Shiftplanning How-To Guide

Transcription

1 Shiftplanning How-To Guide Shiftplanning is a software system designed to manage scheduling. In 2014, the Museum began to use this system to streamline and improve our scheduling processes. Shiftplanning serves as a repository for staff knowledge and availability and also provides tools to give employees the control to view their personal schedules and request time off with ease. This How-To document will serve as your guide to Shiftplanning. It will answer the most frequently asked questions regarding the software and help you to navigate the site. We will continuously update this in response to your questions, tips, and suggestions. TABLE OF CONTENTS 1. LOGGING-IN p.2 2. UPDATING YOUR PROFILE p.3 3. SETTING YOUR NOTIFICATION PREFERENCES p.4 4. VIEWING THE SCHEDULE p.5 5. TIMESHEETS p.6 6. TIME OFF VACATION, SWAPS, AND TRADES p.9 7. CALENDAR SYNCING p SHIFTPLANNING APP p.10 1

2 LOGGING-IN Shiftplanning is a cloud-based system and can be accessed anywhere you have internet. There are even easy to use apps for smartphones. Access the program at Select Access the Application Once you select Access the Program, you will be directed to the log-in screen You username = your first and last name without any spaces (all in lowercase) Password = tenement 2

3 UPDATING YOUR PROFILE Update your profile and personal preferences in the Profile section. Select Dashboard from the red navigation bar at the top of the screen Select Profile from the grey navigation menu on the left side of the screen Go to Edit Details to update your username, picture, address, birthday etc. Go to Password to change your password Go to Notifications to set your preferences for receiving Shiftplanning notifications regarding your schedule. See next section for more details on how to set your preferences. 3

4 SETTING YOUR NOTIFICATION PREFERENCES Shiftplanning can send you or text notifications. You can set your preference to receive some or none in the Notification tab of your Profile page. Select Dashboard from the red navigation bar at the top of the page Select Profile from the grey navigation menu on the left side of the screen Select Notifications from the submenu that appears under your profile picture If you would like to receive notifications, check the box If you would like to receive text notifications, check the SMS box If you check the or SMS box, a list of possible notifications will appear and you can select what notifications you want to receive 4

5 VIEWING THE SCHEDULE Shiftplanning offers many ways to see the schedule. Select Schedule from the red navigation bar at the top of the page Select the way you want to see the schedule from the right-side of the page. I recommend viewing the schedule in the Employee and Week view, but try out different variations to find your preferred viewing method. To view your personal schedule, check the My Schedule box in the left-hand column. To view the complete schedule, check the Schedule Overview box in the left-hand column. Shiftplanning also gives you the ability to control which program you see in the schedule. The grey left hand column lists the variety of programs and meeting possibilities. By checking the box of a particular program, you will be able to view only the selected program. For example, if you want to know who is coordinator on a given day, select Coordinator from the menu list. You will then be able to see the name of the Coordinators scheduled throughout the selected day. 5

6 TIMESHEETS Timesheets will be replaced by a time clock system. Each day you work, you need to clock in and clock out. You can add time clocks at any time in the payroll period for days that you have already worked. You cannot add time clocks for future dates. It is recommended that you add Time Clocks using the Add Time Clock feature instead of selecting the green Clock in button. This will provide you with the most control. It is also recommended that you get in the habit of adding time clocks daily. Select Time Clock from the red navigation bar at the top of the screen Select Add Time Clock from the grey menu on the left side of the screen When you select Add Clock Time, the following window will open: 6

7 Adding Time Clocks Select Add Time Clock from the grey menu on the left side of the screen Make sure the correct date is entered on the calendar Enter the time you arrived under Clock In (include the 15 minutes prior to your first tour) Enter the time you left under Clock Out (include the 15 minutes following your last tour) Ignore the Schedule list menu unless you are using paid vacation time, in which case you need to select that option from the bottom of the list Add any notes or questions you have in to the Notes field Click the grey Add Clock Time button at the bottom of the screen The hours clocked in will be listed in the My Timesheets section on the right-hand side of the main Time Clock page. 7

8 Making Clock Edits You can edit a time clock by selecting the clock from the My Timesheets section on the right side of the Time Clock page. Select the small green edit icon next to the time clock you edit Clicking the green edit icon will open the time clock Select the red Edit Mode button Once you are in Edit Mode you will be able to adjust the time you clocked-in or out. Shiftplanning will require you to list a reason. You can simply state fixing error. 8

9 TIME OFF VACATION, SWAPS, AND TRADES Shiftplanning will assist with the time off request process. In addition to ing Lokki, Pedro, and Jason that you have a request, make your requests on Shiftplanning. Making Requests for Time Off Select Requests from the red navigation bar at the top of the screen page to request time off and monitor requests already made. Your request will be sent to the administrators (Lokki, Pedro, and Jason), who will approve or decline your request. You should also them your request. Select the grey Request Time Off button on the right of the screen Selecing the Request Time Off button will open a request page Time off can be taken as paid or unpaid. You must select the type of request you are making in the Leave Types section. Administrators will receive your request and will respond within 36 hours. You will be able to monitor their response on this page. 9

10 Rejected Requests If your request is rejected, you have several options: If your schedule is already published, you can request to switch shifts with another educator under Shift Trades on the left-side column. Your request will be sent to the administrators who will approve or decline it. If approved, the request will be sent to other Educators and will be listed in the Open Shifts section. If your request is for a future date, for which the schedule has not yet been published: Post the request for coverage on the Message Wall located on the Dashboard Educators that are available should respond with their availability in a comment on the Message Board Admin will confirm who from those available is approved to lead the shift. This decision is based on a variety of factors including program knowledge, availability, and number of hours a given employee has already worked in a pay period. Admin will then change the availability of both educators to reflect the schedule change. CALENDAR SYNCING Shiftplanning can also sync your schedule with another calendar including Google Calendar. Use this tutorial video and outlined directions to sync to your preferred calendar. SHIFTPLANNING APP Shifplanning has an app for both iphone and Android phones. Download the app from the app store and access shiftplanning with ease from your smartphone. 10