Minimums by Shift
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Virtually all rotas can benefit from setting up data in this area. This represents the minimum staffing for each day of a typical week. Once this is set up, the Unfilled reporting can be used to help fill your rota, together with features such as Volunteer.
Once you have set up some minimum levels (which we will cover here), you will see the effect on pages such as Day View, Quick Fill, Week View, and Unfilled. Besides being able to set up minimum staffing levels for each day of the week, you can also set up alternative levels for special days such as public holidays, or if you are planning the staff for going into a new season.
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To set minimum levels
Use the dropdown selections. Repeat for each combination of job, location and shift. Hint: Concentrate on one day at a time and then use the copy days feature.
Copying days
You can copy from any day to any other day. Additionally, if you are using alternative levels you can copy between them.
Deleting items
To delete an item you need to set the quantity to 0
Deleting related items
To delete similar shifts use the quick delete option.
Locked days
On any given day, in Day View, Week View, Quick Fill and Unfilled you may see unfilled items listed. These represent the Min by Shift items minus any that are already allocated to staff. In other words these items 'highlight your potential understaffing'.
There may be situations where you do not want to fill all your unfilled posts for a given day, and in that instance you can some or all of its unfilled items. This means that in Day View you'll see a note to indicate that the unfilled has been manually amended, and hence are considered locked. Therefore they will not be refreshed by any changes you make to the Mins By Shift. You can view and unlock the unfilled for the respective dates on the Day Mins page. (see below)
Alternative Levels
You can set up the minimum levels on two alternative areas, which we call Blue and Green levels.
By default, the blue levels are used for each day.
'When to use alternative levels'
Example 1
Public Holidays. If you are closed or have reduced staffing on public holidays, you can signify that the day uses an alternative level. This is done on the Min day page.
Example 2
Moving between high and low season staffing.
To determine which dates use which levels, go to Min Days. As you can see in the example, the dates are colour-coded. Here's how to change which alternative is used for which date:
Method 1 - Specify the alternative level and enter a date range.
Method 2 - Click on any date shown and it will be switched to the alternative.
Related areas
- Day View and QuickFill pages can be populated by the system suggesting fills based on unfilled items.
- Weekly Template can be created based on the Minimums by Shift.
Special Day Requirements
If your requirements do not follow a regular weekly pattern, you can set up additional unfilled posts in the Make Appointment page.
