Linked Shift

A linked shift is a shift that is connected to one or more other shifts. Instead of being managed individually, these connected shifts form a group, allowing Tenant to take certain actions collectively.

For example, if a Talent is invited to one shift, they are automatically invited to all linked shifts. This saves users from repeating the same action on each shift one by one.

With this release, we’re introducing additional actions that can now be applied to linked shifts as a group, including:

• Making shifts private
• Setting a Program
• Assigning a Client/Contact
• Creating dynamic linking rules based on shift assignment status

Let’s explore how this works in practice.

Setting Shift Linking Rules

To configure the rules for linking shifts, go to System Settings and Navigate to Work → Shifts. Click on Linked Shift Rule.

From here, you can define the rules that control how linked shifts behave when changes are made.

• Allow to link shifts only if Program is same

If this toggle is ON shifts can only be linked if they belong to the same Program.

• Allow to link shifts only if Client is same

If this toggle is ON shifts can only be linked if they are assigned to the same Client.

• Allow to link shifts only if private status of all shifts is same

All shifts need to be public to be linked or all of them need to be made private.

• Select your preferred rule

You must select your preferred matching rule: Committed Only, Custom Match, Full Match, or No Match.

Note: The base rule for linking is that the number of Quantity mentioned inside the shift must be identical across all selected shifts.

How It Works (Rules)

Base Rule, the number of Talent (Quantity) must be identical

If there are two shifts, one with quantity 2 and the other with quantity 3, linking these shifts will show a message that these two shifts cannot be linked.

When the quantity is same the shifts can be selected from shift listing page can be linked through ‘Link Shifts’ option.

Once the shifts are linked the ‘Shift Linked’ Column is marked ‘Yes’.

Shifts can only be linked if they belong to the same Program

This can be explained with an example below:

Go to system settings and enable the same program toggle, and save the rule.

There are 2 shifts with different Program links:

1. Shift 1 (SunShine) is linked with the Growth Path Program.

2. Shift 2 (Morning Shift) is linked with the SkillUp Program. 

Linking these shifts is not allowed because the shifts are linked to different Programs. An error message will appear: ‘Linked shifts do not match on required fields, i.e., there are different values for these fields in the selected shifts: Program’.

Now go to Shift 1 (Sunshine) and change the program from Growth Path to SkillUp Program, the same program that Shift 2 (Morning Shift) has.

Try to link shifts together, Once the shifts are linked the ‘Shift Linked’ Column is marked ‘Yes’.

Shifts can only be linked if they belong to the same Client

This can be explained with an example below:

Go to system settings and enable the same Client  toggle, and save the rule.

There are 2 shifts with different Client/Contact  links:
Shift 1 (SunShine) is linked with the Davis Anderson Client/Contact.
Shift 2 (Morning) is linked with the Ruth Miller Client/Contact.

Linking these shifts is not allowed because the shifts are linked to different Programs. An error message will appear: “Linked shifts do not match on required fields i.e. there are different values for these fields in the selected shifts: Contact”.

Now go to Shift 1 (Sunshine) and change the Client/Contact Davis Anderson to  Ruth Miller, the same Client/Contact that Shift 2 (Morning Shift) has.

And try to link shifts together, Once the shifts are linked the ‘Shift Linked’ Column is marked ‘Yes’.

Shifts can only be linked if their Private status is the same

This can be explained with an example below:

Go to system settings and enable the same Private toggle, and save the rule.

There are 2 shifts with different Private Status:

1. Shift 1 (SunShine) is Public shift.
2. Shift 2 (Morning) is Private Shift.

Linking these shifts is not allowed because the shifts are linked to different Programs. An error message will appear: “Linked shifts do not match on required fields i.e. there are different values for these fields in the selected shifts: Private Shift”.

Now go to Shift 1 (Sunshine) and change  the private status public to private, the same Private status that Shift 2 (Morning Shift) has.

 Try to link shifts together, Once the shifts are linked the ‘Shift Linked’ Column is marked ‘Yes’.

Shifts can only be linked to the preferred matching rule: (Committed Only, Custom Match, Full Match, or No Match)

Committed Only

Only shifts with committed Talent can be linked. This can be explained with an example below:

Go to system settings and set your preferred rule to Committed Only, and save the rule.

Consider a case where there are 2 shifts:

Shift 1 (SunShine)
Shift 2 (Morning Shift )  

For shifts to be linked, they must have the same Talent with the same Status.

• Shift 1 (Sunshine): 2 committed Talent
• Shift 2 (Morning Shift): 2 committed Talent

Try to link the shifts. Since both shifts have the same number of Talent with the same status, they can be linked. Once linked, the Shift Linked column will display ‘Yes’.

Custom Match

This option lets the agency decide which shift assignment statuses should be considered at the time of linking the shifts. This can be explained with an example below:

Go to System Settings, set your preferred rule to Custom Match, choose the Talent Status from the drop down as needed, and save the rule.

Consider a case where there are 2 shifts:

Shift 1 (SunShine)
Shift 2 (Morning Shift )  

For shifts to be linked, they must have the same Talent under Shift Assignment  with the same Status (Committed or Invited), as per the rule we set above.

• Shift 1 (Sunshine): 1 invited Talent, 1 committed Talent.

• Shift 2 (Morning Shift): 1 committed Talent, 1 invited Talent

Try to link the shifts. Linking succeeds.

Since both shifts have the same number of Talent with the same status, they can be linked. Once linked, the Shift Linked column will display ‘Yes’.

Both shifts have one committed Talent and one invited Talent. As shown in the screenshot below, the committed Talent column displays only one committed Talent.

Full Match

Shifts can only be linked if all shifts status match (with the exception of Job complete). This can be explained with an example below:

Go to System Settings, set your preferred rule to Full Match, and save the rule.

Consider a case where there are 2 shifts:

Shift 1 (SunShine)
Shift 2 (Morning Shift )  

For shifts to be linked, they must have the same Talent with  same Shift Assignment status for all shift assignment statuses.

• Shift 1 (Sunshine): 1 invited Talent, 2 committed Talent.

• Shift 2 (Morning Shift): 1 invited Talent,  2 committed Talent

Try to link the shifts. Linking succeeds.

Since both shifts have the same number of Talent with the same status, they can be linked. Once linked, the Shift Linked column will display ‘Yes’.

Both shifts have two committed Talent and one invited Talent. As shown in the screenshot below, the committed Talent column displays only two committed Talent.

No Match

Shifts can be linked regardless of different Talents with Different Status. This can be explained with an example below:

Go to System Settings, set your preferred rule to NO Match, and save the rule.

Consider a case where there are 2 shifts:

Shift 1 (SunShine)
Shift 2 (Morning Shift )  

Shift 1 (Sunshine) has 3 Talent: 1 with Invited status and 2 with Committed status. On the other hand, Shift 2 (Morning Shift) has only 1 Talent with Invited status.

• Shift 1 (Sunshine): 1 invited Talent, 2 committed Talent.

• Shift 2 (Morning Shift): 1 invited Talent

Try to link the shifts. Linking succeeds because the linking rule is set to No Match.

• Shift 1: 2 committed Talent and 1 invited Talent (as shown in the screenshot, the Committed Talent column displays 2).
• Shift 2: No committed Talent.

Even though the Talent statuses do not match, the shifts are still linked because the rule is set to No Match.

Behavior of Linked Shifts (After Linking)

Once shifts are linked, any changes in one shift are automatically applied to all linked shifts.

Delete Rule

If a Talent is removed from one shift, they are automatically removed from all linked shifts.

There are 2 linked shifts, Shift 1(Sunshine) and Shift 2 (Morning Shift): 

1. Shift 1 (SunShine)

2. Shift 2 (Morning Shift)

Select Talent ‘Daniel David’ and click ‘Remove Talent’.

If a Talent is removed from one shift, they are automatically removed from all linked shifts.

Note : In cases of whole shift deletion: If a shift that is part of a linked group is deleted, the system will automatically unlink it from the group, while the remaining shifts will stay linked.

Status Update Rule

 If the status of a Talent (e.g., Invited → Committed) is updated in one shift, the same update is reflected in all linked shifts.

There are 2 linked shifts, Shift 1(Sunshine) and Shift 2 (Morning Shift):

1. Shift 1 (SunShine) : 1 Talent Invited, 1 Talent committed.

2. Shift 2 ( Morning Shift ) : 1 Talent Invited, 1 Talent committed.

Select Talent ‘James Andrew ’ and Change Shift Assignment Status Talent Invite to Talent Committed.

Shift 1 (Sunshine )

Shift 2 (Morning Shift)

Addition Rule

If a new Talent is added to one shift, that Talent will also be added to all linked shifts.
There are 2 linked shifts, Shift 1(Sunshine) and Shift 2 (Morning Shift):

1. Shift 1 (SunShine) : 2 Talent

2. Shift 2 (Morning Shift ) : 2 Talent

Now click on the Add Talent button. 

You can either create a new Talent or select one from the existing Talent by using the Select option.

After selecting a Talent, it becomes visible in the Talent list on both linked shifts.

Quantity ( Numbers of Talent ) Rule

The following rule applies when changing the Quantity in the shift. This rule applies to both Linked and Non Linked shifts.
Quantity < (Talent Committed + Job Completed) Is Not Allowed
Quantity > (Talent Committed + Job Completed) Is Allowed

The Shift 1 (Sunshine) has 2 Committed Talent , and one Talent has completed the job.

For Shift 1 (Sunshine):
Talent Committed + Job Completed=3 
Setting Quantity less than 3 is not allowed.
If we set the quantity to any number less than 3 and save the shift, following message will appear:

But we can edit the shift and change the quantity to 4, 5 , 6 etc. i.e. Any number which is greater than the sum of Committed + Job Completed Talent.

Shift will be saved with this value and this value will also be reflected in other linked shifts.
Now the shift quantity is set to 4.

Note: Although this rule applies to all shifts, when shifts are linked, any change in quantity will also be reflected in all linked shifts.

Unlinking Shifts

Sometimes tenants may need to break the connection between linked shifts. This is called unlinking. Once shifts are unlinked, they behave as completely independent shifts again.

How to Unlink Shifts

1. Select the shift(s) you want to unlink from the Shift Listing screen.

2. From the Mass Action options, select the Unlink option.

3. Confirm the action in the popup window, by clicking on the yes button. 

4. The selected shift(s) will now be successfully unlinked from the group.