You Asked, We Answered

by Jessica on May 21, 2015

Every Friday we send out a list of new or updated FAQs. Here you can see the whole month in review just in case you missed one week. Always check out the FAQ as we are always adding to it. If you have a question we don’t address let us know so we can add it for you!

How do I add a new member or account?

To add a new member or account to your site, click the “People” link on your dashboard at the top of the page. Select the Add New Account link. Here you must enter the first and last name of the member, along with the email address if you know it.If you aren’t sure of the email address, select the No Email checkbox.

This will provide a non working email so that employee won’t be able to login yet, but you’ll be able to assign shifts and enter information. Once you know the email address, you can go in and update it without a problem. When you are finished entering the information, at the bottom you can choose to send the welcome letter or not. If you choose not to send this now, you can always do it at a later time. Click Save and you’re all set!

How do I change a Team name?

You can change the name of your team by simply going to MyTeams> Selecting the team you want to change> Clicking “rename” (located next to the team) and making your changes. If you want to change> Clicking update. If you want to change the Nickname or Code just made any changes in the text field and click Update Info.

Please note, when you change the name of a team, the new name of the team will show for all shifts even those that happened under the old name.

How do I change my primary time zone?

In order to change the primary time zone that your site uses, go to:Settings > Site Contact tab > Adjust time zone using the pull down menu > click Update Info

Is there any way to see time offs on the calendar?

Yes! When you have the time off tool, you can view all of your time off requests on the calendar. When you are on the calendar, select the drop down on the top right hand side that says Shift View. Choose Time off view, and you’ll see all of the time off requests.

How do you limit number of hours an organization allows users to sign up for?

To limit the number of hours your employees or volunteers can sign up for click Settings> General Settings> Application Settings> Schedules.

At the bottom of this page you’ll find a section for Overtime Settings wherein you can limit the number of hours your staff can work by week and/or day. Once you’ve made the preferred changes click on the Update Info button at the top of the page.

I put myself on the signup list, does that mean I am confirmed?

Nope, your manager will confirm you. When a manager chooses “sign up list” when making a shift, they want you to put your name on the list to tell them you are interested. They will select workers from the list.

Really interested? You can use our communication tools to send them a message telling them how much you want to work the shift.

Sharing Schedules: How can I allow team members to see (share) each other’s schedules?

First you will have to ensure that you permit Shared View for your site by going to your Schedule Settings which can be found within Application Settings. Once there, the first option under ‘Viewing Options’ will permit Shared view to be enabled for your teams.

After this, you will need to change the teams “Shared View” setting. To do this click Teams -> Select the team you want to change to shared view -> click Team Settings. Once the setting has been changed, click Update Info.

Shared view to team members allows members on a team to see who else on that team is working and when. This permission can also be extended out to members of additional teams by selecting ‘Allow Shared View to members of additional Teams’ and then selecting which teams should have the ability to view this team’s shifts. To allow all members of the organization to see this team’s shifts, select ‘Allow Shared View to all members in the organization.

Once the settings have been adjusted appropriately all your members have to do to see their teammates schedule is switch into ‘Shared View’ via the pull down located above and to the right of the Calendar. Note that Shared View is a read only view and as such will not permit changes to the schedule such as assignments or other changes. If you need to make changes be sure that your Calendar is set to ‘Shift View’ and you should be good to go.

How do I enable additional account documents?

If you have the Account Documents tool turned on for your site you can store up to 20 additional documents per account. To enable an additional document just follow these easy steps.

From your Dashboard select the Settings option in the upper right hand corner of the screen.

Next click on the General Settings tab>

Scroll down to the Miscellaneous section within the General Settings where you will find the option for Account Documents

Clicking the Account Documents option will open a dialogue box, simply check the document you would like to enable and set the appropriate settings.

Once you’ve done that and closed the dialogue box be sure to click the Update Info button and you’ll be ready to go!

If you have any other questions or need further assistance feel free to get in touch with your friendly Shiftboard support staff by clicking on the Feedback button on your Dashboard.

Can Shiftboard store more than one document on my staff accounts?

Yes we can! Depending on which package you’re in you may already be able to track staff resume/cv’s however if you would like to store even more documents we can help too.

With our Account Documents tool you can store up to 20 additional documents on each staff account. This is great if you need to keep records on file for your staff but don’t want to have giant file cabinets full of paper. The Account Documents tool even allows you to determine who can see and edit the documents so if you want your staff to upload their own documents you can give them the ability to do so!

If you’re interested in activating the Account Documents tool for your site contact your Account Manager or get in touch with our friendly support staff via the Feedback button on your Dashboard.

How do I add managers or a primary contact to a Team?

Click “My Teams” on your Dashboard and choose the appropriate Team.>

Click “Add Members” in the Team Toolbox, and check the box next to the people you would like to add.

To add managers, click the radio button next to “Manager” to add them as a Manager (rather than a Member), then click “Add Selected Members” at the bottom of the page.

Each team may have multiple managers but can only have 1 primary contact. The primary contact must already be a Manager on the team to appear as an option on the Team Contact Info screen.

If the person you are adding as a Manager is already a member of the Team, click on “Show Members” in the Team Toolbox, and check the box next to their name.

Then click the radio button next to “Manager,” and choose “Set Member Levels” to confirm the change.

Once you have your list of managers set, if you would like to change the Primary Contact simply go to the Contact Info page for the team in question. The third option in this section will allow you to set the Primary Contact for the team.

How can I see who has not picked up shifts?

Go to Reports -> People -> Activity/Bad Emails report. When you get the screen up, select the radio button for “Members without assignments” over the date range you are looking for and click the Search button.

Now you will see the names of members who have not yet picked up shifts.

How do I auto assign shifts?

If you would like the system to randomly pick available members to assign to shifts, you can do this in a couple of different ways.

First, on the calendar, anytime you have a shift with more than one position, select the shift and on the right hand side select the Assign button. On this page, you will see an Auto Assign option. This will assign random available workers based on your selected preferences for the open positions.

If you are using the Bulk Upload – Use a Template option to create your shifts, you can do the auto assign at the time of upload. Be sure to select Yes in the Auto Assign column in the spreadsheet. When uploading the shifts, select the “When using auto-assignements” option to pick your preferences. When the upload is complete your shifts will be assigned on the calendar automatically.

Another way to auto assign shifts is by using the Duplicate/Copy-Forward Existing Schedule tool. On step 3 in this tool, change the Auto Assign option to Yes. When you forward your shifts on the calendar in this way, you can auto assign all of them at this time.

Can my members trade shifts?

Shiftboard offers an add-on tool called “Tradeboard” which allows members to offer shifts up for other members to claim. Shifts can only be traded between members on the team associated with the shift. Members can’t pick up shifts that would conflict with shifts they already have or that would put them into overtime.

There is also a setting available in the Tradeboard Application Settings tab that allows team members to be notified by email when a shift becomes available via Tradeboard.

Shifts can be marked as “no trade” and Tradeboard can be disabled on a per team basis.

Finally, the Tradeboard can be enabled/disabled on a team by team basis as well allowing you full control over which groups can utilize the tool.

Trades do not require manager approval, but the primary contact of the team will be notified when shifts are offered up for trade and when a trade is completed.

Can members cancel their time off requests?

Members can cancel/delete their time off requests before they are approved. Once they are approved only a manager or site admin is able to make changes or cancel/delete the request.

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Congratulations to our friends at Maker Faire as they celebrate 10 years of awesomeness! The 10th year of Maker Faire Bay Area is happening May 16 & 17. If you don’t know what Maker Faire is then you should definitely read on. Maker Faire is unlike anything that you have ever seen before. It is “Part science fair, part county fair, and part something entirely new, Maker Faire is an all-ages gathering of tech enthusiasts, crafters, educators, tinkerers, hobbyists, engineers, science clubs, authors, artists, students, and commercial exhibitors.”

This is the place to check out people who are pushing the envelope in technology, art, performance and more. If you love D-I-Y, whether that means doing or looking, you should head to the Bay Area to check it out. Tickets are still available, so pack up the family (yes, you can bring your kids, in fact, 50% attend the event with children) and head down there. But buy tickets first right here!

Shiftboard helps Maker Faire make it happen. Want to get involved? There will be another Maker Faire in New York in the fall. Check out their page to get involved.

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Member Spotlight: The Great Escape

by Jessica on May 12, 2015

The Great Escape, Britain’s premiere new music Festival is happening this week. Not only that this year the Festival is celebrating it’s 10th year. More than 400 emerging artists and bands from all over the glove are heading to Brighton, UK from May 14-16th. This year’s line up is so extensive we don’t even know where to start!  The music will be happening in 35 venues but all you need is one wristband. Tickets are extremely limited – don’t delay!

New this year is The Plate Escape and definitely looks like you shoudn’t miss it. It is making us hungry! Check out all the details here. We are seriously considering hoping a plane to check it out.

The Great Escape is another festibal that uses Shiftboard to manage it’s volunteers. It is too late to volunteer this year but there is always next year. Check out this link for all the details.

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The dirty details

by Jessica on May 8, 2015

Now that you know about our penchant for healthy living, what we look at every day, what we like in an office space and our “design aesthetic”, it is now time to get revealing. Enjoy some little known facts about our staff.

Happy Friday and enjoy the list, from (part) of the Shiftboard Social Media Team.

  1. One member rides a unicycle AND he can juggle. However, he can not juggle while riding his unicycle.

  2. Our four-person mobile team has 16 children between them (and no, they don’t all have four).

  3. One staff member can blow bubbles off her tongue (Sadly, no pictures are available; the conditions weren’t conducive).

  4. One Shiftboarder has devoted almost 1300 hours to a videogame over the past three years (he swears he multitasks when doing it, but we don’t really believe him).

  5. One staff member used to be a DJ. You will know who because his voice is so soothing.

  6. We are a (food) allergy free office.

  7. One staff member has had her nose pierced for more than 10 years, but only one person in the office has a tattoo. This is a shocking statistic being based in Seattle!

  8. Another took 10 years of tap and ballet lessons.

  9. One of us did a 30 day backpacking trip.

  10. Amongst the staff we have been to 36 countries (and counting).

Want to know more? Check out our blog regularly! We post all sorts of information (mostly related to Shiftboard but we like to mix it up). Want to share what makes your organization special? Let us know, we love to highlight our customers!

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Dressing up the place

by Jessica on May 7, 2015

No matter how excellent the bones of your office are (and ours is awesome) it is always necessary to be sprucing it up a little. Since our office was already full of character this didn’t take long. Here are some of the things we have on our desks and our walls that make Shiftboard feel like our home away from home.

This guy greets everyone as they step off the elevator. He even followed us from our last office location. Meet our guard lizard – he is silent and not so deadly.

Green Thumbs are abundant here. We have a number of plants in the office and not only do they help us by being aesthetically pleasing but they help keep the air fresh too!

The Jeopardy questions of the day calendar is our daily 4pm break. Our office LOVES trivia (and frequently show up at trivia night at the bar downstairs). Whoever guesses the question first wins bragging rights!

Sharing is caring. At least we were told that as kids. Our dev office is a supplier of a little sugar kick for the mid afternoon pick me up. Dark chocolate of course!

Shiftboard is all about balancing work and play. Sometimes you just need to play.

 

We love art (and SIFF). Check out this amazing poster they sent us.

Feeling infirm? Have dry hands? Desperately in need of a selfie stick? We all know to go see Sakina to solve our ailments. She’s got everything we could ever need right here!

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In need of some character?

by Jessica on May 6, 2015

Great company culture is a huge part of what makes coming into an office enjoyable. We definitely have that at Shiftboard. Another big part is having a  great office space to go to every day. We have both  at Shiftboard. We are located within the historic Smith Tower and love the charm and character of the building. Here is a (short) list of things we love – we don’t want to brag.

1. Our view. Seriously, it is basically the best in town. Bonus points because we have a bird’s-eye view of what is going on in downtown and Puget Sound. Do you know how interesting shipping yards are? Because we do.

2. High Ceilings. Who wants to feel closed in at work?

3. Natural Light. We have it in abundance – when the weather cooperates.

Another notable thing about our building is we have  real, live, human elevator operators! No. We aren’t kidding. Yes, there are still buildings that have them. You learn something new every day.

Now before you think we work in an urban utopia, there is a downside of having a build full of charm and character: There can be a line for the elevator.

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Healthy Living

by Jessica on May 5, 2015

A big part of the Shiftboard culture is healthy living – both on a large and small scale. Healthy people are happy people and happy people and happy people are productive people.

Shiftboard supplies all staff with an ORCA card so that we can take public transportation (bus, train, water taxi) to get to work. It is just one of the great perks of working at Shiftboard. The entire staff uses their passes regularly for commuting. It makes life easier! Just another perk.

The encouragement of healthy living continues when we get to work. This spans from (mostly) healthy snack choices to our work spaces. Staff are able to choose between ergonomically correct chairs, exercise ball chairs or standing desks.

Sakina uses a standing desk and she says she likes it because it makes her feel more energetic. When she sits all she wants to do it take a nap. That’s why she sounds so happy and upbeat on the phone.

Personally, I swear by my exercise ball chair. It has all the known benefits like encouraging good posture and activating core muscles all day. But I think it really promotes movement throughout the day, which helps with my energy levels and focus.

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Inside Scoop. Shhh, don’t tell.

by Jessica on May 5, 2015

This week we will give you an unprecedented view of the inner workings of Shiftboard. We are always asking about what is going on with you and now we are going to share some of our secrets. The good, the bad, the ugly and the hilarious. Join us behind the orange cloak. You won’t want to miss a day.

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Nepal Relief Event

by Jessica on May 1, 2015

Ten Thousand Villages works to make a positive difference in international artisan’s every day lives. The Seattle store is taking that mission a step farther. The store will be raising money to aid the victims of the April 25th earthquake in Nepal. On Saturday, May 9th, they are hosting a community shopping event and will be donating 15 percent of everything sold (not just goods from Nepal – though they have those too) directly to the relief effort.

Not only is May 9th Fair Trade Day but it is the day before Mother’s Day. You know you haven’t found the perfect gift yet (and be honest, you aren’t shopping until next weekend anyway), so why not buy something unique for your mom that also does some good? Shop early and often. We know we will be.

Ten Thousand Villages is one of the largest fair trade organizations and has stores around the country. The stores sell a plethora of cool, one-of-a-kind objects made from disadvantaged artisans in 38 countries around the globe. They rely on volunteers to make the store run. The Seattle store uses Shiftboard to staff their volunteers. Want to get involved? We make it easy, all you have to do head to their registration form to get started.

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Retailers and Shiftboard

by Sakina on April 30, 2015

designed by Freepik.com

I believe all teenagers should work in fast food. My first job in high school was at Jack in the Box.  You learn a lot about customer service, organization and, most importantly, how to make the best milkshakes of all time.

After my stint in the food service industry in high school, the next step in my career was a retail job at JCPenny during my college career. If you’ve ever worked in retail, you know there are a number of different ways decisions are made about schedules. Variables such as how far in advance the schedule comes out, how they distribute it, and what time off/vacation days look like in the company change constantly.

One of the major issues I had while working at JCPenny was figuring out my schedule in relation to my classes at school. Since classes changed every 3 months, I was constantly talking to my manager about my scheduling needs. As you can imagine, a lot of information gets lost in translation. Managers have more than one person’s schedule to worry about, and yet somehow they were required to magically, and accurately, remember everyone’s specific days off/times available to work. Some of my coworkers were also in school and others had more than one part time job. I couldn’t even count how many times I had to go back to my manager after the schedule was released to let them know I had class during that time. I always thought (I knew, I swear) there had to be a better way.

Had I known then, I would have recommended using Shiftboard for my department (actually, the whole store). Having an easy way to enter my available days and times, communicate with my manager directly, and see the schedule/request changes would have made my life so much easier (and my managers’ as well.) There were many times I had to make a special trip to the store to pick up my schedule on a small printed piece of paper. Days I didn’t work, going into my job was really the last thing I wanted to do. Had they been using Shiftboard, I could have checked my schedule online in the comfort of my own home, or even on my smart phone.

Unfortunately during my time there, the scheduling never improved. There was always communication errors and changes to the schedule that happened daily, making this a task that took much longer than it needed to. These are very common issues for many retail companies. Using Shiftboard, scheduling is made 1000x easier for everyone. It just makes sense.

Don’t make the mistakes of my managers! Check out how Shiftboard can solve your scheduling nightmares.

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