Table of contents
Introduction
With the shift references functionality, you can ensure that a reference is assigned to each group of new shifts created simultaneously. Once activated, this reference can be found with every new shift or group of shifts in a project or a weekly schedule of a work schedule.
Activating shift references
Before shift references are displayed, this functionality must be activated. For this, navigate to CONFIGURATION in SETTINGS, where you will notice SHIFT REFERENCE GENERATION at the top right.
Once you select Creation based grouping in the dropdown menu and save this change at the bottom, an alphabetical reference will be added when creating new shifts.
Consult shift references
After activating shift references, a unique reference will be added to every new shift or group of shifts. Where can you view these references?
Project
Once you’ve added a shift to a project, you’ll be able to view the reference assigned to the shift:
When you add new shifts after this, you’ll notice that each is assigned a different reference:
Even after assigning employees, these references remain visible:
CrewTip! When creating a recurring project, all shifts in these projects will have the same shift reference. This will allow you to schedule employees in bulk. More on this in the next section
Work schedule
If you plan via work schedules, you can view shift references both in the week schedule and in the daily project of a work schedule.
In the week schedule, you will find the reference at the bottom left of each shift:
In the daily project, this same reference is displayed:
When adding shifts to a work schedule, you have the option to select shifts not only in the selected week but also in the future. This allows you, for example, to create a plan for an entire month or longer with the same reference:
This will enable you to schedule employees in bulk. More on this in the next section.
Bulk planning
Using shift references opens up the possibility of scheduling employees in bulk, whether you plan via the agenda page or in a work schedule. When you attempt to schedule an employee on a shift where similar shifts are known with the same reference, a pop-up will appear where you can check all the shifts for which you want to schedule this employee:
Use the selection box in the header above to check all shifts at once. You select SCHEDULE FOR SHIFTS to schedule the employee.
CrewTip! To assist you with scheduling based on shift references, the shift reference is automatically copied as soon as you select it:
Furthermore, you can use the search function on the work schedule page to search which work schedule contains this reference, and in the week schedule overview, you can use the search function to display only the shifts with the reference you entered.
Bulk availability for employees
Using shift references offers additional possibilities not only to managers but also to employees. Once an employee makes themselves available for a shift where multiple shifts were created with the same reference, a pop-up will also be offered with an overview so they can make themselves available for all shifts at once.
The employee checks the desired shifts or, by checking the box at the top, all shifts are selected, and they can make themselves available for all shifts at once.
Bulk confirmation by employees
The use of shift references also means that if an employee is scheduled on a number of shifts with the same reference and they confirm one of these shifts, all these shifts are confirmed in bulk.
The employee opens one of the projects via the agenda or next up page in the app and confirms the shift:
After this, they will notice that all the shifts were confirmed with the same shift reference:
You will also be able to notice this in your planning:
CrewTip: However, an employee can still request a withdrawal for only one of these shifts:
We hope this article has helped you further!
If you have any further questions, please take a look at our Crew Academy first. You might find the answer in one of our articles.