admin@personnelmanager.com

3.2 Shifts Page

CNB > Shifts A / DM / M

Personnel Manager provides great features to view, edit and process many data regarding all personnel activities. All activities as such can be viewed on “Shifts Page” with support of powerful tools like Advanced Shift Search, Edit, Mark, Lock, Delete, etc.

3.2.1 No. of Shifts and Total Hrs

Total number of Shifts and Hours of current selection is displayed on the right side of the Shifts Page.

See below A Total of Staff Booked this Month and next Month screeshot  for details

3.2.2 A Total of Staff Booked this Month and next Month

A total for all staff booked in the current month and next month is displayed on the right side of the Shifts Page.

Any staff member that has a shift that starts in the month is counted in this total.

3.2.3 Advanced Shift Search

CNB > Shifts A / DM / M

Advanced Shift Search section allows users to pinpoint any Shift or Job Sheet they are looking for. It also filters Shifts by Crew Name, Client Name, Date, Time, etc.

No.: Type shift number to view a specific shift.

Job Sheet: Put in a job sheet number to view the entire Job Sheet on Shifts Page.

Client Name: Client Name drop-down list contains all the client names, to search crew by clicking on the drop-down list bar then select a specific client.

Crew Name: Crew Name drop-down list contains all the crew names, to search crew by clicking on the drop-down list bar then select a specific crew.

Activity: To narrow down any shift searches by clicking the Activity drop-down list bar then select a specific activity.

Date From, Time From, Date To, Time To: Any shift search can be done between the designated forms by date and by time.

TIP: Combine Job Sheet number with date or time to narrow down the search. Ideal for massive job sheets.

Search Unconfirmed Shifts Only: Tick the ‘Search Unconfirmed Shifts Only’ check box to filter shifts, this feature will only display any unconfirmed shifts (along with selected filters if ticked).

Search Unlocked Shifts Only: Tick the ‘Search Unlocked Shifts Only’ check box to filter shifts, this feature will only display any unlocked shifts (Ideally used for check-up past jobs that are not yet locked)

3.2.4 Reset Shift Search

Resets all search tools to default (views all shifts from beginning of today).

CNB > Shifts > Reset Shift Search A / DM / M

3.2.5 View Shift as Graph

When clicked on View Shift as Graph, a new page opens with the shifts displayed as a bar graph with the crew names on the left and the shifts represented by different coloured bars on the right below their corresponding Day and Time which is listed above. This page defaults to display 14 days of shifts from Yesterday, to 13 days into the future. Rollovers (flyovers – when you hover the mouse over the shift) display the Name, Client, Activity, Venue, Instructions, Meeting Place, Onsite Contact, Duration, Start Date/Time, and Finish Date/Time. Shifts display in differing colours and for each business in the Personnel Manager. Each business can be expanded/collapsed so it is possible to view the shifts in one or all, or a selection of some businesses at a time. It is possible to scroll from left to right and zoom in and out in this view by using the left/right arrows or clicking the zoom in and zoom out icons.

CNB > Shifts > View Shifts as Graph A / DM / M

3.2.6 View Shift as HTML Graph  

“Show Shift as HTML Graph on Shift Page” is available in Global Settings, this HTML Graph is similar to the View Shifts as Graph with one extra function: the ability to filter the graphical view by Crew or by Job.

3.2.7 View Shifts as Calendar

This page defaults to two weeks view, current week and upcoming week with the week commencing on Monday and ending on Sunday. Optional to view other weeks by scroll back and forward. The Calendar View automatic refreshes in real time every two minutes. It can be displays the calendar in a variety of ways, customisable by the user in Global Settings. Show Start Time on Calendar, Show End Time on Calendar, Show Crew Name on Calendar, Show Crew Mobile on Calendar, Show Crew Shift Number on Calendar, View Calendar by Client/Site. This last feature will break up the calendar into different locations for clients and is not recommended for those seeking a ‘typical’ calendar view. The Calendar View is also available in the Client Access.

CNB > Shifts > View Shifts as Calendar A / DM / M

3.2.8 View Job as Graph:

When clicked on View Job as Graph, a new page opens with the shifts displayed as a bar graph with the Job Sheet names on the left and the shifts represented by different coloured bars on the right below their corresponding Day and Time which is listed above. This page defaults to display 7 days of shifts from Yesterday to the next 6 days, and you can view jobs Group by Name or Group by Job. Click Group by Name will display Crew Names on the left, Click Group by job will display Client and Job Sheet Names on the left.

Each Client job shown as different color:

3.2.9 Warnings

The Personnel Manager will display warnings to inform you when there is double booked staff member or if staff unavailability on a certain day is clashing with the shift they have been booked manually (NOTE: PM will not allow the crew members to mark themselves as unavailable for a shift that you have already booked them for.)

Other Warning types are when the crews are booked on a “ticketed” activity for which their tickets are expired or not yet entered in their profile (see “Activities” for more info), crew that have exceeded [x] amount of hours in a week (set in Global Settings), a failed outgoing SMS, and more…

3.2.10 Expand and Close Warnings

Warnings Can be opened and closed on the Shifts Page and the Clients Page.

Crew Shift Warning Details can be opened by clicking anywhere on the Yellow bar and closed the same way.

Clients Warning can be opened by clicking anywhere on the Yellow bar and closed the same way.

 3.2.11 Select an Action drop down list

Export Run Sheets: Exports a detailed Run Sheet for selected shifts in PDF format. Useful to view staff’s start/finish times, venue and other details in in the PDF page.

▪CNB > Shifts > Select an Action A / DM / M

▪CNB > Shifts > Select Shifts > Edit Icon > Select an Action A / DM / M

▪CNB > Shifts > [shift number] > Select an Action A / DM / M

Export to Excel: This feature enables to export selected information from the Shifts Page to an Excel spreadsheet. Once the scheduling has been done this is feature makes easy for importing roster into other packages. You can save an Excel sheet into CSV files or tab_delimiter files. At the bottom of the Shifts Page, under ‘Select an Action’, the first option is Export to Excel. Select the shifts by checking the boxes on the left (or click “Check All” button) then Select an Action – Export to Excel.

▪CNB > Shifts > Select an Action A / DM / M

▪CNB > Shifts > Select Shifts > Edit Icon > Select an Action A / DM / M

▪CNB > Shifts > [shift number] > Select an Action A / DM / M

Export Summary (Admin): Same procedure as Export to Excel a Summary can be opened in Excel that will break down the selected shifts to show how many shifts were worked on which dates with a breakdown of the different Activities performed, the total hours for each Activity and the total cost of labour to be charged to the Clients on the Tax Invoices. (NOT WORK ATM)

▪CNB > Shifts > Select an Action A / DM / M

▪CNB > Shifts > Select Shifts > Edit Icon > Select an Action A / DM / M

▪CNB > Shifts > [shift number] > Select an Action A / DM / M

View Shifts:When you select shift/s on the Shifts Page (clicking on the box to the left of the shift, or anywhere on the shift that is not a link) then press the View Shifts button (Eyeball Icon on the right of the selected shift/s) to view the shifts details of the selected shift/s. Alternatively, select the shift/s then scroll down to the bottom of the Shifts Page, use the Select an Action drop down list to select View Shifts to view the selected shift/s details.

▪CNB > Shifts > Select an Action A / DM / M

▪CNB > Shifts > Select Shifts > [Eye icon] A / DM / M

Edit Shifts:  When you select shift/s on the Shifts Page (clicking on the box to the left of the shift, or anywhere on the shift that is not a link) then press the Edit Shifts button (the Pencil Icon on the right of the shift/s) to edit the shifts details of the selected shift/s. Alternatively, you could select the shift/s and then scroll down to the bottom of the Shifts Page, use the Select an Action drop down box to select Edit Shifts to edit the selected shift/s details.

▪CNB > Shifts > Select an Action A / DM / M

▪CNB > Shifts > Select Shifts > Edit Icon A / DM / M

▪CNB > Shifts > [shift number] A / DM / M

Update Shift Rates: When editing details of each shift or swapping crew members along the way whether manually or automatically (confirmation via with SMS) some shifts’ rates may not follow the changes properly even after being saved and the shift rate may need to update. This option to ensure shift rates are updated with current rate / crew selection, which ensure payroll to issue correct payslips.

▪CNB > Shifts > Select an Action A / DM / M

TIP: Update Shift Rates before payroll export in each pay cycle.
-First select shifts to be updated on Shifts Page,
-Scroll down to the bottom of the page,
-Click on the drop down menu and choose “Update shifts rates”

MESSAGE Shifts: This option is used when sending out Shift Offer Messages to staff members. Click and opens up a page called the MultiSMS which allows you to offer shift/s to multiple staff members. The default SMS appears in the text box (editable and customisable in Global Settings) with another box with the list of Crews that are assigned to the Activity.

In this list, Crew Members have an asterisk next to their name indicate that are booked at that time, Crew Members have a hash symbol (#) next to their name indicates they entered their Unavailability, any other crew members are available for shifts.

TIP: If multiple shifts of different kinds (different times, dates…) are selected and pressed MESSAGE Shifts, “one” MultiSMS page opens up with each shift and its own crew list ready to be sent. This method speeds up issuing shifts process.

If you have offered one shift to two crew members, both member will receive the same SMS in the textbox to ask if they can accept the shift. If both member were to reply Y(Yes) the system will wait a predetermined length of time before sending the shift Confirmed SMS to the highest ranked Crew member. The predetermined length of time inputted by you in Global Settings, to change please go to “Global Setting – SMS Incoming Configuration – Incoming SMS Accept Shifts Interval.”

Once a MultiSMS has been sent, on the Shifts Page all the Job Sheet has a SMS List Icon. To open and view the list click on the SMS List Icon a new window opens with the list of all crew members in the message list along with details dates/times and their message status states as Failed/Success. As Crew reply, a Y or N (yes or no) will appear next to their names and you can keep track of the progress with the job booking. If at any stage you wish to cancel the sequence and book the Crew manually, you must press the Cancel MultiSMS button inside this window (bottom left). In there you can manually add crew to the booking and send them the Confirmed SMS. If you attempt to manually assign crew to a shift without cancelling the sequence, the MultiSMS sequence will override what you have done. After a predetermined time set by you in Global Settings, the message will Time Out. This is indicated by a yellow highlighted (T) under the SMS field for that Shift.

▪CNB > Shifts > Select an Action A / DM / M

▪CNB > Shifts > Select Shifts > Edit Icon > Select an Action A / DM / M

▪CNB > Shifts > [shift number] > Select an Action A / DM / M

MESSAGE Confirm Shifts: When this is clicked the Confirm Messages for all selected shifts will be opened up. These can be edited or left as is and sent to the intended recipients by pressing the Send SMS button. Once this has been done, in the Shifts Page the Crew member’s name/s will be Black with a C after them (under the SMS field) indicates that the Crew Member/s have confirmed for those shifts.

▪CNB > Shifts > Select an Action A / DM / M

▪CNB > Shifts > Select Shifts > Edit Icon > Select an Action A / DM / M

▪CNB > Shifts > [shift number] > Select an Action A / DM / M

MESSAGE Multi Confirm Shifts: Same as the “MESSAGE Confirm Shifts” except it generates “one” SMS Confirmation Message for multiple shifts “per” recipient.
Confirm MULTI MESSAGE allows you to send several Shifts Confirmations to a Staff Member in one SMS/Email.

For example:

Confirmed: RACV ROYAL PINES RESORT
– Wed 08-06, 10:45am-15:00pm. G,
– Wed 08-06, 20:15pm-01:30am. G,

▪CNB > Shifts > Select an Action A / DM / M

▪CNB > Shifts > Select Shifts > Edit Icon > Select an Action A / DM / M

▪CNB > Shifts > [shift number] > Select an Action A / DM / M

MESSAGE Same Crew Shifts: The Same Crew SMS features works in two ways.

1. You can book multiple people on several shifts, with a view to keeping consistent staff booked on those shifts, provided you select an equal number of shifts on each occasion. For example, if on the Shifts Page, you had four shifts for four people from 8am to 12pm and you needed the same four people to return on four subsequent shifts, perhaps that evening from 8pm to 11pm, you would have to select all eight shifts (it has to be an even number of both to work, four morning shifts and four evening shifts) and choose “MESSAGE Same Crew Shifts” in the “Select an Action drop down list or press the edit (pencil icon) to enter the Shift Edit Page, then leaving the Crew Member name blank, press “Offer Shift Same Crew”. This will bring up the default SMS (customisable, editable) and a crew list of available crew for that Activity. Once again crew that are already booked in all time slots will have an asterisk * next to their name and those that have entered their own unavailability will have a hash symbol next to their name #. In this Same Crew SMS mode if a Crew Member is already booked for one but not all of the shifts, a *+ will appear next their name and if they have made themselves unavailable for one but not all of the shifts a #+ will appear next to their name. The message will create one shift number for both (or all shifts) but will offer crew both shifts in the same message. Depending upon how you have set the Default Settings for the Same Crew SMS message in Global Settings, the message you’ve send, in the case of this example, may look like this:

[715] Can you do 2 shifts, Sun 05-07, 07:45am – 12:00pm & Sun 05-07, 20:00pm – 23:00pm approx., at Cronulla Beach ? Client – X Productions. Reply 715Y for YES, 715N for NO. Await Confirmation.

The Crew Members are accepting both shifts by replying 715Y. With this facility it would be possible to select all eight shifts (four in the morning and four in the evening) and send this message to eight or ten or twelve Crew Members (however many you think necessary to get the job filled). Once again, the system will wait the predetermined length of time that you have programmed into it; the first four of the highest ranking to reply in the affirmative will be awarded the job and will receive the confirmation messages. Those who missed out will receive the declined message to inform them that they will not be needed and to stand by for more shifts. Once again, on the Shifts page, it will be possible to see which shifts have been sent out using the Offer Shifts Same Crew feature because in the shifts, under the SMS field, it will show SC “?” and the shift number created by the system for these shifts, in this example SC (715). There will be the “?” next to the SC (715) of the first of these ‘linked’ shifts. If you pressed this “?” icon, a list will open of all the crew you sent the Same Crew SMS message to, including the time the message was sent. As you refresh the page you will see Y and N appear after the names of the Crew Members that have responded yes or no to the shifts and the times they responded.

2. The second way that the “MESSAGE Same Crew Shifts” can work is offering multiple shifts (under different clients and job sheets) to one Crew Member, for example, an entire week or fortnight’s work. In the Shifts Page, you need to select all the shifts that you wish to offer to the one Crew Member and press the edit (pencil icon) to open the Shift Edit Page. Press the “Offer Shift Same Crew” button, select the crew member you wish to offer the shifts to from the Crew list and press Send SMS. The content of the SMS will say how many shifts are being offered with dates, times and locations.

▪CNB > Shifts > Select an Action A / DM / M

▪CNB > Shifts > Select Shifts > Edit Icon > Select an Action A / DM / M

▪CNB > Shifts > [shift number] > Select an Action A / DM / M

MESSAGE Multi Roster Shifts: Multi Roster Message option works the same way as the MESSAGE Same Crew Shifts.
Message Multi Roster Shifts allows you to offer several shifts in one SMS/Email to a Staff Member/s. If they accept the Shifts offered, they receive a Confirmation SMS with the details of all their shifts in one SMS/Email.
On the Shifts Page, at the bottom of the screen under Select an Action, and in the Shift Edit Page and the Job Sheets pages, there is the option MESSAGE Multi Roster Shifts. This feature allows you to offer multiple shifts to a Crew Member or several Crew Members in a single Message (SMS/Email) per Crew Member. The Crew Member/s only need to reply with a single SMS accept to be confirmed for all shifts.

For example: You could create an entire roster for the following week, select all the shifts you want in the Shifts Page, scroll down the bottom of the page, under “Select an Action” select the MESSAGE Multi Roster Shifts. All Shifts will be presented in SMS/format to the staff to accept the shifts in one go. When the Crew Members accept the shifts, they will automatically be sent Confirm Multi Messages (after the predetermined length of time that is customisable in Global Settings under SMS Incoming Configuration, after Incoming SMS Accept Shifts Interval).

MESSAGE Multi Roster Shifts template: [TIMES_MULTIPLE_VENUE_ACTIVITY_INSTRUCTIONS] approx,[SKILL] at [VENUE], [MEETING_PLACE], [SHORT_NAME], [ONSITE_NAME], [ONSITE_NUMBER] [INSTRUCTIONS], cheers. [LETTER_CODES]

Additional MESSAGE Template:

– [TIMES_MULTIPLE_VENUE_ACTIVITYNAME_TASK_INSTRUCTIONS] – Multiple Start – End Times with Venue, Activity, Task Description and Instructions for Crew (Notes)

– [TIMES_MULTIPLE_VENUE_TASKNAME] – Multiple Start – End Times with Venue and Task Name.

New Placeholder for SMS :

(SMS Job Offer, Confirmations, Reminders etc.):
– [TASKNAME] This will place the Task associated with the Shift being sent via SMS from Personnel Manager.

AUB > Global Settings > SMS Incoming Configuration > Incoming SMS Accept Shifts Interval A

So when using the MESSAGE Multi Roster Shifts feature, you must remember that the automated replies will take as many minutes to send as you have set in Global Settings page.

▪CNB > Shifts > Select an Action A / DM / M

CNB > Shifts > Select Shifts > Edit Icon > Select an Action A / DM / M

CNB > Shifts > [shift number] > Select an Action A / DM / M

MESSAGE Notify Shift Change: This option is used if there is any change on any shifts for a crew member has been confirmed but needs to be notified the changes. Once change has been made (Date, Times…) select the shift(s) and click this option from the drop down list, which will open up a new page with the default SMS (customisable on Global Settings, editable each time before sending) then click on Send message button. Once the notification is sent to ask this particular crew to reply to the question “do you accept the changes?” crew’s name turns to Green and stays Green until crew has accepted the changes, which then PM sends an automatic new Confirmation Message and turn the name to Black.

Confirm Shift W/O MESSAGE: By selecting shift/s and clicking this option you simply make a Crew member/s confirmed for a shift without sending them a Confirmation Message. Their name will appear Black on the Shifts Page with a C next to it (under the SMS field) indicates they have Confirmed.

Lock Shifts: Shifts must be locked with the correct times in order to be processed by Payroll. Once the Start/Finish/Break times are ensured correct, shifts can be locked using this option from the drop down menu. Once locked a Padlock Icon will appear next to the Locked Shift.

Admin Lock Shifts: Shifts must be locked with the correct times in order to be processed by Payroll. Once the Start/Finish/ Break times are ensured correct, shifts can be locked using this option from the drop down menu. Once locked a Padlock Icon with the word ADMIN under it will appear next to each shift/s. Admin Locked Shifts can only be unlocked by ADMIN users.

Unlock Shifts: This option reverses the Locked or Admin Locked actions.

Site Sheets: Site Sheets can be created in PDF formats by selecting the shifts you wish to include on the Time Sheet in the Shifts Page. Under Select an Action at the bottom of the Shifts Page you will find the option to create a Site Sheet and can be either email it directly to someone (you can enter any name and email address or start typing a Crew Member’s name and it will automatically appear for you) as a PDF attachment to an email, or you can save it directly to your desktop (See Site sheet PDF Email and Site Sheet PDF Download for more info).

It has option to configure the Site Sheet to your preferences by going to the Global Settings Page, scrolling down to Shite Sheet Configuration and editing the parameters found there. You can rename, re-order, hide or delete titles from your Site Sheet. Titles include: Job Sheet Number, Shift Number, Meeting Place, Crew Member Name, Mobile Number, Signature, Activity, Task, Start Time, Blank Field (blank text box to manually write the start time on the Timesheet), End Time, Blank Field (blank text box to manually write the end time on the Timesheet), Break Start, Break End, Instructions and Notes.

▪AUB > Global Settings  >Site Sheet Configuration A

Site Sheet PDF Download:

▪CNB > Shifts > Select Shifts > Select an Action > Site Sheet PDF Download A / DM / M

Creates PDF file of a time sheet with all the details for selected shifts. This file is usually generated to be sent to Crew Chiefs or Supervisors.

Site Sheet PDF Email:

▪CNB > Shifts > Select Shifts > Select an Action > Site Sheet PDF Email A / DM / M

Creates a Time Sheet for selected shifts and opens up a new page, which asks for an email address to be send the Time Sheet to.

Repeat Shifts: This option can be used if there are any repeating jobs occurring on consecutive days, weeks, fortnights or months, which PM creates and copies the current shifts into new Job Sheet (with a new Job Sheet Number) repeating the job, however many times it’s entered in the dialog box that appears when clicked on “Repeat Shifts”. Ideal to create new Job Sheets with repeating details (day of the week, start and finish times, number of crew, etc…)

When Repeat Shift is selected a REPEAT popup box contains repeat options, repeat by Days, Weeks, Fortnights or Months and Repeat Notes; when Repeat Note is ticked the Notes will repeat for all selected shift/s, if it’s unticked the Notes will not be repeated.

Copy Shifts: Copies the selected shifts. New shifts can be created within the same Job Sheet. If a shift is copied which has a confirmed crew member on it, then the name of the crew is carried over to the copied shift(s) but it appears in Blue.

Unconfirm Shifts: This option would do the opposite of what “Confirm Shift w/o MESSAGE” does. Select Shifts with crew confirmed on them then click on Unconfirm Shifts to turn crew’s names to Blue. This option does NOT send any SMS to notify crew.

Export Crew Emails: Exports selected crew’s emails and phone numbers into Excel.

CNB > Shifts > Select an Action > Export Crew Email (Excel) A / DM / M
Export Crew Email allows you to export as a list of email addresses of your staffs so that you can send them a bulk email.

On the Shifts Page, scroll to the bottom and under Select an Action you will find the option of Export Crew Email. The Names, Email addresses and Mobile Numbers of the Staff Members on the Shifts you have already selected in the Shifts Page will be exported into an Excel spreadsheet so it allows you to copy the list into the To: field of an email. If a staff member appears on more than one Shift in your Advanced Shift Search, their name, email address and mobile number will only appear once in the Export Crew Email spreadsheet.

For example, you could go to the Shifts Page and select all the Shifts in a given year (or any period of time you have searched). Then you could select Export Crew Email to open an excel spreadsheet containing the email addresses of all the staff who have worked in that period of time. You can easily copy this information into an email that can be bulk emailed to all your staff.
This spreadsheet shows you a list of all Staff members that have worked for you in the time period you have specified.

Highlight Shifts: This function is to Highlights selected Shifts in Light Yellow colour.

Remove Shifts Highlighting: This function is to Removes selected Shifts Highlighting.

Cancel & Delete Shifts: If a shifts needs to be deleted and the crew needs to be notified of the Cancellation, click this option while shifts are selected. This opens a new page where a default “Shifts Cancelled” message appears (customisable on Global Settings, editable), then click Send Message. PM will send this SMS to crew and deletes the shift(s).

Delete Shifts: Deletes the selected shifts (No messages are sent to crew). A window will pop up to required reason to delete the shift, submit any test to delete the shift/s and an email notification will be sent to Admin. (See 3.90 DELETE SHIFTS section for more information about Reason to Delete shift.)

TIP: Deleted shifts can be restored in “Deleted Shifts” tab on CNB.

3.2.12 Fields in Exports

There are options in Settings to indicate what are the fields is visible/non-visible in exported Excels, Fields are moveable between ‘Unused Fields’ and ‘Fields that are visible in Excel’.

To move fields scrolling up/down or click on the ‘Up’ ‘Down’ Icons in ‘Unused Fields’ or ‘Fields that are visible in Excel’ section and select one or multiple fields then click on the Arrows Icons to move across.

This feature allows more customisation for Excel Exports in Global Settings Page, any fields moved into the Fields that are Visible in Excel section will be included in the exports.

Extra Fields can be selected in the Export to Excel Global Setting available for export on SHIFTS Page>Select an Action – including Business, Job Sheet Number, Emp Card ID.

Export fields on Timesheets Page – Export All Records:

This feature within the Export Settings has the functionally for Payroll Export Fields as it includes information of Business, Emp. Card ID, Date, Units, Job Number

3.2.13 Shift Page Columns

No: Shift Numbers are assigned by PM automatically as they are created.

TIP: clicking on the Shift No. opens the entire Job Sheet to which the shift belongs in Job Sheet Page.

Job Sheet: Job Sheet numbers are assigned by PM automatically as they are created.

TIP: Clicking on the Job Sheet number brings up a new Shifts Page with refined search of this particular job sheet.

Lock: Padlock which indicates whether shifts are locked (completed) or not appear in this column.

Business: Shows which Business the shifts are created under.

Date: Date ‘at the start time’ of the shift.

On / Off: ‘ON’ indicates Start time, ‘OFF’ indicates finish time of the shift.

BTT: Indicates the Total amount of Break Time Taken (BTT). Break times can be entered by Crew via SMS (See Staff Instructions for more info) or by Admin entered manually via Job Sheet Page / Edit Page (See Job Sheet Page/Edit Page / Job Sheet Columns / BTT for more info).

By default, Break times are added automatically when first creating shifts on PM or client’s online Booking Page. When Break Times do not match the scheduled breaks there will be notification by Crew via SMS and it will appear in Red on Shifts Page. These breaks can be edited on PM, to edit go to Edit Page and click on “Paper-Pencil Icon” under BTT. When Break Times appear as Red it is a Warning sign which has no effect on the shifts, please note that “Admin” Breaks overrides “Crew” Breaks and they may need to be corrected (See Job Sheet Page/Edit Page / Job Sheet Columns / BTT for more info).

Client: Indicates the Clients.

Venue: Venue is the location where crew member will commence the shift.

Map Icon: This function is similar to other Map purpose, is to help crew members look up the Crew Pages and locates the venue/meeting point for each shift. To use, click on the Map Icon located next to the Venue Name. The venue/meeting points location is first set by office staff from the Shift Page, to set the location click on the Map Icon on the Shift Page and move the Pin to the exact location point and select “is ACCURATE” from the Drop-down list then Save. (For more Info see Venues / Allow Shift Map Checking)

“i” icon: Click on the Information Icon will bring up a small window with Venue details, Venue details can be edited by clicking on the “Edit Venue” button on Popup window.

Activity: The activities of each shift shows on Activity Page. (See Activities for more Info)

Notes: If Notes are entered on the Client Booking Form, or Client’s Page, the Notes Icon on the Shifts Page will change to Red. Click on the Notes Icon to bring up a small window of Text Boxes editable by Client or Office, the notes visible to crew any time on the Crew Page, or optional add to SMS Confirmation Messages and sent to crew. Any text entered in the OPERATIONS NOTES text box is not visible to crew, the OPERATIONS NOTES text box is for office reference only. The Note Icon will change from Red to Green once the notes have been open and read.

Task: Task can be created under the “Tasks” tab, Task can be selected in Shift Edit Page, If task is created it displays in the Task column. (See Tasks Page for more info)

Name: Name of Crew/Staff Member.

TIP: Click any name to go to crew profile pages.

MESSAGE: Indicates the Status of outgoing SMS Messages, For more Info regarding to sending shifts to crew please See “MESSAGE Shifts” under “Shifts Page – Select an Action” and see “Message Logs Page” for more info regarding SMS Codes)

M: (Multi SMS) In the “Offer Shift Message” options Shift can be sent to crew/s and the last 3 digits of Shift Numbers becomes the Acceptance (or decline) Code for this shift.

L: (Linked Shifts SMS) In the “Offer Shift Message” options more multiple shifts of the same kind can be selected (linked) and sent to crew.

For example 5x general crew shifts starting and finishing at the same time at the same venue sent to “x” amount of crew. PM assigns the last 3 digits of the shift with the lowest shift number and shows L[xxx] on each shift.

SC: (Same Crew SMS) 2 or more shifts from different hours/dates/venues… have been sent together to crew aiming to confirm the same person on all of them. All shifts must be selected and “Offer Shift Same Crew” must be clicked.

For example a 4hr shift on Monday, 3hr shift on Wednesday and 5hr shift on Saturday can all be sent together in one SMS as a package offer. PM assigns the last 3 digits of the shift with the lowest shift number and shows SC[xxx] on each selected shift.

S: (Single Shift Sent), When Crew Member Name in Blue colour, it indicates the crew member has been selected manually, entered and saved for a shift, but has not confirmed. Once an “Offer Shift Message” send it changes to Green and an “S” appears in the “MESSAGE” column. The “S” will also appears in this column if “Time Change” SMS has been sent to the crew. (More Info See “Time Change” under “Shifts Page” and “Select an Action”)

T: Highlighted “T” indicates Time Out for an “Offer Shift Message” has been send and no incoming acceptance messages will be confirmed after this point. Time Out period can be determined in Global Settings.

Job Requirement Boxes (Hard hat, Hi-vis vest…): The Job Requirement Boxes can be set in Global Setting Page. Once customised in Global Settings, Job Requirements column is available on the Shifts Page for reference to assigned shifts.

Docs: Once documents uploaded to a Job Sheet (See Job Sheet Page on How To) a Red Document Icon states as ‘Unread’ will appear in the related shifts. The document details available to view in Shift Details. The Document Icon changes to Green and states as “Read” when Crew member has open and reviewed document in the Crew Page. This function idea for keeping track of crews to read important documents.

Phone: Phone Numbers of Crew Members

Eye Icon: Select shift/s and click on the Eye Icon to open Edit Shift Page.

SMS List Icon: Display Incoming SMS messages sent by crew since the day before (Dates can be filtered in this Page).

TIP: If crew members fail to lock their shifts by sending it in the wrong format this window can be used by searching through all SMS sent by this crew member.

Edit Shift Icon: Click on the “Edit Shift Icon” to open selected shift/s in Edit Mode.

3.2.14 Imports Shifts from XML

Imports Shifts from XML is available on Shift Page. To turn on the function go to Global Settings scroll down to the bottom of the page – “Show Imports shifts from XML on Shift Page” is available to select Yes/No from the drop-down list. Once ‘YES’ is selected ‘Imports Shifts from XML’ button is display on the Shifts Page.

TIP: Most versions of PM have the RP/Winhire XML Import except for few have a unique StarID on their import which correlates to the Shift Import Key on Crew Page. 

IMPORTANT: This is a unsupported functionality and is advised only for advanced PM users with Technical knowledge and Skills.

If you wish to use this feature please use the following code:

XML Important Expand source

3.2.15 Check Shifts

“Check Shifts Checkbox” is available in Settings, this function makes shifts in Job Sheets and Shift Edit either all selected or unselected by default.

Open Settings Page and scroll down to the bottom of the page:

Tick the checkbox if you wish to have all shifts in Job Sheets are selected by default.

When “Check Shifts Checkbox” is ticked all shifts on Job Sheets Page is selected:

Tip: Click Select None on the bottom of the page if you wish to deselect all shifts.

N 3.2.16 Activities Hidden from Shifts Page

Once enabled, the Activities Hidden will not show within the Shifts page, shifts with hidden activities are still accessible from their Jobsheet.