Adding Permanent Shifts

 

This article will explain the process of adding permanent shifts to the calendar. Adding permanent shifts allows users to apply set rotation patterns and more quickly build their schedule. It can also be used to apply recurring blocks of Special Type Shifts, such as Overtime, Time Off, or Special Assignments, or to apply a recurring block of On-Call time.

 

To create a new permanent shift, navigate to the Calendar page you would like to create a shift for and click on "Add a permanent shift":

 

 

First, you will select the employee you want to create a shift for from the dropdown menu:

 

 

Next, you will choose the type of shift you want to create. "Regular Shift" is used for shifts the person will be working; "On Call" will let you enter a block of On Call time for the employee; "Special Type Shift" will let you enter blocks of Special Assignment time, Time Off, Comp Time, Overtime, or Assignments.

 

 

Below, we will explain the various options for each type of Shift.

 

• Shift time

 

Choose either a Standard Shift, or "Other Time" to enter a custom shift length.

 

 

• Start date

 

Choose the date that you want this permanent shift to begin. NOTE - you can either type in a date, or click on the field to open a calendar selection box.

 

• End date

 

Choose the date that you want this permanent shift to end. NOTE - you can either type in a date, or click on the field to open a calendar selection box. You can also leave this field blank, which will cause the permanent shift to repeat indefinitely.

 

 

• Add to support row

 

Selecting this option will add these permanent shifts to the Support Row of another group. If toggled on, it will show a "Group" dropdown menu.

 

 

• Add notes

 

Checking this box will add a recurring note to all of the permanent shifts you are adding. It will open a text field when selected. It will also show an option to only show notes on the first shift you enter, and not on subsequent shifts.

 

 

• Pattern/Rotation

 

If this is set to "Weekly Pattern (days of week)," you will be able to choose a repeating pattern of days for the shift. In the example above, the Permanent Shift would apply a 06:00-14:00 shift to Mon-Fri (with that user being off on Sat and Sun), beginning on Oct. 1st, repeating indefinitely.

 

You can also use a Rotation Pattern that you have set up to create a more complex pattern of shifts. To find out more about Rotation Patterns, review this article: Rotation Patterns

 

Clicking on the drop-down menu will show all available Rotation Patterns you have created. When you select a Rotation Pattern, two new sections will appear on the menu: "Pattern Offset (in number of days)," and the Calendar Preview:

 

This will give you a preview of which days the user will be working (green days on the preview) or will have a Regular Day Off (red days on the preview). The Pattern Offset is used to move the beginning date forwards or backwards, to make the pattern line up as needed. The example above shows a Pattern Offset of "0" - this means that the Rotation Pattern will begin on whichever "Start Date" is selected.

 

In the example above, the Pattern Offset is now "-2" - in the preview, it now shows that the Rotation Pattern will begin two days later, on 10/3 (instead of 10/1).

 

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In the example above, with the Pattern Offset set to "3," the Rotation Pattern now starts 3 days earlier. Since the first day of the rotation is now earlier than the Start Date, the rotation begins "off-screen," but the shifts being added will still begin on 10/1.'

 

 

You can also use the arrows to move the Pattern Offset forwards or backwards; you can use "back to start" to jump back to the current period and week:

 

 

 

• Conflict preference

 

 

Here is how each of the Conflict Preference options work:

 

• "Keep both shifts if conflict exists" - The new shifts will be overlaid on top of anything that is already on this person's schedule. If the person is already working a shift, and you choose this option, they will be scheduled for both the original shift and the new one.

 

• "Overwrite conflicting shifts for person" - If a new shift conflicts with a previously scheduled shift, the new one will overwrite the old one.

 

• "Overwrite all shifts for person" - The person's schedule will be entirely overwritten by this new permanent shift with the exception of Overtime or Time Off. Any Overtimes or Time Offs that are already on the schedule will remain on the schedule.

 

• "Only create shifts if no conflict exists" - The new shifts will only be added to days where the person was previously scheduled for a Regular Day Off.