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Help Topic: Overview of the Shift Planner


Please note that Shift Management is not available for the the Starter Package

 

This is an overview of the Shift Planner and how to navigate around it.

 

The Shift Planner is divided horizontally across the middle with the top half being the Jobs and Shifts, and the bottom half being the Candidates who can fill those shifts.  Candidates can be dragged from the bottom half to the top half and from shift to shift in the top half.

 

The "Top Half"

The top half of the page consists of a simple to use hierarchy with the main "bars" representing each of the Client for which Jobs exist in the current week:

 

These "bars" can be clicked to either expand or collapse the bar in order to show or hide the jobs within that Client and if the client has more than 1 Job, all will be displayed in Job Id descending order (the most recent at the top):

 

The Status Indicators

The red/amber/green bars to the right of the client "bar" shows the status of the shifts within that client:

In this example, we can determine the following for this client:

  • This client has a total of 7 shifts within this week
  • 5 of the shifts (in green) are filled and confirmed (by both Us and the Candidate)
  • 1 shift (in yellow) is currently filled by waiting on either Us to confirm it or for the Candidate to confirm it)
  • 1 shift (in red) is currently unfilled

This allows us to quickly determine the overall status by client and action the most pressing issues first.

 

Shift Conflicts

Where the Shift Planner finds clashes between 2 shift that have the same Candidate assigned and the shift times overlap, you will see the "Shift conflicts found" icon also in the Client "bar".  This will appear on each client for which the conflict applies:

Along with this "Shift conflicts found" indicator, a red bar will appear to the left of the shift card indicating precisely which card are in conflict.

 

Job Details

To the left of each Job is the key details for the Job:

Clicking on the blue Job Name or Contact Name will open the Tracker "Quick View" box so you will remain on the Shift Planner but be able to access the core information as normal with quick view.

Clicking the green icon next to each will open that record directly in Tracker.

 

The "Bottom Half"

The bottom half of the page is used for finding and assigning the Candidates that will complete the Shifts in the "Top Half".

The Candidate half can be collapsed and expanded using the Show/Hide button allowing more of the screen to be used for managing the Shift if required:

Whenever a Shift is clicked in the "Top Half", the Candidate list will refresh to show you the best matched Candidates based on the filters either defined at the time the Job was created, or that have been subsequently applied to the Candidate list after loading.

Candidates are matched and ranked based on:

  • Availability
  • Location
  • Shift Match 
  • Skills
  • Metric Score (Reliablity)

Additional filters can be applied to the defaults applied, or default filters can be changed and removed using the Filter button at the top of the Candidate list (see filtering course for more details).  These filters are presented at the side of the Shift Planner page and can be expanded or collapsed in a similar way to the main list pages in Tracker.

 

Save & Publish

When any changes are made to the Shift Planner, a message will appear at the top of the page indicating that changes are waiting to be saved, and the Save & Publish button will change to green, showing the number of changes made:

 

Clicking the Save & Publish button will ask you to confirm and then commit all changes (shifts added, changed or removed) to Tracker, refreshing the Shift Planner.

 

Please note that Shift Management is not available for the the Starter Package