Scheduling

View a Job's Schedule

Each job in ActivateStaff has its own schedule view. To view a schedule, navigate to the job, then click on the "Schedule" tab.

Create an Open Shift

Select the Schedule Tab in a job. Hover over a day in the week and select the + button at the bottom centre to add a shift.

The "Add an Open Shift" modal will open. You can adjust the date from here as well. Enter the start time, end time and the number of workers required, then click "Submit".

Only select the “Submit & Publish” option if you want your workers to see the shifts in the worker app.

After selecting the submit button, the schedule will show the shift as submitted in a light blue colour. This means that it has been added to the schedule but not yet published and made visible to the workers.

When you are ready to publish your shift, you can select the “Publish and Notify” option in green.

Once your shift is published it will change to a dark blue colour.

You'll see the open shift on the Schedule, and qualified workers will see the open shifts on your Worker App. You can also assign, edit or delete the shift.

Receiving Notifications for Shift Requests + Dropped Shifts

The individual who created the job, will automatically receive an email notification about all shift requests and dropped shifts.

If you would like to subscribe to email notifications, you can add yourself as an "Additional Recruiter" by editing the job's details.

View Requests on Open Shifts

You can see if a shift has any open requests by looking at the numbers on the left of the open shift. The first number is the number of requests, and the second number is the number of workers still required. For example, here you can see this open shift has 1 request and 3 workers still required.

Then, you can open the shift menu by hovering on the shift and clicking the ••• button. On the menu, you'll see who requested the shift and be able to assign them.

Assign, and Unassign a Shift

If you Assign a shift to a worker and only select the “Assign” option, it will appear as light blue. This means that while the shift is assigned to them, it has not been published and the worker will not know that a shift has been assigned to them.

You will need to select the “Publish & Notify” button to make sure that the assigned shift is published for the worker to see.

To unassign the shift, you can either drag it up to the Open Shifts or click on "Unassign" from the shift menu.

Edit an Open Shift

You can edit an open shift by clicking on the ••• button to open the shift menu, then click on "Edit Shift".

You'll be able to change the shift's Date, Start Time and End Time, and Number of Workers Required. The number of workers required should reflect the number of workers still required, excluding assigned workers.

Workers who requested the shift are not notified of the change, but they will see the updated information in their Schedule. If they are assigned after the shift has been edited, they will receive a notification that they have been assigned with the most up-to-date shift information.

Delete an Open Shift

You can edit an open shift by clicking on the ••• button to open the shift menu, then click on "Delete Shift".

A dialog will ask you to confirm if you want to delete the shift.

Workers who requested the shift are not notified of its deletion, but they will no longer see the shift in their Schedule.

Edit a Shift Assignment

Once a shift has been assigned to a specific worker, you can edit the shift assignment by hovering over the shift and clicking on the ••• button to open the shift menu. Then, click "Edit Shift Assignment", and change the shift's date or times as needed.

The assigned worker will receive a notification that their assigned shift's times have changed.

Delete a Shift Assignment

Hover over the assigned shift and click on the ••• button to open the shift menu. Then, click "Delete Shift Assignment" and confirm.

The assigned worker will receive a notification that their assigned shift was deleted.

Dropped Shifts

Workers can drop shifts within the app, allowing you to get instant updates if someone can't make it.

If you are the job creator or added as an Additional Recruiter to the job, you will receive notifications when workers drop a shift. If your agency has opted to do so, the client contacts listed on the job location will also receive an email notification.

On the Schedule view, you will see Dropped shifts in red. Keep them there to preserve the history of who dropped shifts. When a worker drops a shift, it will automatically be re-added to the Schedule so other workers can immediately see and request that shift. If an open shift with those details already exists, the number of workers required will be incremented by one.