WFM UK: UI Refresh Rotas: Creating Shift Types

Overview

Shift Types are created within the Rotas module and are used to define the schedule of employees' workdays, specifying start and end times. They are important for planning work schedules, optimising labour costs, and ensuring compliance with labour laws. This article shows how to create, edit, and delete Shift Types.

Creating a New Shift Type

• Use the side menu and go to Rotas > Administration > Shift Types

Fig.1 - Rotas module

Existing Shift Types (and codes) will be displayed and can be searched for if needed.

Any Shifts with an 'N/A' in the 'Delete?' column are mandatory for every Location and cannot be removed from the system.

• Select Create A New Shift Type from the top-right corner

Fig.2 - Shift Types and codes, search tool, 'Create A New Shift Type' button

A new 'Edit Shift Type' form will appear onscreen - see Fig.3.

• Complete all of the blue mandatory fields on the form -
  • Description - reference for the Shift Types screen, e.g. 'kitchen early' (if there are numerous early shifts)
  • Start Time and End Time - use a 24-hour format (HHMM)
    • For a split shift, use the Start and End Time 2 fields – the 'Total Time' field will automatically update
  • Code - will display when viewing rotas
  • Shift Value - enter 1 for a single shift, or 2 for a split shift
  • Priority - where the shift will appear in the Shift Code drop-down against employees when creating a new rota
  • Colour - appears on the optimisation screen (when selecting the graph icon against a single day in a rota)
  • Default Shift - tick to make the shift appear as a default in employees' Employment Details (HR module)
  • Non Revenue Shift - if ticked, excludes the shift in the staff optimisation table and graph (Revenue Forecasting customers only)
• When all details are added, select Save

Fig.3 - Form for creating a Shift Type

• Select Locations from the 'Available' list and use the arrow buttons to assign the Shift Type there - there may be more than one Location in the list, depending upon access levels - and select Save

Fig.4 - Assigning Location

• Then do the same for the Divisions that the shift is relevant to and select Save

The 'Edit Shift Type' form will appear again.

• Select Save (bottom right corner) one more time

The new Shift Type will appear in the list on the left side.

Editing a Shift Type

• To make any changes to an existing Shift Type, select one from the list
• As well as editing Shift Type details, the Assign Locations and Assign Divisions buttons can be used
• Save changes once complete

Fig.4 - Editing an existing Shift Type

Deleting a Shift Type

• To delete a Shift Type, tick its box under 'Delete?' and select the Delete button (multiple selections are allowed)

Fig.5 - Deleting Shift Types