Scheduling Concepts II

The newest version of the scheduling includes several new tools to help make schedule preparation and distribution more efficient. Understanding the logic behind these tools will help admins and schedulers effectively use the automation built into the scheduling.

Scheduling Templates Concept

Scheduling Templates Concept

Templates are customizable at the site level. This allows admins to create unique templates for each site. A site template can be set to one week, two weeks or a custom number of days. Once the template has been configured it will automatically populate shift to the schedule week after week. In the example above, the template was set to one week. All of the shifts created in the template populate to the schedule week after week. The template will continue to populate shifts to the schedule until the end of the service date.

Scheduling Bulk Tools

Scheduling Bulk Tools

Bulk action tools help create and assign shifts quickly. This is accomplished using the quick shift and bulk action tool.

  1. Quick Shift Tool: Select the post and days of the week. Create multiple shifts by listing the start and end times for the shift and separating them with a comma. Use the "#" field to enter how many shifts will be scheduled simultaneously.
  2. Bulk Action Tool: Click and hold to select a number of shifts. This can be used for deleting shifts or assigning a group of shifts to an officer.

Distribute Schedule & Request Shift Confirmation

Distribute Schedule & Request Shift Confirmation

This is an optional feature in the scheduling. When the schedules are distributed via email, officers will have an option to confirm their shifts directly from the email. Once an officer has confirmed their shifts, the scheduling dashboard will update to show the shifts have been confirmed.

Note that this is currently only possible if the scheduled officers have an email address in their employee profile.

Assigning Vacant Shifts

Assigning Vacant Shifts

Vacant shifts can be filled using two new methods.

  1. Shift Board: Vacant shifts can be posted to a shift board that accessible to officers assigned to work at the site. Once a shift is posted to the shift board, any qualified officer will be able to pick-up the shift. The shift will automatically update on the schedule to show the officer assigned to the shift.
  2. SMS Shift Offers: Vacant shifts can be distributed via SMS. There are two methods for distributing the SMS shift offer. Shifts can be sent as a single mass SMS or send to specific officers in sequence with a delay between each unique send. Officers will be able to accept the shift by responding to the SMS. The schedule will automatically update to show the responding officer as the assigned officer to the shift.