Assigning, Unassigning, Reassigning and Calling Off Staff to and from Shift Slots

The schedule manager can assign staffs to the slots of a shift. When assigning staff to a slot, a list of eligible staff appears.

Staff is eligible to fill the slot if, the staff:

Is active
Is approved to work at the scheduling location
Is not excluded from working with any clients assigned to the shift
Does not have approved time off at any point during the shift
Is not already scheduled to work another shift that overlaps with the shift

The eligible staff will have a score next to their name. The higher the score, the better the match. The best matches for the shift appear at the top of the list. The score is calculated based on a point system. Staff start off with 100 points. Points are deducted from their score for each missing item below. The number of points deducted for each item is set in Options. The most important criteria will deduct more points from the staff's score.

Hours for this shift do not exceed the company's absolute maximum for the day
Hours for this shift do not exceed the company's absolute maximum for the week
Hours for this shift do not exceed the company's preferred maximum for the day
Hours for this shift do not exceed the company's preferred maximum for the week
Hours for this shift do not exceed the employee's preferred maximum for the day
Hours for this shift do not exceed the employee's preferred maximum for the week
The scheduling location is a manager's preferred location for the staff
The scheduling location is the staff's preferred scheduling location
The staff's availability and exceptions allow for the staff to work this shift
The staff has the necessary qualifications to fulfill the missing qualifications for this shift. The number deducted is pro-rated based on the total number of qualifications needed and the number of qualifications the staff has.

To assign, remove or reassign staff to a slot:

Task:

Select Scheduling Locations from the menu and then enter the name of the scheduling location in the Search box.
Select Schedule on the scheduling location card.

Step Results: The schedule for the scheduling location opens.
Select the shift from the calendar grid.

Step Results: The shift opens.
Select Assign on the open Slot card.

Step Results: The Staff pop-up opens.
Select the phone icon to view the staff's contact information.

Step Results: If the staff marked the Allow Staff To See This Contact Information check box in Contact Information cards in User Settings, then the staff's phone number and/or email address will appear.

Select the email address to automatically create an email addressed to this email address, select the phone number to call the staff, select the cell phone icon to text the staff. Select the Phone icon again to hide the contact information.
Select the calendar icon to view the staff's schedule for the week that includes the current shift, which will be highlighted on the schedule and shown as pending.

Note the 24 Hr column shows the number of hours the staff is scheduled to work in the adjacent 24 hour period.

Step Results: The read-only calendar appears. Select the X in the upper right corner to close it.

Note: The Total Scheduled Hours does not include the new shift (the striped yellow one(s).
Select the down arrow next to the staff's score to view additional information about the staff's score.

Step Results: Select up arrow to hide the scoring information.
Select Filters, mark/clear the appropriate check boxes to narrow the list of staff by specific criteria, and then click Done.
Select the staff you want to fill the slot and then click Save.

Step Results: The staff's name now appears on the Slot card, the O (open) icon disappears and the button changes to Unassign.

Note: The error flag indicating that the slot is open may not disappear until you exit the shift and open it again.
Select Reassign on a filled Slot card to remove the current assigned staff from the slot and assign someone else to it.

Step Results: The Staff pop-up opens.
Select the staff you want to reassign the slot to and then click Save.

Step Results: The new staff's name now appears on the Slot card.
Select Unassign on a filled Slot card to remove staff from the slot and leave it open. You could use this if the staff had a time off request approved after the schedule was created or if the no longer work at the agency.

Step Results: A confirmation message appears.
Select Yes.

Step Results: The staff's name disappears from the Slot card, the O (open) icon appears and the button changes to Assign.

Note: The error flag indicating that the slot is open may not appear until you exit the shift and open it again.
If the Call Off feature is turned on in Options, select Call Off on a filled Slot card to remove staff that has called off (via phone, email, etc. outside of Staff Scheduling), mark the staff as called off in the audit log for reporting purposed and leave the slot open.

Step Results: A confirmation message appears.
Select Yes.

Step Results: The staff's name disappears from the Slot card, the O (open) icon appears and only the Assign button appears.

Note: The error flag indicating that the slot is open may not appear until you exit the shift and open it again.