CRM - Shift(s)/Scheduling

Modified on Fri, 11 Aug 2023 at 03:51 AM

In the Candidate Page

       Note: The previous schedule preferences for a candidate is no longer under the candidate “Preferences” tab, it has been moved to the “Availability” tab.

            · Open candidate record and click on the “Availability” tab to enter in their schedule.

     

· Check off “Shift(s)/Scheduling” to display the “Add/Edit” hyperlink. Click on “Add/Edit” to open the Shift(s)/Scheduling screen.

 

 

· You can enter in a candidate’s available time by clicking on a date from the calendar, checking off “Shift time for above dates” and

   selecting the time frame for which the candidate is available.

· You can also select several dates from the calendars and enter in the time frame.

 

 

· Once you have made your selections click on “Add Shifts”

 

  * Calendar View with Individual Date Selection

 

    * Calendar View with Multiple Dates Selection

 

 

· Click on “Clear All” to remove any date/time entered

   

 

You also can enter a recurrence for a candidate’s availability.

· Click on “Show/Hide Recurrence”.

· Choose the “Recurrence pattern” for the candidate and select the “Range of recurrence”.

 

 

· Finally, click on “Add Shifts”

 

 

· When creating a recurrence, if the dates in the recurrence coincide with previous scheduled dates you will be asked if you want to

   “Append” the current schedule, “Overwrite” the current schedule or cancel your recurrence.

   

    * Calendar View with Daily Recurrence Event

   

     * Calendar View with Weekly Recurrence Event  

   

     * Calendar View with Monthly Recurrence Event

   

 

· Once everything looks good, click on “Apply” and the Shift(s)/Scheduling screen will disappear and show you a candidate's

   availability marked in green. Once a candidate has been placed on a job order the hours, they will be working turn red.

   

   

 

Add/Edit Availability

· Once a candidate's shift schedule has been created, you can edit their schedule through the “Availability” tab

· To add a shift, click any white area next to the date of the new shift.

     

 

· On the pop-up, select the “Start Time” and End Time of the new shift and click “Add Shift”

   

 

· To edit/delete a current shift, click anywhere on the green section of the shift

   

 

· If you are change the shift times, make your selection and click on “Update Shift”. If you need to delete the shift, click on “Delete

   Shift”

   

 

NOTE: YOU CAN'T UPDATE/DELETE ANY SHIFT IN RED ONCE A CANDIDATE HAS BEEN PLACED ON ASSIGNMENT

 

Job Order

· Open a job order and click on “Edit”

 

· Go down to “Scheduling” and click on + to expand

· Check off “Shift(s)/Scheduling” to display the “Add/Edit” hyperlink. Click on “Add/Edit” to open the Shift(s)/Scheduling screen.

 

· You can enter in schedule for the job order by clicking on a date from the calendar, checking off “Shift time for above dates” and

   selecting the time frame for which the candidate is available.

· You can also select several dates from the calendars and enter in the time frame.

   

 

· Once you have made your selections click on “Add Shifts”.

 

   Calendar View with Individual Date Selection

   

    * Calendar View with Multiple Dates Selections

 

 

· Click on “Clear All” to remove any date/time entered

 

 

· You also can enter a recurrence for the job order's schedule

· Click on “Show/Hide Recurrence”.

· Choose the “Recurrence pattern” for the candidate and select the “Range of recurrence”.

   

 

· Finally, click on “Add Shifts”

   

 

· When creating a recurrence, if the dates in the recurrence coincide with previously scheduled dates you will be asked if you want to

   'Append' the current schedule, 'Overwrite' the current schedule or cancel your recurrence.

   

    * Calendar View with Daily Recurrence Event  

   

    * Calendar View with Weekly Recurrence Event   

   

   * Calendar View with Monthly Recurrence Event

 

 

 · Once everything looks good, click on ‘Apply’, the Shift(s)/Scheduling screen will disappear and show you the job order schedule

    marked in blue. Once a candidate has been placed on the job order the schedule will turn green.

 

    * Available shifts, shown in blue

 

  * Candidate submitted; shift shown in green

 

   * Job order with multiple shifts

  

 

Search for Matching Candidates

 

· Open the job order and click on ‘(search for candidates)’

 

· Click on the ‘Schedule Search’ tab. Any candidates that are an exact match will be displayed in the grid below.

· You can change your search criteria. For example, do a keyword search first, then go to the 'Schedule Search' tab, this will narrow

   down the candidate pool.

· You can also search using 'March Partial Shift(s)' or 'Extend Match + Hours'

 

   * Match Exact Shift(s)

 

   * Match Partial Shift(s)

 

    * Daily Details View

 

· From the ‘Schedule Search’ tab, you can short list, submit and place the individual candidates.

 

 

· On the job orders manage submission screen you will notice a new calendar/time icon next to a candidate record.

 

 

· This will display the candidates ‘Availability Details’

 

 

Job Order - Matching Candidates

· From the job order, go to the bottom right hand side, next to 'Matching Candidates' click on 'all search results'

  

 

· Here you can narrow your search by using “Keyword Search”, “Advanced Search” or the new “Schedule Search”. Click on “Schedule

   Search” to see the matching candidates that also have a matching shift schedule.

   * Matching Candidates, all search results

 

    * Matching Candidates - Search Schedule Results

 

 

Job Order - Short Listed Candidates

 

· From the job order, go to the bottom right hand side, next to “Short Listed Candidates” click on “manage short list”

 

 

· Here you can narrow your search by using “Keyword Search” or the new “Schedule Search”. Click on “Schedule Search” to see the

   short listed candidates that also have a matching shift schedule

 

    * Short Listed Candidates showing all

 

    * Short Listed Candidates - Search Schedule Results

 

 

ESS Users

· The “Availability” menu needs to be enabled for ESS users to give them the ability to Shift(s)/Scheduling. Go to Admin >User

   Management > User Preferences.

 

 

· Once the “Availability” menu has been activated, under “My Profile” an ESS users availability details will no longer display under the

   “Status” screen. There will be a new menu titled “Availability” that will now show those details. Below are the changes:

 

   * Status Screen

 

    * Availability Screen

 

 

· ESS User would go to “My Profile” – “Availability” to input/edit their shift schedules.

 

 

· ESS Users can't add/update their shift schedules in the following scenarios and will receive a pop-up alert if they try to do so:

 1 - Assignment is “Active” and any one of the assignments has “No End Date”

 2 - Assignment has a status of “Needs Approval”

 

 

 

 

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