Shift Templates Videos:
Lets create Shift Templates that our Generation Tool will use to create your schedule. We will discuss Active vs. Inactive Templates and how they can be used for your Holiday Hours or Seasonal Shifts.
Shift Template Overview:
The first step in generating a schedule is to create shifts. A shift can come in a variety of different forms; a shift could be "You need 1 person everyday of the week at the front desk from 2pm - 6pm," or "You need 4 staff to in your campus bookstore from open to close Monday - Friday" or "You need 1 yoga instructor from 10am - 11am on Thursdays." A shift basically describes what coverage you need for the position on a weekly basis. To create or manage shifts click on the Shift Templates icon, , in the managers dashboard.
Add New Shift
When you have navigated to the Shift Templates page for the first time it will look like the image below, to add your first shift click on the "Add New Shift" link.
This will bring you to the "Create A New Shift" page which is broken into three sections described separately next.
Provide Shift Information
The first piece of information you need to provide is your shift name. This should be something that your employees would easily understand like "Morning Shift," "Front Desk," or "Advanced Yoga Instructor." Both you and your employees will see the shift name on the Calendar views and in other areas of SubItUp. The "Note:" text box is optional, you could provide any information you feel would be important for your employees to know about the shift here. Next add your start and end times of your shift. For our example we will call the shift "Front Desk," provide no notes, and select a time range of 2:00 PM to 6:00 PM.
Provide Daily Occurrence Information.
In this section you can select which days the shift applies to. When you check a day, a new text box will appear asking how many employees you will need for that particular day. In our example we will say that we are open Monday - Saturday, and need 2 employees each day except for on Saturdays when it is busy and we need 3 employees. This section will look like the screen shot below.
Shift Splitting Information.
The last option is Shift Splitting. This is asking if you want an employee to work the full length of the shift or if you don't mind the shift being broken up between employees. For example if we left this option unchecked, employees would be scheduled strictly from 2:00 PM to 6:00 PM. If you Allow Splitting, the shift could be broken up into pieces for example one employee could work from 2:00 PM - 3:00 PM and a second employee could work from 3:00 PM to 6:00 PM. This option is good for longer shifts where your primary concern is coveredge of the shift and you aren't concerned with which employee is there working. In our example we will choose to allow splitting and say the minimum shift length to be 1 hour. The maximum shift length we will set to 4 hours because we don't mind if an employee works the entire shift. Completed this will look like the screen shot below.
Once you are finished with all of your settings click the submit button, , and the shift will be added. This shift will look like the screen shot below when you navigate to the Shift Templates page.
Additional Information about Advanced Shift Settings
Shift Splitting: Shift Splitting settings are only for Hourly based positions. In an hourly based position you may create a shift for your full hours of operation. With Shift splitting options turned on, when auto generating a schedule, our algorithm will always try and fill your shift in it's entirety first. If it can't find a match it will split the shift in half and try to match the two parts. It will repeat this process until the shifts are all filled or they cannot be split without making them shorter than the minimum shift length.
A Task is very different then a regular conflict free shift. A task in fact was created to be able to overlap regular scheduled shift. The task cannot be used for clocking in and out as it does not appear in the Timeclock tools. A Task cannot be swapped bud can be picked up or requested to be dropped.
Tasks are great for scheduling things like a meeting when staff are already scheduled to be working. Some Doctors who use the system schedule when someone is "On Call." They may not actually need to come in to work at this time but need to know they are "On Call." A Task is great for this because their Doctors "On Call," Task often overlaps their regular scheduled work hours.
Once a Shift Template or Shift is created, it cannot be changed to or from a Task.
Duplicate a Template:
The Duplicate Shifts tool can be used to copy shifts that have the same shift structure (i.e. the same days of the week and the same start / end times). For example if in one department "Facilities" you have two jobs with the same shift structure "Front Desk" and "Weight Room Attendants" you could create the "Front Desk" shifts, then duplicate the shifts, and retitle them "Weight Room Attendants." Similarly if you have two departments with the same shift structure like "Guest Service Associates" and "Guest Service Supervisors" you could create the "Guest Service Associates" shifts and duplicate them into the "Guest Service Supervisors" department. Here is how the Duplicate Shifts tool works.