Users can use the Shift Info page (described here) or the Temp Desk to create shifts using the Add Shift Range or Add Shift Pattern buttons.

The Shift Info page

The Shift Info page of a Temp Shift Job shows all the Shift information at a glance. 

It shows all Candidates shortlisted to the Job, ready for allocation to the shifts, all Unfilled Shifts and all Filled Shifts.

From this screen, users can:

  • Add a Shift Range
  • Add a Shift Pattern
  • Amend Unfilled Shifts
  • Delete Unfilled Shifts
  • Fill Shifts

Adding a Shift Range

A Shift Range is used to enter blocks of days working, with the option of including or excluding weekends.

Use the Add Shift Range button or the Add Shift Range option from the Activities menu or Temp Desk.

Enter the days or date range of the shifts, the Shift Type (if relevant) or the start and end times, any break period and the number of shifts required.

Choose the number required and click Confirm to add the shifts.

Note: If any Premiums have been set up on the RTD, it is possible to select these premiums (hours of the shift that will use the premium or additional pay) for any applicable shifts when a user confirms the shifts for the job. The following screen will be presented:

Note: For Temp Shift Jobs using an RTD - If an RTD has not been set at Client level or copied from Framework level that covers the shifts being created, then the user will not be able to create shifts. The system uses the RTD and the selected Framework to determine whether any rates are defined that apply for the time or duration of the shift. If the RTD has not been defined, it won’t have the information needed to identify applicable rates and an error message will be displayed. This also appears if there are any time gaps in the RTD and a recruiter is trying to create shifts that span the time gap:

Adding a Shift Pattern

Shift Patterns are used if there is a definitive pattern for days that the Temp will work. For example, 4 days working, 4 days off. The pattern is built by inputting dates into this page.

Use the Add Shift Pattern button or the Add Shift Pattern option from the Activities menu or Temp Desk.

Example: A Temp is required from 23 May 2018 for 4 weeks working 4 evenings in a row from 6-10pm, then again in a month.

Enter the starting date of the shifts, the Shift Type (if relevant) or the start and end times, any break period and the number of shifts required.

Inc Days:
the first day of the pattern is entered in the Day 1 row.  Therefore Inc Days represents how long it will be until that stage of the Pattern is repeated. 

Recur: the requirement for this booking was 4 weeks, (the pattern is repeated 4 times).
Once the Shift requirements have been added, enter any notes in the Journal Notes section.

Choose the number required and click on Confirm. The Job record will be displayed. The shifts will appear in the Unfilled Shifts section of the ‘Shift Info’ page:

Note: If any Premiums have been set up on the RTD, it is possible to select these premiums (hours of the shift that will use the premium or additional pay) for any applicable shifts when a user confirms the shifts for the job. The following screen will be presented:

Note: For Temp Shift Jobs using an RTD - If an RTD has not been set at Client level or copied from Framework level that covers the shifts being created, then the user will not be able to create shifts. The system uses the RTD and the selected Framework to determine whether any rates are defined that apply for the time or duration of the shift. If the RTD has not been defined, it won’t have the information needed to identify applicable rates and an error message will be displayed. This also appears if there are any time gaps in the RTD and a recruiter is trying to create shifts that span the time gap:

TroubleShooting

When creating shifts and getting the message No valid rates for selected period, there are several things a user can check to ensure they are referencing the correct information:

1. If no RTD has been set at Client level or copied from Framework level that covers the shifts being created, then the user will not be able to create shifts and will get this message. Check the RTD set up at Client (or Framework) level covers the hours and days input.

  • For example, when trying to set up a shift from 3pm to 10pm on a Monday, using this Time Bands RTD, you will get the error message as the rates here are only defined until 8pm:
  • To solve - Adjust the RTD times to cover the rates.

2. The message can appear if there are any time gaps in the Time Bands RTD and a recruiter is trying to create shifts that span the time gap.

  • In this example, if a recruiter tries to create a shift using this Time Bands RTD, from say 3am to 9am, it won’t find the rates as there are no rates defined between 8am and 9am:
  • To solve - Amend the RTD to allocate rates to the missing hour.

3. If ‘Inc weekends’ is set to ‘Yes’ when adding Shift Ranges, and the shift range covers weekends but the Time Bands or Daily RTD (whichever is being used) does not have rates assigned to weekends, you will get this message. 

  • To solve - In this example, add weekend rates to the Daily Rate Time Definition (if being used) or change the ‘Inc Weekends’ to ‘No’ when creating shifts.

4. Check the Job is using the correct Rate Time Definition type. Navigate to the Rates and Payroll page of the Job record to check which RTD it is referencing.

  • This is input when creating a job on the New Temp Shift Job page:
  • To solve - Ensure this RTD type is set up in the Client record (or copied from the Framework to the Client record) for this Job and the rates required. If this is not the correct RTD, use the workflow ‘Change RTD’ here to change to the correct one.

5. Check the start date of the Framework and the Rate Matrix is before the shift date. 

  • In this example, don’t try to set up a shift using the ‘Cleaner’ rate that is before the 8/11/17:
  • Or using the framework before its start date of 18/10/17.
  • To solve - Adjust the start rate of the Rate Matrix, use a different Rate Matrix, or adjust the date of the shift.

6. A Shift Type must be assigned to all the Rate Types (you have set up on the framework) when using a Shift Rate Time Definition. The Shift Type becomes a mandatory field when creating Shifts for a job using Shift Rate Time Definitions. 

  • For example, we have set up 4 Rate Types for Administrator rates.
  • Each of these Rate Types needs to be assigned to a Shift Type to work:
  • To solve – For Shift Rate Time Definitions, check each of the Rate Types you have set up has a corresponding Shift Type.
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