Edit Open Shifts

From Shift Management, the Supervisor can edit a single open shift or multiple open shifts.

 

Edit a single open shift

To edit an open shift:

• Click the Shift Management tab.
• Find the shift you want to edit in the Unassigned Shifts table. Click the Edit link in that shift’s row.
  

• RosterApps directs you to the Edit Shift page. Note that you cannot edit the shift’s work group, but you can edit several other details. Below is the list of details you can edit about the shift with descriptions.

  • Date: Select the date of the shift with the date selector.

    Template (Optional): Select a shift template in the drop-down menu, if you want to use a shift template for this shift. This will auto-fill the from, to, and break sections below.  This field is only available if your location uses shift templates.

    Start Time: Select the shift’s start time with the drop-down selectors.

    End Time: Select the shift’s end time with the drop-down selectors.

    Break Options: Indicate whether the shift has a break. Select one of the following options:

    • No break during shift: Select this option button if the shift has no break.

    • Floating break for: Select this option button if the shift has a break that the employee can take at any time during the shift. Select the length of the break with the drop-down selectors.

    • Fixed break at: Select this option button if the shift has a break that the employee must take at a specific time. Select the time and length of the break with the drop-down selectors.

  • Required Skills: Check the box(es) of any skill(s) required to work this shift. RosterApps lists all skills available at this location.

  • Click the Update Shift button to save your changes.
    

Edit Multiple Shifts

With RosterApps you have the ability to edit multiple shifts at once from the Unassigned Shifts page. Use this function to edit shift start times, shift end times, required skills, and breaks of multiple shifts.

To edit multiple shifts:

• Click the Shift Management tab.
• Click the Edit Multiple Shifts link near the top of the page.
  

• RosterApps brings you to the Edit Multiple Shifts page. Use the sections on this page to specify which shifts you want to edit. Below is a list of the sections with descriptions.

  • Select Date Range For Shifts: Use this section to set the time window of the shifts you want to edit. Select whether you want to search for shifts in a certain time period based on the Beginning Range (shift start times), End Range (shift end times), or Both in the drop-down menu. Once you select one, the section expands. Enter the date and time of the beginning of the time window and the date and end range of the end of the time window. You must make a date range selection.
    

  • That Have These Skills: To edit shifts that require certain skills, check the boxes of those skills in this section.

  • That Include Workgroups: To edit shifts from certain work groups, check the boxes of those work groups in this section. RosterApps searches for shifts from the work group(s) you select, not necessarily employees from the work group(s) you select, as employees may work shifts from other work groups that they have group trade permissions with.

• Click the Next > button to continue (or click Cancel to cancel).

• RosterApps displays all of the shifts that fit your criteria in a table. Check the boxes of the shifts you want to edit. You can click the All link directly above the table on the right-hand side to select all shifts or click the None link to uncheck all of your selections. Any shifts that you cannot edit (due to status) appear in red.
  

• Click the Next > button to continue.

• Specify what to edit about the shifts on this page. Below is a list of the editing options with descriptions. You can edit just one of these items or multiple items.

  • Edit Shift Start Times: Use this section to edit shift start times for all selected shifts. Choose one of the following options:

    • Change All to a Specific Date and Time: Select this option button to change all selected shifts to the same start date and time. Select the start date with the date selector and the start time with the drop-down selectors.

    • Adjust All By: Select this option button to adjust the start times of all selected shifts. Select whether you want to make the shift start time later (+) or earlier (-) in the first drop-down menu. Select the length of time you want to adjust the shift start time by with the next two drop-down selectors. For example, if I wanted all selected shifts to start one hour later, I would select ‘+’ in the first drop-down menu, ‘01’ in the Hours drop-down selector, and ‘00’ in the Minutes drop-down selector.

  • Edit Shift End Times: Use this section to edit shift end times for all selected shifts. Choose one of the following options:

    • Change All to a Specific Date and Time: Select this option button to change all selected shifts to the same end date and time. Select the end date with the date selector and the start time with the drop-down selectors.

    • Adjust All By: Select this option button to adjust the end times of all selected shifts. Select whether you want to make the shift end time later (+) or earlier (-) in the first drop-down menu. Select the length of time you want to adjust the shift end time by with the next two drop-down selectors. For example, if I wanted all selected shifts to end one hour later, I would select ‘+’ in the first drop-down menu, ‘01’ in the Hours drop-down selector, and ‘00’ in the Minutes drop-down selector.

  • Adjust Shift Length By Specified Time Options: This section appears if you select to edit shift start or end times. Indicate how you want RosterApps to edit those time changes in this section. You must complete this section if you edit start and/or end times. Select one of the following options:

    • Edit Shift Length: Select this option button to simply change the shift start or end time.

    • Create a New Shift Segment for Extra Time Added to Shift: This option appears if you choose to lengthen shifts by editing start or end times. Select this option button to create a new separate shift segment for the extra shift length. Select an overtime reason in the drop-down menu.

    • Mark As Late Or Left Early: This option appears if you choose to shorten shifts by editing start or end times. Select this option button to mark shifts as late (if you made the start time later) or as left early (if you made the end time earlier).

  • Edit Skills Options (Optional): Use this section to edit shift skills. Select one of the following options in the drop-down menu. Once you select an option, a list of available skills appears with checkboxes beside them. Check the box(es) of the skill(s) you want to add to the shifts.

    • Override current and replace with checked: Select this option if you want to remove all skills currently associated with the shifts and replace them with different skills.

    • Add checked to current skill requirements: Select this option if you want to add additional skills to the shifts’ currently required skills.

  • Edit Breaks (Optional): Use this section to edit the breaks of the selected skills. Choose one of the following options:

    • Change All Shifts To Have No Break During Shift: Select this option button to edit all shifts to not have a break.

    • Change All Shifts To Have Floating Break For: Select this option button to edit all shifts to have breaks that employees can take at any time during the shift. Select the length of the break with the drop-down selectors.

    • Change All Shifts To Have Fixed Break At: Select this option button to edit all shifts to have breaks that employees must take at a specific time during the shift. Select the time and length of the break with the drop-down selectors.

  • If at any time you need to clear the options you have selected and start over, click the Clear All Options button directly under the Shifts Selected for Editing list.

  • Click the Next > button to continue.

  • View your edits on the next page and confirm that they are correct.

  • Check the ‘Send email to employee(s)’ box to send an e-mail to employees assigned to any of the edited shifts notifying them of the changes, if you would like. If you would like to send a comment with the e-mail, enter a comment in the ‘Optional comment to include with email’ field.

  • Click the Submit button to edit the shifts.