Roster Replacements

Processing ‣ Employees ‣ Roster Replacements

The purpose of the Roster Replacement function is to assist with daily changes to the Roster that occur as a result of employees indicting they are not available to work on their assigned shifts. These changes can be actioned either manually or in conjunction with an SMS messaging system.

How it works

  • It identifies any shifts that have no employees assigned to them
  • Filters the list of suitable employees who are available to fill the shift
  • Allows adjustment to the details of a shift via the replacement screen
  • Sends an SMS to one or more employees who are available to work, providing details about the date, time and location of the shift.
  • Employees respond via text message indicating Yes they are available
  • Check and identifies those employees who have responded Yes to the SMS Message
  • Allows you to review the responses and assign the most suitable employee to the shift
  • Automatically updates the working roster to reflect the changes
  • Sends a reply to the employee to confirm that they have been assigned the shift and provides details of the date and time

If the SMS system is unavailable for any reason the usual methods of completing this process e.g. via the Working Roster edit screen or Daily Edit Sheets.

Important

The employee maintenance record must have a valid mobile telephone number entered.

Roster Replacement

The Domain/Date Selection screen allows for the selection of a period and of a domain.

Hint

You can select multiple domains by clicking on each one. The selected Domains will be highlighted or alternatively all Domains can be selected.

Select the tick to accept and retrieve all the Assigned and Unassigned shifts for the selected domain(s) and period or select the read only to open in read only mode.

The Unassigned/Assigned Shift Screen

The Days in Period will display each day within the Roster Period selected. Select the day by highlighting it and that day’s unassigned shifts are displayed in the middle of the screen, awaiting an action.

Once the replacement function begins the shifts will be highlighted in either RED, ORANGE, GREEN or YELLOW.

RED:indicates an action must be taken e.g. employees have responded to SMS message, a response is required by you
ORANGE:indicates that a possible action is required - there is a shift which is unassigned that you may choose to replace
GREEN:indicates that an employee is assigned to the shift and no action is required unless an employee calls in to indicate they are not available to work
YELLOW:indicates the employee is on leave

The search allows for a search for employees or shifts that are already assigned. Typing any part of the employees name; first or last or any part of the details that may be contained within the description field of a Shift.

On selecting an unassigned shift, the right hand side of the screen will display the Replacements and Shift Details TABs.

On selecting an assigned shift, the right hand side of the screen will display the Shift Actions and Shift Details TABs.

Replacements TAB

The Replacements TAB will display details about the available employees with a summary of the days and hours, including leave that have been rostered for the period. By default, all employees who are not working today, irrespective of their classification will be displayed.

Additional Filters are available by selecting the Filters Button.

  • Match classification?... Display only employees with the same classification as the shift
  • Working Today?... Includes employees already working on the highlighted day
  • On leave today?... Includes employees who are on leave today
  • Awaiting Response?... Includes people who have been previously contacted to fill this shift but have not yet responded

Note

The filters stay active until the Roster Replacement Screen is closed.

Details are displayed about the employee including the days and hours they are working in the period and valid pay classifications for the employee.

no mobile number will appear next to emloyees who do not have a mobile telephone number recorded in their employee record.

Checking the Show Schedules? icon will display day by day details of the shifts the potential replacement is already scheduled to work during the period. It will display the number of hours on each day. Where the employee is on leave an “L” will appear in the box.

Tip

Hovering over the employees name will display the employee’s schedule when the Show Schedules box is unchecked.

Shift Details TAB

The full details of the shift are displayed and are available to be edited or the shift deleted.

Check Response Screen

Where the SMS function is in place the Check Responses screen shows Shifts where Staff have responded. It will indicate the number of responses on the left of the screen. Employees who have responded “Yes” to the SMS will appear in bold and be marked in RED as available on the right of the screen. Those who have not responded to an SMS will appear with “awaiting response”.

Once an employee is selected the following options are available:-

assign:Assign an employee to the shift. No SMS message is sent.
SMS send:Send the employee an SMS asking them to respond “Yes” if they are interested in being considered for the shift.
SMS assign & reply:
 Assign the employee to the shift and send them an SMS to indicate they have been assigned the shift.
clear:Clears the selection you have made and allows you to start the process again.

Processing Options

Unassign Employee from shift - No Leave, No Replacement (No SMS)

  1. Highlight the day that the employee has indicated they are not available to work
  2. Enter the Employee’s first, surname or shift description in the search field
  3. Highlight the shift to be unassigned by selecting the shift
  4. Select the “Unassign from shift button” and select “Yes” to accept or “Cancel” to cancel the change
  5. Clear the search bar to return to view all unassigned shifts

Unassign Employee from shift - With Leave, No Replacement (No SMS)

Follow Steps 1. through to 3. as above.

  1. Select the leave type from the dropdown in the “Put on Leave” button e.g. Personal Carer Leave
  2. The “replacement” or “without replacement” shift buttons will be enabled.
  3. Select the “without replacement” shift button, select “Yes” to accept or “Cancel” to cancel the change
  4. Clear the search bar to return to view all unassigned shifts

**Unassign Employee from shift - With Leave, With Replacement (No SMS)

Follow Steps 1. through to 4. as above.

  1. The “replacement” or “without replacement” shift buttons will be enabled.
  2. Select the “replacement” shift button, select “Yes” to accept or “Cancel” to cancel the change
  3. Review the list of possible replacements, hover the mouse over each employee and determine which employee you wish to
assign the shift to
  1. Select the employee; A tick will appear to the right of their name

Tip

You may select the Shift Details TAB to change any details of the shift

  1. Select the Assign icon
  2. Clear the search bar to return to view all unassigned shifts

Unassign from shift - With Leave, With Replacement (SMS)

Follow Steps 1. through to 7. as above.

  1. Tick the employees who you would like to send an SMS

Tip

You may select the Shift Details TAB to change any details of the shift

  1. Select the “SMS send” icon to send an SMS to the selected employees

Note

Default message will display - Hi @firstname. A shift is available. Reply YES if interested. 5:45 - 14:15 on 25/10/16 at Kitchen Hand

10. Edit the message if necessary and the select the tick to send the SMS. The shift will update with the status ‘awaiting response’

Check Responses to SMS messages

  1. Select the “check responses” icon
  2. Review the screen to identify if any SMS responses have occurred

Assign an Employee to Shift with no SMS

  1. Highlight a shift that is currently unassigned
  2. Review th list of possible replacements
  3. Select an employee who you would like to assign to the shift
  4. Select the “assign” icon, select “Yes” to accept or “Cancel” cancel the changes

Assign an Employee to Shift and Notify by SMS

  1. Select the “check responses” icon to ensure that the latest responses have been reviewed
  2. Highlight the employee that you would like to assign the shift to
  3. Select the “SMS assign and reply” icon

Note

Default message will display - Thanks @firstname. You are now Rostered on at 5:45 - 14:15 on 25/10/16

  1. Select the “tick” to send

Important

When an employee accepts a shift request and has been assigned to the shift but later advises they are not able to accept the shift. Follow the Unassign or Put on Leave process. Other staff who previously responded will reappear in the replacements screen and may be assigned normally.