What’s new?

For businesses that use one job for multiple places, maintaining the different shift start and end times on placement can be a challenge. A new wizard has been introduced that enables high volume temp users to amend multi placements easily and efficiently via the Placement Manager and Scheduling 2.0.

How do I start using it?

Placement Manager Screen

Navigate to Placements ; Placement Manager
Clicking on the Contract/Temp Manager option will display a full screen to the right.
As default, active placements covering the current week (starting on the Monday and ending on the Sunday) will be listed.
For a placement to be deemed active and to be listed, the follow are checked:
- is a non-permanent placement
  and
- the applicant has not requested to be forgotten
  and
- the placement starts in the date range
  or
- the placement ends in the date range
  or
- the placement starts and ends in the date range
  or
- the Placement started before the date range and ends after the date range
All data relating to each placement will be displayed within the two data grids.

Contract/Temp Manager adjust placement shift times

Clicking the 3-dot menu (⠇) against any Placement will offer a new option of Adjust Placement Shift Times, which when selected, will show a new wizard of ‘Adjust Placement Shift Times’ (see below).

Scheduling 2.0 Screen

Navigate to Temp Management ; Scheduling 2.0
By searching for jobs which have shifts that cover the date range shown above the data grid (starting on the Monday and ending on the Sunday), the relevant details will be listed

Scheduling 2.0 adjust placement shift times

Clicking the 3-dot menu (⠇) against any Job will offer a new option of Adjust Placement Shift Times, which when selected, will show a new wizard of ‘Adjust Placement Shift Times’ (see below)

Adjust Placement Shift Times Wizard - Select Placements (step 1)

A new wizard 'Adjust Placement Shift Times' opens and lands on step 1
If the wizard is called from the Placement Manager, the single selected Placement will be listed
If the wizard is called from Scheduling 2.0, all confirmed Placements against the selected Job will be listed

The Client and Job details are shown at the top of a screen, all of which are view only
The Shifts From and to date range will reflect the date range from either of the Placement Manager or Scheduling 2.0
Below this, is the list of applicable Placements. All columns are view only, with exception of the list of checkboxes to the left
There is a ‘Select All’ checkbox which allows the user to select/unselect all Placements with a single click
Alternatively, individual Placements can be selected/unselected as required. If only one Placement is listed, it will be automatically selected
The Next button (to move to step 2 of the wizard) will remain disabled until at least one Placement has been selected from the list.

Adjust Placement Shift Times Wizard - Adjust Placements (step 2)

The Client and Job details are repeated at the top of a screen, all of which are view only
The Shift From and to date range will reflect the date range from either of the Placement Manager or Scheduling 2.0

Each selected Placement will be listed in the single data grid, which can be controlled by a single vertical scrollbar to the right
Initially, if there are multiple Placements listed, every Placement will be collapsed. The Applicant’s name and the number of Shifts for each the Placement for the specified date range will be displayed
The list of Shifts for each Placement can be revealed by clicking the chevron to the left of the Applicant’s name
Clicking the chevron again, will hide the Shifts for that Applicant

Any of the following can be amended independently or together per Shift:
- New Shift:
  - Clicking the Click to set, the Applicant can be moved to a different Shift
  - A list of Shifts will be offered; a different Shift can be selected
    On selection, if there is a default shift rate attached to the new shift, this will be displayed in the New Rate column
    The start and end times for the new shift will be displayed in the New Start Time and New End Time columns respectively
- New Rate:
  - Clicking the Click to set, the Shift can be attached to a different Shift Rate
  - The list of applicable Shift Rates will be offered for selection
  - Selection of a new Rate will attach the Rate to either the existing Shift or if populated, to the new Shift
- Clicking into a New Start Time or New End Time field will offer a time picker. Selecting new times will set these as start and times to either the existing Shift or if populated, to the new Shift

If a New Shift has been selected, clicking the 'dustbin' icon will remove the New Shift, along with New Rate, New Start Time and New End Time values
Each shift can be amended individually, to either adjust the existing Shift or to replace the existing Shift with a new Shift and optionally, to new rates and times

Previous (button)

Clicking the ‘Previous’ button will navigate back to step 1, where the selection of Placements can be changed
- Any Placements adjusted in step 2 and remain selected in step 1 will re-appear in step 2 without loss of prior adjustments that were applied
- Previously selected Placements that are no longer selected will not appear when navigating back to step 2

X (button)

Clicking X in the top right corner will display a warning and then close the wizard without applying any changes

Confirm (button)

If no adjustments have been made to any Placements, show a validation message with Yes/No buttons:
- 'No changes have been made. Are you sure you want to close this wizard?'
- Clicking Yes closes the message, no updates are applied, the user is navigated back to the originating screen
- Clicking No closes the message, no updates are applied, the user remains on step 2
For each row where adjustments have been made:
- If New Start Time is empty and the New End Time is populated or New Start Time is populated and the New End Time is empty
- Highlight the empty field on each row with a red box
If validation issues are found, show an error message with an Ok button:
- 'Please enter the missing New Start Time or New End Time for the cells highlighted in red'
- Clicking Ok closes the message, no updates are applied, the user remains on step 2
otherwise
- A single green toast message is shown to indicate all records were successfully processed

Updating the Shifts

For each row where adjustments have been made

If the placement is linked to a job:
- Look for an existing Job Shift based on the following:
  - New Shift (if populated)
  - New Rate (if populated)
  - New Start Time (if populated)
  - New End Time (if populated)
  - Shift Date
- If a Job Shift was not found:
  - Create a new Job Shift using values taken from the row as follows:
  - Date
    Always set to 'Shift Date'
  - Start/End Times
    If 'New Start Time' and 'New End Time' have been set, then use them otherwise use the existing 'Shift Times'
  - Rate
    If 'New Rate' has been set then use it otherwise use the existing 'Rate Override' (which may be blank)
  - No of places
    Always set to 1

If a Job Shift was found and it was created by this wizard as a result of processing a previous row where a Job Shift was not found (as described above):
- Increment the 'No of places' on the existing Job Shift by 1

Update Placement diary event (Working For Us/Booking Extended diary event) as follows:

If 'New Shift' is populated
- diary event Shift Type = New Shift
- If 'New Rate' is blank
  - diary event Shift Rate = blank
- otherwise
  - diary event Shift Rate = New Rate

If 'New Shift' is not populated
- diary event Shift Type is unchanged
- If 'New Rate' is populated
  - diary event Shift Rate = New Rate
- otherwise
  - diary event Shift Rate = existing 'Rate Override' (unchanged)