in which the shift-type appears in the rota drop-down
  • Times: Enter start & end times in 24-hour format (HHMM) for the shift. For split shifts, also enter start & end time 2. Total Time is calculated automatically
  • Colour: Appears when viewing the optimisation screen on the rota, to identify different shifts easily and if there are any gaps in the service e.g. Bar staff are red and waiting staff are blue
  • Default shift: Select to allow shift to be set as 'Default' within an employee’s HR file
• Then select Save

The page will then display the 'Assign Locations' tool.

• Assign the shift to a Location by using the arrow buttons, then select Save - multiple Locations can be selected
• Do the same with Divisions, and Save again

Once saved, the shift will appear in the list on the left of the screen.

• To edit start or end times and locations or divisions that the shift is relevant to, select the shift type from here

Deleting a Shift Type

• To delete a shift type, tick the box on the left, and then select Delete at the bottom of the box, as seen in Fig.5

Any shift type with N/A on the right means this shift type is currently in use and cannot be deleted.

If Location/Division is unassigned from a shift type and the rota is recalculated, the shift will default to OFF.

Default Shift Types

Default shift types assign regular working patterns to employees via their Employment Details page in the HR module. Shifts must be linked to the correct location and division, and marked as default. To maintain consistency, an administrator should manage shift setup and avoid unnecessary duplication.

• When creating/editing a shift type, tick the box against Default Shift

Fig.6 - Creating Default Shift Type

Assigning a Default Shift Type

• HR > Employees > Employee List > Select Employee > Employee Info > Employment Details > Default Shifts Worked > Mon – Sun > Select Shifts > Save

Fig.7 - Default Shifts Worked

Shift Type Access

• Assign multiple shift types to required locations and divisions
• Check what locations and divisions are assigned before deleting a shift type
• Manage centrally if possible, to avoid duplications and errors if deleted or edited
• Ensure all shift types are fit for purpose and avoid duplicates by having a standard naming convention
• When deleting or editing shift types, check who else may be affected by this change
• If a shift type is deleted and a rota is an open rota, the shift types will either drop to the next code or change to OFF
• If a rota is submitted to payroll the shift types will not be removed unless the rota is rolled back

Template access can be managed by following the path below as seen in Fig.8.

• Rotas > Users > Templates > Select Template > Assign Permissions > Shift Types > Read Only/Full Access/No Access > Save 

If an employee is on bespoke access, the amended template can be reapplied as seen in Fig.9.

• Rotas > Users > Assign User Access > search for and select the required User
• Select User Profile from the top-right corner
• Use the Do you wish to apply a template? drop-down, select the required Template, and then Apply

• Scroll down through the access levels detail and check that all is correct
• Keep selecting Next until returning to the User Summary page

Best Practice Summary - Creating Shift Types

• Ensure the correct scheduling method is set in line with business processes. – see Scheduling Methods
• When creating shift types, ensure they are relevant and that duplicates are avoided
• Use shift types in multiple locations and divisions - see Creating a Shift Type
• Use default shift types for employees who work regular shift patterns, e.g. Head Office Employees working 0900-1700. See Default Shift Types
• Check access to shift types and amend where necessary – see Shift Type Access

Best Practice Summary - Deleting Shift Types

• Allow two weeks for the introduction and removal of shift types
• Managers should use the new shift types for two weeks, and at an agreed tim,e delete the old shift types
• Remove the HOL shift type and ensure all holidays are logged via the HR module. See Removing the HOL Shift Type