WFM UK: Scheduling: Saving Set Shifts

Overview

Activity-Based Scheduling includes the ability to save employees' set shifts. These set shifts can then be loaded by employees into future schedules. This can be helpful when creating schedules for employees who work the same shift pattern from week to week. The functionality is available to all Activity-Based and Revenu-Based Scheduling customers, where users have access to edit shifts.

Set Shifts

• Using the Day/Week button, set the schedule to the weekly view
• Use the Actions drop-down

Two 'Set Shifts' options will be available: Load Set Shifts and Save Set Shifts.

Fig.1 - Schedule Page - Set Shifts options

Save Set Shifts

• Select Save Set Shifts from the Actions drop-down

A pop-up will display employees that have at least one shift scheduled for the week currently being viewed.

• Tick the relevant boxes to select the employee(s) to have set shifts saved for
• Use the down arrows to expand the employee row(s) and view shift details

The green tick icons under 'Existing Set Shifts' indicate that an employee already has set shifts saved for the current department. If any selected employee already has set shifts, the existing set shifts will be removed and replaced with new ones. The set shifts are saved per employee, per department. 

• When all selections are made, select Save Shifts

Fig.2 - Saving set shifts 

If any selected employees already had set shifts applied, the warning message below (Fig.3) will display.

• To update set shifts for the selected employees, select Proceed
• To return to the Manage Set Shifts pop-up, select Cancel

Fig.3 - Warning saving set shifts

Loading Set Shifts

• Using the Day/Week button, set the schedule to the weekly view
• Use the Actions drop-down and select Load Set Shifts
• Select which employees to load set shifts for
• Use the down arrows to expand the employee row(s) and view shift details

Shifts cannot be loaded if they clash with an existing shift that an employee has in an external department, or with a scheduled absence or holiday. Any shifts that cannot be loaded will be highlighted.

• When all selections are made, select Load Shifts
• As with managing set shifts, there will be a Proceed/Cancel choice to make

Fig.4 - Loading set shifts for employees

Deleting Set Shifts

To delete set shifts for employees, Navigate to the "Load Set Shifts" Link. Schedule > Actions > Load Set Shifts

• From the Schedule page (weekly view) Load Set Shifts from the Actions drop-down
• Select the employees to delete set shifts from
• Select Delete Selected Set Shifts

After selecting this button, an undo option will be available for 5 seconds.

Fig.5 - Deleting set shifts