Video tutorial
Tutorial content:
- Example of creating a new shift type
- Example of creating a new shift record
- Example of shift copying
- Example of shift approval
- Example of mass approval of shifts
- Example of deleting unapproved shifts
1. Creating shift type
In the upper gray bar, click on the HUMAN RESOURCES module, and then click on the Shift schedule application in the left navigation bar. When planning work shifts, it is advantageous to first define the types of shifts, which will subsequently serve as a kind of template for creating shift records. Now we click on the Settings category, which will directly open the Shift types view page. We create a new shift type by pressing the New shift type button. In the open form, fill in the shift name and the abbreviation under which it will be displayed. Shift records of this type can be distinguished from others by color. The key feature that specifies shift types is working hours. Filling in these fields is not mandatory, but in our case, we will determine the working hours time frame. When we are done, we click on the Save button. On the Shift types page, we can now see the shift type we created.
2. Creating shift record
Now we click on Schedule of my shifts in the left navigation bar. This is where we can plan our shifts and thus prepare them for superior review and approval. In the upper part there is a calendar, the time span of which is selectable using the drop-down menus above it. This calendar usually shows the current month with the current day highlighted. By looking at it, we can easily find out which days in the selected period our shifts are assigned. Below this calendar there is another calendar in which we can edit our shifts. We create a shift by clicking on the day we want. A new shift form will open, in which the currently logged-in user is pre-filled. Now we specify the type of shift and click on the Save button. We can see the record of the shift created by us on the page in both calendars.
3. Shift copying
When entering shifts, it is possible to copy shifts for some periods to another period. We open the relevant form, which we use to perform this action, by clicking on Settings and then clicking on Shift copying. In the form, we select the employee whose shifts we want to copy, then select the date from which the shifts should be copied, check the copied number of days, and, of course, fill in the date from which the data will be inserted. When we are done, we click on the Copy shifts button. In Calendar we now see the shifts we copied.
4. Approving Shifts
An approved shift is a shift that is so-called locked. This is reflected outwardly in that the checkbox that is in the record of each shift will be ticked. The exchange can be approved by opening its form, ticking the field Locked, and clicking the button Save. However, shifts can also be approved en masse for the selected period. This is done using the mass locking of shifts form, which we open after clicking on the item Mass shift locking. In the form, we fill in the time range for which the shifts are to be locked. Now we click on the Lock shifts button. If we really want to lock all shifts in the selected period, we click on the OK button. After we approve the shifts, the remaining shifts can be deleted. We do this by pressing the Delete unlocked requests button. If we really want to clear all unlocked requests, we click the OK button.