Shift Planner

Shift Planner

Shift planner is a tool that helps managing resources efficiently across businesses. It helps in planning the staff shifts and booking appointments for a user or resource according to their availabilities. It is best way for super users and supervisor users to manage and utilize availability of the staff effectively.

A Superuser can manage availabilities of all the users under the organization

A Supervisor User can manage only your team members availability, time offs and break-times

A user can manage only its own availability, time offs and break-times easily with Shift Planner.

How to Find Shift Planner:

 

  1. Click on App Launcher

 

  1. Or You can click on ‘Shift Planner’ Tab

 

 

 

3. Shift Planner screen Appears

Understand the Features on Shift Planner Screen

Available – This tile represents Available Slot for booking an appointment

Not Available – This tile represents Slot is not available for booking an appointment

Time Off – This tile represents Time off/ breaks

Out of Office – This tile represents temporary unavailable

Holiday – This tile represents public holidays or temporary leaves

Fully Booked – This tile represents that All available slots have been completely booked..

C – Indicates the total Capacity Hours of a resource for the day

D – Indicates the total Demand Hours for the resource for the da

AC – Indicates Available capacity Hours for the resource after demands and time off

How to Book Appointment from Shift Planner:

Let’s Create an Appointment for ‘Emily’ in Mississauga working in OW group for Wednesday.

1. Select the Available time slot for a resource and resource Group.

The time slot shows start time and End time, capacity, demand and Available capacity

2. Click the Time Slot

4. Click on Book Appointment Button. This will take you to Appointment Booking Screen to confirm the booking.

How to Manage Availability of a Resource.

Let’s Create a new resource group for Neurology in Norwich. Let’s add ‘Ryan Lee’ and his availabilities who is a ‘Resource’ or ‘user’ working in Neurology Group.

Manage Availability is a feature Which allows you to manage the available slots of the users on the shift planner. From this feature you can create a Resource Group, Resource and multi time slots.

1. Click on Manage availability Button

2. The screen shows

Enter the fields to manage availability of that particular ‘Service, Location, group and dates’.

3. Click on ‘Group’ Button.

4. Enter the Group Information for which you wish to add the new resource

5. Enter Service, location, Group, Start date and End date.

6. Select the Resource Name and Team then add the availability times as shown below

7. Click ‘Save’ Button. A new Resource group and Resource will be created and it can be viewed on the shift planner screen.

How to Manage Availabilities for Each resource

Instead of going to manage availabilities. You can also click ‘Manage’ button from the time slots.

Let’s manage Emily’s Availability for Wednesday

1. Click on the Time slot. The pop shows up

2. Click on the ‘Manage’ button. The next screen takes you directly to Emily’s availabilities Page to edit.

3. Once changes are made click ‘Save’ Button.

How to create a ‘Time Off’

Emily has an urgent meeting to attend and she would be unavailable for the service. So she decides to create a Time off for that date and time.

Let’s Create a Time off for Emily for the same slot for Wednesday.

  1. Click on the ‘Time off’ Button
  2. The time off screen appears.

3. Click ‘Time Off’ Button. And Enter the Details of Time off.

4. Click ‘Save’. A time off will be created for Emily and it can viewed on the shift planner screen in blue.

Time off can also be created by directly clicking on time slot on shift planner screen.

  1. Click the ‘Time slot’. The pop up shows
  2. Click on the ‘Time off’ button and follow the steps 1-4 from How to create time off .

How to filter Shift Planner

A supervisor opens shift planner and he looks for Emily’s resource to book an appointment for her availabilities. He quickly finds using the filter icon.

Let’s find Emily’s shift schedule at Mississauga Location for Ontario works program.

  1. Click on the filter icon.

  1. Enter the Program, Location, Service and Team. Emily resource Shows up.

How to find time slots for future dates

If you want to book an Appointment with Emily for future dates.

  1. Click on the calendar date icon to show the available time slots in the future dates
  2. Next available time slots shows up for the future dates.

How to Drop a Shift

Jamie is a doctor who works in a health care department. He has to drop a shift due to an emergency situation. He can do so from the shift planner by select the time slot that he wants to drop. This only applies to available timeslots.

Let’s find the available time slot for Jamie and drop the shift.

  1. Click on the Available Time slot
  2. The pop up shows with details. Click on the ‘Can’t work?’ Button and select ‘Drop Shift’
  3. Click ‘Yes’ to confirm

4. The shift will be dropped and the timeslot will be greyed out which means it is ‘not available’

 

How to Swap a Shift

Jamie receives a notification for a urgent meeting but he has shift to cover at the same time. So he decides to swap the shift with his colleagues by sending a swap shift request. Once the request is approved from one of his colleagues. Shift Planner swaps the available timeslots of those resources for the selected date and time.

Let’s swap a timeslot of Jamie with noah’s timeslot.

  1. Click on the Available timeslot that has to be swapped.
  2. Click on ‘Can’t work?’ Button. And click ‘Swap Shift’ Button.
  3. The next scree shows the available timeslots of other resources to swap with.
  4. Select the resource timeslots that you want to send the request to.
  5. For Example lets select two different users time slots and send them request.

6. Jamie sends request to Roger and Noah.

7. Click ‘Send Swap Offers’ Button

Noah decides to swap the shift with Jamie. So he navigates to shift planner and clicks on Dashboard icon to approve the request.

  1. Click on Dash board icon.
  2. The screen shows all the requests received and Requests sent for approval.

3. Noah clicks the ‘Approve’ tick mark action to approve the request and enters the reason.

4. Clicks on ‘Approve’ Button.

5. Once the Request is approved. Jamie can view the Timeslots swapped with noah’s timeslot making the swapped timeslots as ‘blue’ which means Time off and Available time slot as green which means ‘Available’. Visa versa for Noah’s Timeslots.

How to Reschedule your availability

Emily would like to modify her availability on a particular day and hour as she will be unavailable for complete length of time which was previously set up on the shift planner.

So she make changes directly from the shift planner by click the timeslot that she wants to change it.

1. Click on the timeslot on the shift planner screen for Emily’s resource.

2. A pop up shows up with ‘Can’t work?’ Button.

3. Click on the ‘Reschedule’ button

4. A pop up shows up to change the Start and End time of the Shift.

5. Change the times and if required you can add Break start and end time as well.

6. Click ‘Save’ Button

7. The time slot changes the Start and end time of the shift and also changes the Demand and Capacity hours accordingly.

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