Scheduling is often complex, so visual alerts and status indicators help warn or block any potential issues
When scheduling, there are some standard rules that apply across the board – for example employees can only work one shift at a time, shift clashes are something that Ento will automatically flag and warn of on a schedule. Other alerts may simply show that a staff has requested to drop or swap a shift.
Alerts can vary – where one business wants to be warned when overtime is triggered, another may want to put a block in place to prevent it entirely. Yet another company may expect to pay overtime and not want it highlighted on the schedule at all. To support such varied business needs, alerts can be customised. Alerts may even vary between employees in the same company on different employment contracts.
Red : Critical Alerts
Critical alerts are used for shift clashes, and can be set for compliance failure with major employment contract rules. Examples could be trying to schedule employees after a hard set maximum number of hours per week, qualification non-compliance or the minimum time between a shift ending on one day and their start time the following day not being met.
Yellow : Low Alerts
Often used as warnings, alerting those Scheduling when they are about to perform an action that it would be better to avoid, for example where an overtime rate has been triggered, or where a scheduled break is not long enough, but where Scheduling would still be allowed.
If you try to add and/or change a shift that causes a warning, you will receive a popup on the left hand corner of the roster advising you there is an issue.
You can click ‘undo’ to revert the action, or you can click ‘view details’ to see an outline of the warning. When viewing the error details you can also opt to ignore the warning and make the change if your permissions allow it.
Shift action required
A small bell icon on a shift is an alert to let you know that an action is required for this shift. If your employee permission profiles are set to require shift acknowledgement, this bell will first appear if the employee hasn’t accepted their shift 24 hours after the schedule was published. Alternatively, if an employee has requested a shift swap/cover/drop and it requires manager approval, this bell will appear to let you know.
The head icon represents a shift that has been offered out to employees so they can pick it up. If it’s grey, you have had no replies and if it’s green then an employee has advised they can work this shift and could be selected.
An employee has requested to swap this shift with another employee, and it’s waiting for their approval.
The information panel will display action cards where approval is required. Depending on the request, it will display more or less information and give you action buttons to approve, deny or view more information as necessary.
Alerts and manager permissions
What a manager can do in instances of low or critical alerts when scheduling is controlled in each Manager permission profile. In some cases there may simply be a warning, in other instances the action may be blocked. This allows for hierarchical overriding, so while a scheduling manager’s permission may block them from creating a shift where a low alert is triggered, an operations manager’s profile may only give a warning when triggering a low alert, but still block for critical alerts.
Your Ento administrator will be able to access the Scheduling tab of your Settings > Manager permissions profile to determine what schedule low or critical alerts will do. More on this in the Manager Permissions article.