Fig 1 - Scheduling Method
 

Fig 2 - Shift Code Only
 

Fig 3 - Shift Code with Start and End Times
 

'Shift Code' is useful for locations with static times, for example Head Office. 'Shift Code and Start and End Times' better suits locations that have changes to shift times regularly. It is recommended to use this option as it allows for more flexibility if employee hour’s change in line with business requirements. It also enables more accuracy and effective scheduling of rotas.

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

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

Fig 4 - Creating a Shift Type

 
Complete all the bold mandatory fields on the form as seen in Fig 5.
 

 

•    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 recommend 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 spilt 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 as default within an employee’s HR file.

Assign the shift to a Location by selecting the location and moving it across to the right box with the central arrows then select save. There may be more than one location in the list depending on access levels.

Assign divisions that the shift is relevant to. To select more than one division simply select them and move across with the central arrows.

Once saved, the shift will appear in the list on the left of the screen. Select the shift itself to be able to edit start or end times and locations or divisions that the shift is relevant to.

If a shift type is created incorrectly or unused they can be deleted by ticking the box on the left and delete at the bottom of the box as seen in Fig 6.
 

 

Within the left hand box is a list of all current shift codes. When there is an ‘N/A’ in the ‘Delete?’ field, these shifts cannot be deleted from the system as they are default shifts for one or more sites. Please refer to Removing Shift Types to have these deleted.

NB: If 'Location/Division' is unassigned from a shift type and the rota is re-calculated, the shift will default to 'OFF'

Default shift types allow the assigning of shift types to employees that regularly work on those shifts within the HR module. Default shifts need to be assigned via the employment details page in the HR Module. The shifts need to be assigned to the correct location and divisions and selected as default shifts. Ideally this should be managed by the administrator to ensure a manageable amount of shift types are created.

Rotas > Administration > Shift Types > Search Shift Type > Select Default Shift Type > Save.
 

Once assigned as seen in Fig 8 these shifts will appear on the rota each week for the employee. These can be overridden when scheduling if required.

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

Allowing full access to this permission via user templates means the user can create, edit and delete shift types. Shift types can be difficult to control if too many users, or users that are not aware of the implications, have access to this.

It is recommended to give limited access and make users with permission aware of the implications changes to shift types can have. The following can help managing shift types correctly:

•    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 9.

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 10.

Rotas > Users > Assign User Access > Employee List: 'Search & Select' > User Profile > Do you wish to apply a template? > Select Correct Template > Apply > Confirm the above access is applied > Keep selecting Next until returning to the User Summary page.
 

Removing Shift types should be managed carefully. It is recommended to confirm with all sites what shift types are required to effectively schedule their rotas. Consolidate this information and create new shift types following Shift Type Best Practise.

Notify all sites of the new shift types and explain these should be used instead of the old ones. Encourage the new process for two weeks and warn sites that all old shift type data will be removed on a set date. 

Run the 'Shift List' report to check which sites are still using the old shift types. Please note this report can only be run per location for a particular date range and it would be advised to give access to sites to manage this and a final check then conducted by Head Office.

If access is given, sites can run the ‘Shift List’ report by their location and review any future created rotas. 
Rotas > Reports > View reports > Shift List > Select Location > Date range > Report Output Format: Text File (.csv) > Run Report > Filter the report in excel.

Ensure all rotas are submitted to payroll that still hold the old shift types for historical information. All previously submitted rota will not be affected by deleting shift types, only open rotas.

Shift types can be deleted by following the path below as seen in Fig 6 - Deleting a Shift Type
Rotas > Administration > Shift Types > Search Shift Type > Select Delete > Delete.

A report can be run to see which shift types exist on the portal and which can be deleted or kept by following the path below:
Rotas > Reports > View Reports > Location Shift Types > Locations: All > Report Output Format: Text File (.csv) > Run Report.

•    Send an email to all effected users asking them to list the codes they need and consolidate them together.
•    Add new shift types and have employees use these for about 2 weeks 
•    Ensure that when removing shifts none are currently in use. By running the 'Shift List' report, locations that are still using the old shift types can be identified.
•    To delete a shift type it cannot be allocated to anyone as a default shift. Please refer to ​Removing Default Shift Types on how to remove these.

In order to delete a default shift type, the shift type assigned to all employees must be changed to the new one (including multiple employment records) or removed as seen in Fig 11. 

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

 

A customised report can be run to identify the employees whose multiple employment and main records have allocated default shifts as seen in Fig 12.

HR > Reports > Customised Reports > Create Template > Description > Save > Group: Employee Details > Select First Name and Last Name > Save > Group: Employee Work Details > Job Title, Location, Division, Employee Number, Default Shift Monday – Sunday, Status (condition: =) > Save > Move to a screen with selected fields > Status: Current> Run Report.
 

 Fig 12 - Custom Report

NB: Employees on a default shift type will need to be reallocated a new shift type, as they will no longer be assigned to the correct shift on any open rotas.

Once all employees are no longer assigned to the default shift, the shift can be deleted in the rota module as seen in Deleting a Shift Type

Functionality has been developed that hides the HOL shift type on the 'Shift List', 'Main Rota', and 'Day Content' pages.
A rota global setting ‘Hide default HOL Shift Type from Rotas’, disabled by default, controls whether HOL shift type is displayed on the rotas.

This feature has been requested by multiple customers as using the HOL shift type directly from the rota bypasses holiday rules set up in the HR module on whether an employee may be allowed holiday not yet accrued.

Before making this change, ensure all future rotas are reviewed and that holidays are re-entered via the HR module. If this is not done and the change is made, the holidays set as ‘HOL’ on the rotas will be changed to ‘OFF’ and the holiday will not be recorded.
Notify the sites this change is to be made and if access is given, sites can run the ‘Shift List’ report by their location and review any future created rotas. If the HOL shift has been entered they will need to make a note of this and process the holiday via the HR Module. How to Create a Holiday in HR help sheet is available in the ‘Help’ tab within the portal.

Shift List Report:
Rotas > Reports > View reports > Shift List > Select Location > Date range > Report Output Format: Text File (.csv) > Run Report > Filter the report in excel.
 

The global setting to hide the HOL Shift Type from the rotas as seen in Fig 13 can be changed by following the path: 
Rotas > Administration > Global Settings > Edit (under ‘Rota Settings’) > ‘Hide default HOL Shift Type from Rotas’.
 

To enable the setting, tick the box. The warning message as shown in Fig 14 explains the impact of enabling the global setting.
Select the 'OK' button to proceed or 'Cancel'.

 Fig 14 - HOL Shift Type Warning