Within Shiftbase you have the option to schedule shifts and of course edit them. In this article, we're going to have a closer look into how you can most efficiently add, edit, copy, move and delete shifts.
Contents
Adding shifts
After you've made your shift templates, there are three methods for adding shifts to an employee in the schedule.
1. + Add shift
In the Schedule tab, click the button + Add shift in the top-right corner. The shift form will appear that allows you to schedule a shift.
The form will look like this, and you can fill out the following information:
- Date: Select the whished date for the shift
- Repeat: Should this shift be repeated? If yes select the wished days of the week, then it will give you the options to select Repeats and Ends
- Repeats: Here you can decide in which rhythm the shift should be repeated.
- Ends: If the repetition has a fixed end date, you can enter it here. Otherwise, select Never.
- Department: The department to which the shift belongs.
- Team: The team to which the shift should be assigned.
- Employee: The employee who should be scheduled for this shift.
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Shift template: The desired type of shift.
Click on More Options to see also the following -
Start time & End time: The working hours for the shift.
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Unpaid break: Duration of break in minutes.
- Paid break: Duration of the paid break.
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Hide end time: If you check this box then employees will not be able to see the end time of their shift, this can be useful if employees have to work until the end of the shift.
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Description: A description of the shift, if needed.
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Send notification: Check this box if you want the selected employee to receive a notification of the shift via e-mail or push notification.
2. On the schedule
In the Schedule tab, you can click + in the schedule for a day to add a new shift. The shift form will appear with which you can schedule a shift.
For the form, see above the 1. method.
3. Drag & Drop
In the Schedule tab, click on the Shifts/Teams button at the top left. You can drag the shifts into the schedule from here by holding down your left mouse button over the shift.
Editing a shift
When you want to change a scheduled shift, hover your mouse over the shift you want to change in the schedule. Click on the Pencil to make the changes. The shift form will appear where you can make changes.
If it is a repeating shift, you can choose to edit only this shift or all future shifts at the end of the form.
Moving shifts
To move a shift, drag the shift with the left mouse button to another day or employee. Then choose the right move icon with the arrows to easily move the shift from one day to another, or also from employee to employee.
Copying shifts
To copy a shift, use the left mouse button to drag the shift to another day or employee. Then choose the left copy icon with the sheets to copy the shift to another day or employee.
💡Tip: If you want to copy your whole schedule from one week to another, read this article.
Loaning employees
If an employee needs to help out in another team in the same department, they can be scheduled there as a loaned employee. There are two easy methods on how to loan an employee.
1. Method:
Click on an already scheduled shift in the employee's schedule and open it with the pen symbol.
Then simply change the Team to the team the person is being loaned to and press Save
Now the employee can be viewed under the team he was loaned to in the schedule. In the other team, you will also see that the person currently works at a different position.
💡 Tip: If you wish to loan employees to another department, have a look at the Flex pools functionality.
2. Method:
Click on the top right button +Add shift to add an entirely new shift. Here you can now directly define the team the person should be loaned to and press Save after selecting the employee and the shift.
Deleting shifts
When you want to delete a scheduled shift, hover your mouse over the shift you want to delete in the schedule. Click on the trash can to delete the shift.
When you click this, you will see a screen that asks you if you would like to delete the shift. You can also check whether you wish to send a notification to the employee in question.
If it is a repeating shift, you will be given the option to remove only the selected shift or to remove all future shifts. You can notify the employee about these as well.
