A shift scheduler is a calendar view that allows users to see which Talent have been assigned to specific shifts and which shifts are still unbooked.

How to Navigate to the Shift Scheduler?

1. Navigate to the WORK module.

2. Navigate to Shifts.

3. Click on the calendar icon.

The window below would be displayed. If the total number of Talent in your agency is greater than 100, user will be required to select a Program or a Talent Group. Sections in Shift scheduler:

The Shift Scheduler is further divided into two sections:

Programs

In this section, only Talent who are part of the selected program will be visible. This allows users to view and manage shifts specifically for Talent assigned to that particular program.

Select Program.

This will display the list of all programs in our system.

Select the desired Program, and click on “Confirm selection”.

This will display a scheduler, but there are no shifts or any Talent, as this program doesn’t have any shifts.

Components of Shift Scheduler

The following are the components of the shift scheduler:

1. Time Frame: The time frame determines which segment of the current week’s schedule is displayed, showing the shifts that fall within that selected period.

2. Outside program legend: This legend indicates shifts that are not part of the selected program, but where the Talent has also been assigned to another shift outside of this program.

3. Legends: This displays a list of legends that represent different shift Talent assignment statuses, along with their corresponding colors.

4. Program Name: This displays the name of the program.

5. Three dots beside the program name: There are two options available when clicking on these three dots.

• Edit the program where you can edit the program details.
• Clear from where you can navigate back to the main “Programs” and “Talent groups” screen.

6. Unbooked shifts section: The first row displays the list of all shifts that are available to be assigned to a Talent.

How to Add Shifts in the Programs?

To add a shift in the program, open that particular program and navigate to the “Shifts” tab.

Navigate to the “Shifts” tab.

Add shifts in this program.

These shifts will now appear in the scheduler view.

How to Add Talent in the Scheduler View?

Talent can be assigned to shifts that are visible in the Scheduler view. Once Talent are added to a shift, they will automatically appear in the Scheduler view under the respective shift.

1. Open the shift that is already a part of the program.

2. Navigate to the “Talent” tab.

3. Assign any Talent.

4. Once the Talent is assigned to a shift, they will appear in the scheduler view.

How to Assign a Shift to a Talent?

A shift can be assigned to a Talent by simply dragging it onto the Talent. The shift must be dragged from the ‘Unbooked Shifts’ section and dropped against the desired Talent.

Shift Assignment Status

There are different statuses that can be assigned to a Talent for a shift. When a shift is dragged and assigned to a Talent, the default status is set to ‘Committed.’ The Talent’s status for that shift can be changed by clicking the Edit button.

Shift Completion button

The Shift Completion button allows you to directly mark a shift as completed by clicking on it.

Drag – drop button

The drag-and-drop button allows you to move the shift anywhere within the scheduler.

Delete button

The Delete button allows you to remove the Talent’s association with the shift. Once deleted, the shift is moved back to the ‘Unbooked Shifts’ section.

Functions of a Talent

There are three functions against a Talent.

1. Update Talent: This will update the details of the Talent.

2. Delete Talent: This action will delete the Talent from Senegal. Once deleted, the Talent will be removed from the entire system, including all associated shifts, programs, and other related records.

3. Remove Talent from the program: This action will remove the Talent from the selected program only. The association between the Talent and the shift will remain unchanged; however, the Talent will no longer be part of the program and will not appear in the scheduler view.

Non-Program Shifts

Shifts that do not belong to this specific program but have been assigned to the Talent will be displayed with a corner indicator.

Violations

A Talent cannot be assigned to any shift if there is an active violation.

1. A Talent can be assigned to a shift once the violation has expired. A Talent becomes eligible for shift assignment again after the violation period ends.

2. A Talent cannot be assigned to a shift if they have a lifetime violation.

General Rules in Shift Scheduler

1. A Talent cannot be assigned to overlapping shifts. Once a Talent has been assigned to a specific shift, attempting to assign or commit the same Talent to another shift that overlaps in time will result in an error message.

2. A shift can only be assigned to a Talent on its scheduled date. You cannot drag and assign a shift from one date to a different date in the scheduler.

Over Time Rules

The overtime feature allows us to calculate daily, weekly, holiday and consecutive working days.

1. For each Talent, four figures are displayed: daily hours, weekly hours, completed hours, and overtime hours.

2. If we try to commit a Talent to a shift on a holiday, a warning message will be displayed.

3. Committing a Talent to a shift that exceeds the allowed daily hours will trigger a warning message. The daily hours will be displayed against the Talent, and the system will further break down the exceeded daily hours across all shifts assigned to that Talent for that particular week.

4. Committing a Talent to a shift that exceeds the weekly hour limit will display a weekly warning message, and the weekly hours will be calculated accordingly.

      5. The completed hours will be updated once the Talent completes the shift.

Agreements

1. A Talent cannot be assigned to any shift until they have signed their agreement. Once the agreement has been signed, the Talent becomes eligible and can be assigned to shifts.

2. If a program-specific agreement is required for a particular program and has not been signed, an error message will be displayed. The Talent will not be allowed to be assigned to any shifts under that program until the agreement is completed.

Talent Groups

Talent groups are collections of Talent organized into specific categories based on their role or type. Each group is given a name that represents the type of Talent it includes.

You can select a Talent group from here.

Select any Talent group.

How Talent will be Displayed in Talent Groups

The Talent grouped within a Talent group will be displayed on the left side of the scheduler view.

Functions Against Talent in Talent groups

1. Update Talent: This will update the details of the Talent.

2. Remove Talent: This will delete the Talent from the system and remove the Talent from their respective shifts as well.
3. Remove Talent from Talent group: This action will remove the Talent from the selected Talent group only, and they will no longer appear under that Talent group in the scheduler view.
   However, the association between the Talent and any assigned shifts will remain unchanged. The Talent is removed only from the Talent group, not from existing shift assignments.