What’s new?
We continue to use ongoing feedback from our large customer base on the useability and functionality of Scheduling 2.0, and in line with Access’s strategic roadmap, to add enhancements to this latest release.
Enabling Scheduling 2.0
The 'Scheduling 2.0' feature toggle can be enabled by a user with 'administration' access to Options ; System Settings ; Feature Toggles.
Enhanced Features
Show the Name of Day for Shifts
In various screens where shift detail can be viewed, the name of day of the shift date is now shown. This ensures the correct shift has been opened and ensures clear visibility of shifts when viewed off the main forms.
When an applicant record is selected, dragged and dropped to a Job or the job's 3-dot ; Multi-Fill option is used, the modal shown includes the name of day for the shift date(s).
When a single shift is clicked into, the modal shows the day name for this and all shifts in the view.
When removing applicants from shifts, the modal listing the shifts shows the name of day for each shift.
Mass Shifts Requirements Adjustment
A new screen has been introduced to easily allow the mass update of the requirements for shifts against a job. This removes the need to individually adjust the shifts for the number of applicants required to fulfil the shifts.
The new option 'Adjust Shift Requirements' can be accessed from a job’s 3-dot menu. Clicking this option will list all shifts for the selected job, sorted by earliest date first.
If the job has many shifts, you may initially see a loading progress bar while the screen is loaded.
The 'Start Date' and 'End Date' fields are defaulted to the start and end dates of the current date range being viewed in Scheduling 2.0.
They can both be adjusted via their respective date pickers.
The 'Shift' dropdown will list the Shift Types against the selected Job and the date range, ordered by:
'Position' ascending
(as setup in 'Options ; Lookups ; Job Shifts).
'Shift Description'
(as setup in 'Options ; Lookups ; Job Shifts).
'Start Time'
Of the Job Shift (since job shifts can have a different start/end time to the originating shift type).
'Default shift rate'
Of the Job Shift if one is set.
The default Shift Type shown is the first in the list of shifts for this job, displayed as:
<Shift Type> (<Start Time> - <End Time>) - (<Rate Type> | <PAYE Pay Rate> | <Charge Rate> | <Charge Unit>)
e.g. Day (09:00 - 17:00) - (Basic Overtime | PAYE: 12:00 | Charge: 16:00 | Unit: Hour).
There is a standard 'bin' icon to allow removal of the current value.
Clicking into this dropdown will allow an alternative Shift Type to be selected.
Any time the Shift Type is changed in the drop down (either by the user or by auto refresh on change of date(s)), the Shifts grid is reloaded.
'Set Req. for all Shifts' (button):
Optional button to quickly enter a set requirements value for all Shifts.
On click of this button, a new modal 'Set Req. for all Shifts' with 'Cancel' and 'Confirm' buttons is displayed:
The 'Set Req. for all Shifts' (field):
This is an integer field, to hold the value that will be applied to all shifts across all pages in the grid The minimum value is 1.
Switching to a different page and applying the process above will again set the value entered across all shifts in the grid.
The 'Confirm' button is disabled until at least one valid value is entered.
If 'Cancel' is clicked:
No action is taken, the modal closes and the user is navigated back to the 'Adjust Shift Requirements' modal.
If 'Confirm' is clicked:
The 'Set Req. for all Shifts' modal will close, the user is navigated back to the 'Adjust Shift Requirements' modal.
The Shift grid will be refreshed, with every 'New Req' field in the grid populated with the value from 'Set Req. for all Shifts' value.
Shifts (grid):
This is a list of all Shifts for the selected 'Shift' that fall within the range of the 'Start Date' and 'End Date', ordered by 'Job Shift Date' ascending.
Each shift in the grid has the following:
'Shift Date':
A view-only field detailing the day and date of this shift e.g. Mon 02/05/2023
'Status':
A view-only field of the status of this shift:
The status is indicated by a coloured oblong and text:
Unfilled
Partially filled
Filled
'Current Required':
A view-only field of the current Requirement on this Shift.
'Confirmed':
A view-only field of the current number of confirmed applicants on this Shift.
'Reserved':
A view-only field of the current number of reserved applicants on this Shift.
'New Required':
This field is an optional, integer field, and can be modified or blanked out as needed per shift line.
With exception of the 'Status' column (which is calculated), all the other columns are filterable, with a filter icon to the right of the column title, which when clicked will:
Show the appropriate filter pop-up.
E.g. a filter on the 'Current Required' column shown below.
Will allow entry of filter criteria to filter the grid for rows that match.
There is paging on the bottom right of the screen:
If there are less than 10 records than the paging won't be displayed.
'Cancel' (button):
If clicked, no action is taken, the 'Adjust Shift Requirements' modal closes and the user is navigated back to Scheduling 2.0.
'Confirm' (button):
The 'Confirm' button is disabled until at least one 'New Req.' field has a value.
When clicked,
For each Shift in the grid:
If 'New Req.' is not empty, the value is updated to the corresponding shift's requirement (as shown in 'Current Req.').
If 'New Req.' is empty, the corresponding shift's requirement will not be adjusted.
Delete Placements
To allow the easy removal of one or more placements from a job, a new option of 'Delete Placement(s)' has been introduced under a job's 3-dot menu.
If there are no placements against a job, clicking this option will show an appropriate message detailing this.
Otherwise, a new pop-up modal is displayed, listing the placements against the job.
If a placement has timesheets created against it, it will not be available for selection, a red cross with this detail is shown against it. All other placements are available for selection.
At the top of the modal is a search, which allows you to quickly search for an applicant by their name.
There is a 'check all' checkbox at the top of the list, which when clicked, will select all placements that are available for selection. Alternatively, individual selections can be made by ticking the checkbox against the required placement(s).
The 'Confirm' button will be disabled until at least one placement is selected.
On click of the 'Confirm' button, a warning message is displayed, requesting confirmation of your intent to proceed with this action.
Clicking 'Confirm' will delete the selected placement(s) from the job, along with the relevant shifts, and navigate back to a refreshed view of Scheduling 2.0