Save time by taking advantage of shift batches, allowing for quick and easy bulk rostering of staff for identical shifts.
Don’t create an individual shift for ten retail assistants all working in one store from 9 to 5 and re-enter the same details over and over – just create a single shift batch and assign them all to it!
Simply set up a single ‘shift batch’ by filling in the usual fields – times, break and notes – just once, and then assign multiple staff to batched shifts within it, making creation and changes easier, faster and less repetitive. Each batched shift will still have its own tile, alerts and qualification checks, and will behave just like a regular shift, with the added bonus that changes to the shift batch will update all shifts within.
Creating a Shift Batch
First ensure you’re in ‘Role view’ by clicking the ‘Role’ button along the top options row.
Click an empty space for the day and role you wish to create the Shift Batch for and then select the ‘Shift batch’ tab in the shift creator window.
After entering times, breaks and any custom data, you can either select ‘Save’ to save the shift as is and continue creating other shifts, or select ‘Fill Shifts’ to begin assigning staff to the batched shifts immediately. You can always return and edit these fields later by clicking the shift and selecting ‘Edit shift’.
From the ‘Fill-in finder’ screen you can alter the amount of shifts in the batch, assign/unassign staff, and see how many of the shifts are filled.
The ‘Fill mode’ is either ‘final selection by manager’, where the manager approves who works the shift, or ‘first come, first served’, where the shifts are also made open for staff to take the shift if they want it. This takes effect when offering shifts from a published roster, as covered in the next section.
Once you’re happy with the assigned staff, simply click ‘Save’ to be taken back to the roster.
You can return to this screen at any time by clicking the shift and choosing ‘Fill shifts’.
Once a roster is published, unfilled shifts in a shift batch can be offered to staff rather than assigned to them. By ticking the boxes along the left hand side of the staff and then clicking ‘Offer & save’, you can SMS those staff and offer them a shift in the batch without specifically ‘assigning’ them and filling a shift.
As above, the Fill mode is either ‘final selection by manager’, where the manager then picks between those who replied, or ‘first come, first served’, where the quickest staff to reply ‘yes’ to the SMS will automatically be assigned to the remaining batched shifts. If no one replies, the shifts would remain unfilled for further follow up.
Identifying a Batched shift
Since batched shifts also show up in the staff view once created, it’s important that you can tell these apart from singular shifts.
These match the shift batch itself, with a cut corner indicating that it’s part of a batch and will be updated as such.
Shift batch alerts display in much the same way as regular alerts – the shift itself will have a red or yellow outline to indicate an issue, which will be displayed upon hovering over the shift. The batch outline itself will also change colour to indicate the highest priority of a batched shift beneath it, so managers will know to click ‘Show shifts’ and investigate further.
You can delete an entire shift batch by clicking on it and selecting ‘Delete batch’ as usual.
For removing a single batched shift, simply go to the ‘Fill shifts’ menu and lower the amount of shifts by one instead. If all shifts are filled, you’ll need to unassign one or more employees before reducing the number of shifts in the batch.
Where to now?
Other relevant articles