There are certain things that are burned into my brain. One of those things is what my 8th grade teacher said during a unit on advertising. Let me paraphrase for you, “Companies will often advertise a product as being both new and improved – how can that possibly be true?” Well, we have managed the impossible. We improved our acknowledgement tool and added some exciting new options to help with your scheduling needs and communication with your staff.

Turn Acknowledgement Tool On

Before, your members could acknowledge or accept shifts, letting you know that they saw them and were working it. They could also decline shifts, letting you know that the position needed to be filled by someone else. However, when they declined it left the assigned person in the shift until you reassigned it, that way there was a log of who was originally scheduled.

Now to the new: You can choose to have your site set so that when someone declines a shift they are automatically taken out of the shift. It will then appear as red (or available) on the calendar. We are all about options here at Shiftboard, so you can choose to either let them decline it and be taken out automatically during the same time period they can cancel their shifts (i.e. they can cancel up to seven days before the shift – the same rule would apply) or they can decline it whenever, without letting them unconfirm the shift.

This is where you can choose whether or not they can decline or decline and remove themselves from the shift.

If that wasn’t enough we went one step further. You can set your Shiftboard site so that once they have acknowledged or accepted a shift they are locked into that answer. They can’t go back to change their minds.

Here you can choose whether or not your members can change their answers.

If you want to enact any of these changes or start using acknowledgements on your site you will find the settings by going to Settings> General Settings> Application Settings. First look under Viewing Options for “Track Member Acknowledgements of assigned Shifts” and make sure that is turned to Yes. Click on the Acknowledgement Settings link and adjust accordingly. A little further down the page under Rules & Transactions you will find Acknowledgement Notifications. You can choose whether or not you want managers to be notified of what people are accepting or declining.

Don't forget that you can choose whether they can decline shifts at all.

Here at Shiftboard we know no two companies are alike so you can use some or all of these new settings.

The Support Team is here to help so don’t hesitate to reach out if you have questions or want some help getting started with this new AND improved tool. Is this exactly the tool you are looking for? Don’t hesitate to reach out to us.

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If you’ve ever used the coordinator level within your teams, you know that they have limited access to the system. By design, coordinators are able to see confirmed shifts and suggest shifts to you by creating unpublished ones. We recently added the ability to allow coordinators to assign shifts!

To enable this new function, go to MyTeams and select the team you’d like Coordinators to be able to assign shifts. Then select the Settings tab. You’ll see an option called “Coordinator Assignments.” Change this to Yes and then hit Update Info at the top of the page.

Shiftboard is all about being flexible. Want your coordinators to assign shifts? You got it!

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Feature Fun: Team Specific Availability

by Jessica on July 27, 2015

 

Now when putting in people's availability you can search for and attach it to a team.

Here at Shiftboard, we know there are many intricacies when it comes to creating a schedule and one that is well-balanced is a work of art. We know that people’s time is valuable and that you view your employees (or volunteers or contractors) as your greatest resource. We endeavor to make scheduling them as pain free as possible and that means addressing the nuances that come with scheduling.

One example of one of the nuances to be considered is people who wear many hats in your organization. Shiftboard has always allowed people to be on different teams – it only makes sense. But we have taken that to the next level. We have added team specific availability options.

An example of what the new dropdown looks like if you are searching for availability for a certain team.

Now we can help you better address the fact that sometimes you need information beyond whether someone is available but what you want to know is that they are available for a particular team. Whether your teams are set up by skills, sites or locations you probably share workers across a few teams. This lets you know if someone is available for a specific team. For example, Jill Smith is available as a caterer on Mondays and Wednesday but is a bartender on Fridays and Saturday. You have the option of putting that in availability. You also have the option of putting in general availability for Jill if on Thursday she can work wherever.  Or you could have a guard who works at a particular site four days a week and then works at a second site on the fifth day. You can put that in by simply adding the team (it will default to general).

Happy Scheduling!

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Join us with join.me

by Jessica on July 22, 2015

A wise man once said, “Tell me, I’ll forget. Show me, I’ll remember. Involve me, I’ll understand.” Confucius always seems to know just want to say. Here at Shiftboard we know learning a new system is hard. In fact, it takes time, effort and energy – all things you are short on, which is why you came to us.

We want to support you in that endeavor, whether you are exploring Self Service for the first time, searching for new ways to track hours and employee information for staff or volunteers, or you are an existing customer in need of a refresher call. That is why we are crazy (okay, almost fanatical) about our screen sharing software join.me.

We literally (and we really mean that) could not be as helpful as we are without it. This is how we connect with you, our customer. It gives us the ability to not only show you what we are doing but we can actually involve you in the process so you understand your new system. We are all about that.

You get your first taste of join.me as you go through our sales process. Our account managers use it to illustrate how our solution works. They have the chance to show you the product in all its robust glory. This way you remember it. You love it. You buy it.

Now you get to learn Shiftboard, so we get you involved. We are here to help! You will set up screen sharing sessions with a member of our support team for your trainings. Here, you and your organization take center stage. We will bring up your very own site, show you around and help you set it up. You are involved in every decision making aspect because Shiftboard needs to work for you. And since your site is private, the ability to lock meetings is crucial. We wouldn’t want someone to stumble into a meeting. Join.me requires people to put in a name and knock to join.

Not only can we show you how things looks but we can record these sessions. No one expects you to learn Shiftboard in a day but these helpful tools go a long way in that vein. As times goes on and you get more comfortable with Shiftboard we can always open up a session to help answer your more advanced questions.

Three cheers for join.me

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You Asked, We Answered – June

by Sakina on July 8, 2015

Every month, we show you which new FAQ’s have been posted to our Help section. Keep the questions coming to feedback@shiftboard.com!

Can I adjust the amount of notifications I receive from Shiftboard?

Yes you can! Shiftboard allows you to control what notifications you receive from the system and how often you receive them.

To make this adjustment simply click on MyAccount on your Dashboard and from there to to the Notifications tab. In here you can adjust your Notification Settings as well as opting into receiving SMS/Texts from the system.

Message Delivery controls how you receive notifications from Shiftboard. The ‘Immediate’ option will provide you an individual email for each notification whereas ‘Daily’ or ‘Weekly’ will provide you a digest of notifications you would receive for the following time period. If you’re receiving too many notifications you may consider setting your Message Delivery option to ‘Daily’ or ‘Weekly’

If you have other questions or need assistance with something else be sure to click on the Feedback button on your Dashboard to get in touch!

Can I download a list of all my locations?

Yes, if you go to Settings> General Settings> All Locations (on the right, under list settings)> Click Download this Report and the system will give you an excel report.

Can I track Seniority in Shiftboard?

Yes you can! Shiftboard offers you the ability to track staff seniority through the Financial suite of tools. Seniority can then be taken into account when scheduling your staff to ensure that your most senior staff get the required positions.

If you’re interested in learning more about Seniority tracking and the Financial tools, click on the Feedback button your Dashboard to get in touch with your friendly support staff today.

Can I download manager notes?

Yes. If you want to see all manager notes (either for everyone or for one member at a time) you can download a report. To do that go to Reports> People> Manager notes. Put in your parameters and click “Get Reviews.” From there click “Download this Report.”

I added a team and it is not showing up in departments. How do I add departments?

To add a Department, click on the Settings button on the top right hand side. Select the General Settings tab and on the right you will see an Edit Departments field. Here you can add department names in bulk.

To add departments to a specific team, go to MyTeams and select the team name. Click on the Settings tab and on the right you will see an Edit Departments link.

Can I track Seniority in Shiftboard?

Yes you can! Shiftboard offers you the ability to track staff seniority through the Financial suite of tools. Seniority can then be taken into account when scheduling your staff to ensure that your most senior staff get the required positions.

If you’re interested in learning more about Seniority tracking and the Financial tools, click on the Feedback button your Dashboard to connect directly with support staff to discuss your specific situation.

Can I default all new shifts to sign up list?

Yes you can default all new shifts to be sign up list.

You can do this per profile that creates accounts. So whoever is creating the shifts, you can change their personal preferences to default to sign up list.

Go to the person’s profile, and then select the Preferences/Scheduling tab. Change the option called “Create new shifts as type” to Signup List and then select update at the top. Do this for each manager you’d like this to be set for.

How do Signup Lists work?

When creating a shift, it can be marked as “Signup List”. This option allows members to add themselves to a list to show their interest in potentially working that shift. Managers of the team can review the list of interested members and select from that list when assigning the shift.

To quickly locate sign up lists try switching into the Sign Up List View using the pull down menu located above and to the right of the Calendar (where you find Shared and Shift Views). This view will display all your sign up lists in the current month as well as indicated which have people on the lists and how many positions remain unassigned.

Can I default all new shifts to sign up list?

Yes you can default all new shifts to be sign up list.

You can do this per profile that creates shifts on the calendar. So whoever is creating the shifts, you can change their personal preferences to default to sign up list.

Go to the person’s profile, and then select the Preferences/Scheduling tab. Change the option called “Create new shifts as type” to Signup List and then select update at the top. Do this for each manager you’d like this to be set for.

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Salesforce how we love thee…

by Jessica on June 22, 2015

Something that you have in common with us at Shiftboard is a love of tools (particularly tools that make your life easier). That is why you came to Shiftboard in the first place, and we work here because we have passion for our product and customer service. We also love tools and use a number of them to help us in our day to day operations as we work with new and existing customers.

One of the tools that we use tirelessly (I literally have anywhere from five to 10 tabs open at any time) is Salesforce. We use it in a couple of different ways. Our Sales team uses it to keep track of new leads as they go through our sales process from qualifying calls to signing on the dotted line. Every client is important and Salesforce helps us ensure that the sales process is as smooth and painless as possible with places to keep reminders, categories and most importantly notes. The ability to have all information about a client in one place is invaluable for our sales team but it is magical as new leads become clients and then get passed to our client success and support teams.

Salesforce helps us make that transition as smooth as possible. We already have all the notes on not only your use case, but all your interactions with your sales rep. Basically, we already know how great of a person you are and how excited you are to use Shiftboard and it makes us even more excited to work with you.

From there we can track all your interactions with us from your trainings to any other support needs you may have. This helps keep our support short, sweet and to the point (isn’t that what you really want when you need help?). And if that wasn’t enough we use Desk to answer your emails via feedback. More than that they link right up to your account. This way when you call we have everything we need in one place.

Heard from one our client success managers recently, but not too recently? That team also uses Salesforce to track how often we are getting in touch. They strive to be like goldilocks – not too frequent (we know you are busy), not too far apart (we don’t want you think we forgot about you) but we want to be just right.

While the Support Team and the Client Success Team endeavor to be superheros they can’t remember everything – Salesforce makes it so we don’t have to. So, thanks Salesforce, for making us feel like superheros. Dibs on Wonder Woman.

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The World Indoor Lacrosse Championship is coming to the United States from Sept 18-27 and for the first time ever is being hosted where the sport began – The Onondaga Nation. Teams from 13 countries from across the globe will be traveling to upstate New York to compete in this once-every-four years event.

Don’t know much about Indoor Lacrosse? Neither did we, but we love learning new things at Shiftboard. Here is a primer on the game’s long history:

Lacrosse is one of the oldest team sports in North America. The original game was given as a gift from the Creator to the Haudenosaunee (Iroquois). This sacred game is revered by the Haudenosaunee and handed down through generations as a game of discipline and honor; it demands the purity of mind, body and spirit. Traditional games were often major events that lasted several days, drawing as many as 100 to 1,000 men from opposing villages.

If the games themselves weren’t enough, the Haundenosaunee peoples will host a Cultural Festival on the Nation during the Games.  Native dancers, musicians, artisans, and craftsmen from across North America will showcase their Nation’s history, values, traditions and talents. The Onondaga will host a Buffalo Roast to commemorate their International visitors on the Athlete’s Day of Rest prior to the Final Games.

Interested in being a part of something incredibly awesome? Shiftboard is proud to be a part of such a historic and storied event by helping recruit and schedule volunteers. Fill out their volunteer registration form to ensure you get to be at this amazing event.

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Shiftboard is highly-customizable.  There is flexibility within each of the tools you choose, the fields you make visible to various people (administrators, fellow managers, coordinators, and other worker types), rules for placement, and the kinds of automatic notifications it can send out.

But did you know that you can create custom multi-picklists in your Shiftboard site that can provide highly-specific information within your schedules?

“What is a custom multi-picklist” you ask?

Like our other custom fields, the custom multi-picklist let managers create, track, filter, view, update, and report on information – from the very specific to quite general – within each of your assignments. More than one item within the picklist can be designated.

But wait – there’s more!

Beyond tracking custom information directly in assignments, managers also have the ability to tie specific lists any team and then use the pick list within the shift scheduling process. This is an often overlooked feature of the custom multi-picklist tool. Based on how teams are set up, managers can create unique picklist items per team to achieve more accurate scheduling, and reporting.

Here’s an example: ACME Security Company requires its guards to have specific gear for specific functions. The Shiftboard manager can build his or her own “required gear” picklists based on the guards’ teams (or “Posts”). The Late Night Post might have “standard uniform, flashlight, and night goggles in their “required gear” multi-picklist, while the Water Front Post might include a life vest requirement, foul-weather gear, or other informational instructions related to work happening on the water.

In short, using custom picklists makes it super easy to create shifts with the right information for the right people.

We hope this helps you with better organization, speed, and efficiency to get your scheduling done quicker and easier than ever!

To setup a custom multi-picklist for a specific team:

  1. Enable the pick list from General Setting – give it a good name!
  2. Go to MyTeams (or whatever you’ve chosen to call your teams) from the dashboard
  3. Select a team and choose the Settings tab.
  4. In the Management toolbox, click on “Edit custom picklist”.
  5. Add the items you’d like to select from when scheduling that team.

 

 

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I’m sure you all know by now, (and if not, you’re about to) that you can customize which page you’d like your members to see once they login. Whether it’s the news page to read the most up to date information on the company or directly to the calendar to see their shifts, it’s totally your call on. But now you can be even more specific! Managers are able to land on a completely different page than a regular member. Sometimes it makes more sense for a manager to go directly to the calendar, but you’ll want your members to see the news page first for urgent information.

To change the initial page people see when they login, navigate over to your Settings and then select the General Settings tab. You’ll see an option called Initial Page After Login with an option for Members and Managers.

Hit update info at the top and you’re all set!

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You Asked, We Answered – May

by Sakina on June 1, 2015

Every month, we show you which new FAQ’s have been posted to our Help section. Keep the questions coming to feedback@shiftboard.com!

Can I send shifts by text to my workers?

Yes you can! We offer a premium sms texting option that will allow you to send shifts available for pick up by text. Using this feature, you can create a shift and send that shift by text to everyone in the team. Anyone who replies back with a code will be automatically assigned that shift.

If you’d like to sign up for our premium sms service, please contact us at feedback@shiftboard.com.

How can I edit the message members receive after they register?

To edit the message that people see after they have completed their registration go to Settings> General Settings> Templates. Make your edits in the box that says “Registration Complete Thank You Message.” You can edit other messages that appear on your site.

Can managers see the extended filter?

Currently, the extended filter is only accessible to site admins. The extended filter will allow site admins to search for any of the custom profile information in the profile tab. This information can be customized to only be visible to site admins, which is why managers wouldn’t have access to it normally.

Can I indicate the reason someone was a “No Show”?

Yes, you can mark the reason that someone was a “No Show” by enabling No Show with reasons. To do that go to Settings> General Settings> Application Settings> Schedules> Scroll down to Rules & Transactions. There is a dropdown labeled “No Show” Tools. Adjust the dropdown so that No Show with reason codes are enabled. Click Update Info.

If you click on the No Show Reason you can customize the reasons.

My member is clocked in to today’s shift but it also looks like they are clocked into expired Shifts. What’s going on?

If someone is clocked in for a shift and you click on expired shifts it will say clocked in. This is because the account is clocked in. Click who’s on to see when (date and time) that they clocked in.

How do I set someone as a site administrator?

Click Settings -> Click Site Administrators -> find & select the checkbox next to the correct name, scroll down and click “Site Administrator” and then click Set Member Levels.

Once done, this adds the individual as a site administrator.

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.

Can my members invite a friend?

Yes! You can allow them to invite a friend to register. To enable this, go to settings > general settings and in the New Web Registrations section, there is an option called “Restrict Sending Invitations.” Make sure this is set to No. Now your members will have the option to invite a friend using the invitation link at the bottom of the page.

You can also send out a link for this in any broadcast message. You’ll see when sending a broadcast message there are checkboxes at the top of the page. One of these is called “Invite-a-Friend.” Make sure this is checked when sending the message.

Can I adjust the amount of notifications I receive from Shiftboard?

Yes you can! Shiftboard allows you to control what notifications you receive from the system and how often you receive them.

To make this adjustment simply click on MyAccount on your Dashboard and from there to to the Notifications tab. In here you can adjust your Notification Settings as well as opting into receiving SMS/Texts from the system.

Message Delivery controls how you receive notifications from Shiftboard. The ‘Immediate’ option will provide you an individual email for each notification whereas ‘Daily’ or ‘Weekly’ will provide you a digest of notifications you would receive for the following time period. If you’re receiving too many notifications you may consider setting your Message Delivery option to ‘Daily’ or ‘Weekly’

If you have other questions or need assistance with something else be sure to click on the Feedback button on your Dashboard to get in touch!

How can I add people to teams?

There are a few ways to add people to teams. The Support Team can upload them for you. Just ask, we will send you the template. You can go into a person’s account and add team memberships (and determine the level). You can go into teams, click members, click add members and you will get a list of everyone who is eligible to join the team.

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