How Recaps Drafts are Created and Submitted?

The Recap functionality allows Talent to submit Recaps, while Tenants can create, submit, and manage Recaps across different shift checkpoints. 

Recaps may be initiated from the App or Portal. Once a Recap is created as a draft, the shift offerings field becomes locked to preserve consistency between the shift and its Recaps.

The guide explains the expected behavior for Recap creation, editing, cloning, shift locking, and template updates.

Previously, Recap Drafts were automatically created one minute before the Shift Start Time. With the new changes, Recap Drafts will no longer be created automatically based on the Shift Start Time. Instead, a Draft Recap will be created when the Talent or Tenant opens the Recap Form. 

Recap Flow From App

1. The Talent views the shift under Committed Jobs.
2. The Talent performs the applicable shift action, such as Check In, Check Out, or Complete. Or Talent opens the recap from the Recaps section on the shift detail page.
3. The corresponding Recap opens.
4. Opening the Recap creates a Recap draft on the Portal. 
5. The Talent completes and submits the Recap.
6. The shift action/checkpoint is completed as applicable.

Example Case

Let’s understand with an example. Consider a shift where a Talent has been committed.

This shift includes recap templates for all four checkpoints i.e., check-in, midpoint, check-out, and job completion, as shown below. 

When the Talent logs in to the App, this shift will appear in the Committed Jobs section. 

To check in on the shift, the Talent can tap the Check In icon on the App. Tapping Check In will open the check-in recap.

When recap form opens, a draft is created on the portal.

Talent can fill the check-in recap and submit it.

Once the check-in recap is submitted, the check-in on the App is completed successfully.

When the midpoint of the shift is reached, a pop-up message will appear on the App.

Tap Go to Recap to open the midpoint recap.

When the Talent opens the Midpoint Recap on the App, a corresponding draft is generated on the Portal. 

The Talent can answer the Midpoint Recap questions and submit the Midpoint Recap. 

Similarly, when the Shift End Time is reached, the Talent can tap the Check Out icon in the App. This will create the Check-Out Recap draft on the portal. The Talent can either complete and submit the Recap or save it as a draft.

To mark the Shift as complete, the Talent can tap the Complete icon. This will create the Job Completion Recap draft on the portal. The Talent needs to submit the Recap to complete the Shift.

Multiple Talents and Recap Cloning 

When multiple Talent are assigned to a Shift, the first Talent’s Recap is created from the Recap Template. Recaps for the other Talent are then automatically created by copying the first Talent’s Recap.

Therefore, any changes made to the Recap Template after the first Talent’s Draft Recap is created will not be applied to the existing or cloned Recaps.

Let’s consider a shift which has a check-in recap. 

Two Talent are committed to this shift.

Talent ‘Emma Jhonson’ logs in on App, and submits the check in recap.

Afterwards the Tenant adds another question to this recap and saves the recap template.

When Talent ‘James Taylor’ logs in on App and opens the  check-in recap, it will be cloned from the Recap that exists for ‘Emma Johnson’ to ensure consistency for all the Talent.

The newly added question by the Tenant will not appear in the second Talent recap, as it did not exist in the first Talent recap draft.

Recap Creation from Portal

The Create button is available in the Recaps section of the Shift.

When the user clicks Create, the Recap Form is displayed:

The following information is showing on this form:

• Shift Name
• Talent
• Recap Checkpoint

When a Shift has multiple eligible Talent and Recaps are configured for multiple checkpoints, a Talent and Checkpoint will be selected by default when the Recap Form is opened.

The Agency user can:

• Select any eligible Talent who is allowed to submit the Recap.
• Change the selected Checkpoint.

If only one eligible Talent remains, that Talent will be automatically selected.

Once the Talent and Checkpoint are selected, the Tenant user can complete and submit the Recap.

In addition to creating and submitting a recap, the Tenant can revise a previously submitted recap using the Edit option on the Portal.

Selecting Edit reopens the recap form, allowing the Tenant to update the submitted responses as needed. 

Example Case 

Consider a shift that has a Check-in Recap linked with it. Only one Talent is committed in the shift.

Tenants can submit the recap on behalf of the Talent. Tap Create button. 

The Talent and the Recap Checkpoint will be selected automatically.

The Tenant can answer the recap questions and submit the recap.

This recap will appear in the ‘Recaps’ tab of the Shift.

If a Shift has multiple committed Talent and Recaps are configured for multiple checkpoints, the Tenant must specify the relevant Talent and Checkpoint when creating and submitting a Recap. 

Two Talent are committed to the shift.

This shift has Recaps on Check-in and Check-out checkpoints.

Specify the relevant Talent and checkpoint. Click Submit or Save as Draft. Submitted or draft recaps will be visible under Recaps tab.

Note

Recap cannot be created for a shift that has not started yet.

Recaps can be submitted for only committed and completed Talent. For instance, in the below attached screenshot, the Talent is invited on the shift.

In this case recap cannot be created or submitted from the ‘Recaps’ Tab.  A message appears ‘The recap is only available for committed and completed Talent.’

Check In Action and Shift fields Locking

When a Talent checks in on a shift, the following Shift Details become locked:

• Shift’s Location
• Location Name
• Address
• Address 2
• City/State/Country
• Quantity
• Duration
• Start Date and Time

These fields cannot be updated.

Import Restriction

The same fields must also be protected from Import.

If an Import attempts to modify any of these fields after a Talent has checked in, the affected record must fail and appear under Records Failed.

The following error messages will appear in the import error details:

Note: Shift Offerings remain enabled after check-in.

Locking of Shift Offerings

A Shift Offering must be locked if a Draft or Submitted Recap exists for the shift. The associated Shift Offering cannot be edited or updated.

Consider a shift that has been created using a shift offering.

The recap draft is created when the recap is opened on the App.

The recap draft can also be created by saving the recap as a draft from Portal.

The shift shown below has a recap draft in the ‘Recaps’ section of the shift.

The Shift offering for this shift will be locked if the shift is opened for edit.

Approved Recap

Approved recaps can not be edited/resubmitted by Agency or Talent.

When this recap is opened for edit, a message appears on top ‘This recap has been approved, so it cannot be edited.

When a Talent opens an approved recap on the app, it cannot be edited. A message appears at the top: ‘This recap has been approved, so it can no longer be edited’.

Recap Template Enhancement

A notification is now displayed at the top of the Recap Template to inform the Agency which existing Recaps and ongoing Shifts will not be affected by changes made to the template. The system dynamically identifies and displays the names of ongoing shifts.

How it works

• Changes made to the Recap Template will apply to future Recaps that have not yet been created.
• Changes will not affect already submitted Recaps.
• Changes will not affect ongoing Shifts where a Draft or Submitted Recap already exists.
• Only the ongoing Shifts that have an existing Draft or Submitted Recap are listed in the notification.