Use batch actions in the Live Schedule to manage shifts

Use batch actions to vacate shifts, change them to Open Shifts, or delete them entirely.

Overview 

Batch actions in the Live Schedule allow for the bulk modification of shifts, including the ability to unassign employees (making a shift vacant or an Open Shift) and delete shifts. You can efficiently manage schedules by applying specific filters such as region, account, position, employee, and time, ensuring shifts are appropriately assigned or removed as needed.

Before you start

Here are some things you must do before you start: 

• You must already have the Scheduling feature active in your TrackTik portal.
• Contact us to activate Batch Actions on the Live Schedule in your TrackTik portal.
• The Open Shift function must be active on the portal for you to use it as a batch change. 
  
  

Change multiple shifts to vacant as a batch

To change multiple shifts to vacant, follow these steps:

• Choose the Schedules & Attendance tab.
• Select Live Schedule.
• Filter the shifts you want to select by Region, Account, Position, and Employee if needed.
• Click and drag over multiple shifts to select them.
• The shifts will be highlighted on the Live Schedule, and the number of shifts selected will be displayed at the bottom of the screen.
• Hovering over Change shift to vacant. You can:
  • Change shift(s) to vacant – the selected shifts will be vacated.
  • Change published shift(s) to vacant – the selected shifts and any associated published shifts in the future will be vacated.
  • Change series of shift(s) to vacant – the selected shifts, any associated shifts (published or unpublished) in the future, and any associated unpublished shifts in the past will be vacated.
• Confirm the number of shifts you want to vacate.  Add a shift note, if necessary, and Save.
  
  

Change multiple shifts to Open Shift as a batch

To change multiple shifts to Open Shift, follow these steps:

• Choose the Schedules & Attendance tab.
• Select Live Schedule.
• Filter the shifts you want to select by Region, Account, Position, and Employee if needed.
• Click and drag over multiple shifts to select them.
• The shifts will be highlighted on the Live Schedule, and the number of shifts selected will be displayed at the bottom of the screen.
• Hovering over Change shift to Open Shift. You can:
  • Change shift(s) to Open Shift – the selected shifts will be offered as Open Shifts.
  • Change published shift(s) to Open Shift – the selected shifts and any associated published shifts in the future will be offered as Open Shifts.
  • Change series of shift(s) to Open Shift – the selected shifts, any associated shifts (published or unpublished) in the future, and any associated unpublished shifts in the past will be offered as Open Shifts.
• Confirm the number of shifts you want to offer as Open Shifts.  Add a shift note, if necessary, and Save.

Note: If Open Shift is only available for part of your selection because Open Shift is available only at some of the associated sites, the remaining selected shifts will be changed to vacant.

Shifts at [list of affected sites] will be changed to vacant.

Delete multiple shifts as a batch

To delete multiple shifts from your live schedule, follow these steps.

• Choose the Schedules & Attendance tab.
• Select Live Schedule.
• Filter the shifts you want to select by Region, Account, Position, and Employee if needed.
• Click and drag over multiple shifts to select them.
• The shifts will be highlighted on the Live Schedule, and the number of shifts selected will be displayed at the bottom of the screen.
• Hovering over Delete shift. You can:
  • Delete shift(s) – the selected shifts will be deleted.
  • Delete published shift(s) – the selected shifts and any associated published shifts in the future will be deleted.
  • Delete series of shift(s) – the selected shifts, any associated shifts (published or unpublished) in the future, and any associated unpublished shifts in the past will be deleted.
• Confirm the number of shifts you want to delete.  Add a shift note, if necessary, and Save.

Note: If employees are assigned to the selected shifts, you will receive a notification about the employees affected by the change.

[number of employees] employees will be affected.

Hovering over the notification will display a list of names of the affected employees.

Conclusion

By leveraging the Batch Actions in the Live Schedule feature, schedulers gain the ability to manage shifts more efficiently and flexibly. This feature simplifies adjusting the live schedule to meet operational needs, saving time and reducing the likelihood of scheduling errors. Users can ensure their workforce is optimally allocated by using intuitive filters and selecting multiple shifts, enhancing the overall scheduling process's effectiveness and efficiency.