This video shows the difference between a Split Shift and Relief Staff.
Both are functionalities of the Rota and allow the software to dynamically work with real life business demands.
- Split Shifts are shifts that contain an early shift and a late shift (normally fairly short shifts) and have a very long break in the middle between the early and late shift. This is a very common shift type for cleaning staff and some other staff groups.
- Relief Staff comprises off all staff that works for the same company outside of the staff that has your department as their home location. Relief Staff is normally brought into a your department when you are dealing with an ad hoc shortage that cannot or should not be covered by increasing your staffing levels.
Navigation: Log in > select Rota from the menu > select venue/department > select View Rota for the rota you want to work on.
Split Shits are shifts that contain an early shift and a late shift (normally fairly short shifts) and have a very long break in the middle between the early and late shift. This is a very common shift type for cleaning staff and some other staff groups.
(1) On the rota page right-click on the Available tile for the staff member & day that you want to assign the split shift to. Hover over Shift > select New.
This will bring up an overlay window. Here we specify a few parameters:
(a) Select the Contract and Role for the shift. These have drop down lists from which you can make your selection.
(b) for Split Shift? select Yes from the drop down.
(c) This will bring in a second set of sliders. Let's look at the sliders:
On the top (in Pink) we set the start of the early shift and the end of the late shift.
On the bottom (in Green) we set the start of the long break and the end of the long break. These can also be thought of as the end of the early shift and the start of the late shift.
Lets set up a split shift with an early shift from 6.00 - 8.30 am and a late shift from 3.30 -6.00pm.
First I set the start and end end time of the entire shift: 6.00 am and 6.00pm:
Now, I define the break between the early and the late shift; in other words the end of the early shift and the start of the late shift. I'm setting the break start to 8.30am and the break end to 3.30pm.
Then select Update.
This is how the split shift looks on the rota:
What we can see on the details of the split shift is: (a) the start & end time of the early shift on top, (b) the start & end time of the late shift, and (c) the total hours the staff member has been scheduled for (both shifts are 2.5 hrs long, so the staff member is 5 hours).
Note, that for split shifts the long break in the middle is not remunerated.
Relief Staff is staff I need to bring in from a different venue/department to cover the shifts in my venue/department.
Let's look at an example rota: In this rota I have none of the staff that belongs to my venue/department available on Saturday or Sunday. This means I'll need to bring in relief staff to help me run my venue/department over the weekend.
To bring in Relief Staff select the Person Icon above the staff column on the left.
This will bring in an overlay window.
Here we set the parameters for our relief staff. Select Other Department.
If you want to only consider relief staff from a nearby venue select the Venue drop down and select that sister venue.
If you want to only consider staff of a particular role type, i.e. cashiers or cleaners, select the Role Type drop down and click on your target role type.
Now select Filter.
You can also search for a specific member of staff. Type the staff member's name into the search bar, click on the target name and select Confirm or Confirm and add another.
If you want to view every staff member make no selection and simply select Filter. Then select the name of the target staff member and select Confirm or Confirm and add another.
Note, that once you clicked on a staff member a table shows at the bottom of the overlay window. The Xs mark days the staff member is already scheduled, dashes represent days the staff member has not yet been scheduled for.
Note, that there is a way to exclude staff from the search who belong to venues/departments for which the rota has not been approved yet. The reason for doing this is to make sure not to create a scheduling conflict between your venue/department and the relief staff's home venue/department.
Select Committed Only? and then Filter.
It is recommended to use the Comitted Only? functionality.
Note, that your company may use an internal process regarding relief staff; i.e. contact the venue/department manager before taking their staff to assure this is convenient for them. Please, always stick to your own company's process regarding relief staff.
Once you added the relief staff they will feature in your rota and you will be able to assign them shifts as normally. Note, that our example staff member, Christian, has already got a day off and 3 shifts scheduled. You can see them greyed out here:
In our example, I would schedule Christian for Saturday.
To fill my remaining relief staff needs I will add other relief staff and schedule them for Saturday and/or Sunday to assure I can run my venue/department.