How to Change a Staff Member in a Staff Shift
This article outlines how to change a Staff Member in a Staff Shift that has been added to an Activity and provides an overview of the information displayed to assist in finding the most suitable Staff Member to fill the Shift.
Privileges: Staff with the privileges required to manage Activities
Audience: Rostering Teams, Team Leaders, Managers, Operations Teams
Summary
The following list summarises the content within this article. Click on the links below to take you to the relevant sections:
- Updates to the Change Staff Member modal for Staff Shifts in Activities
- How to change a Staff Member in a 'To Be Filled' Shift
- How to change a Staff Member in a Staff Shift that has already been filled
- Change Staff Member modal
- More coming soon!
Updates to the Change Staff Member modal for Staff Shifts in Activities
Staff with the privileges required to manage Activities will notice that the ‘Change Staff Member’ modal (previously named ‘Change Activity Staff’) looks different from the upgrade to SupportAbility v8.12 (November 13th, 2024) when either filling ‘To Be Filled’ Staff Shifts or changing a Staff Member in a Shift.
While this is a work in progress, these changes aim to assist rostering teams, team leaders and managers in understanding which staff are available and the most suitable to fill the shift.
In coming releases, this will be expanded to encompass Agreed Hours and Potential Overtime in the pay period. We do hope these ongoing changes assist and welcome your feedback via support. We'd love to hear from you.
What has changed in SupportAbility v8.12?
The ‘Availability’ and ‘Clashes' columns have been merged into one ‘Available’ column, and a new ‘Work With Preference’ column has been added.
The ‘Add’ column has been updated to ‘Change’, and the coloured anchor icons have been replaced with a grey change icon.
New coloured 'Yes', 'No', and 'Maybe' badges replace the blocks of colour depicting Staff Availability. When a Staff Member is not available, more information can be viewed by selecting the down arrow, as demonstrated in the screenshot below.
These badges also reflect whether the Client/s prefers to work with the Staff Member or not, based on how ‘Prefers to Work With’ and ‘Prefers Not to Work With’ have been configured in the Status tab of the Client record.
When more information is available, an arrow appears, and when selected, more information is displayed about things such as which Clients prefer/do not prefer to work with the Staff Member, their Standard Availability, Leave Exceptions, and any Clashing Activities:
How to change a Staff Member in a 'To Be Filled' Shift
To change a Staff Member in a 'To Be Filled' Shift, either select the 'To Be Filled' button:
Or, select the contextual menu, and select 'Change Staff Member':
How to change a Staff Member in a Shift that has already been filled
To change a Staff Member in a Shift that has already been filled, select the contextual menu and select 'Change Staff Member':
Change Staff Member modal
The 'Change Staff Member' modal in Activities has been updated to assist rostering teams, team leaders, and managers in understanding which Staff Members are available and the most suitable to fill Staff Shifts:
In this example, Warren is available and is a Staff Member with whom the Client prefers to work; therefore, he may be a suitable match for this Shift.
The Change Staff Member modal allows you to Search for the Staff Member you're looking for by name or by Employment Type, as configured in the HR tab of the Staff Account.
The Client/s 'Work With Preference' regarding the Staff Members are displayed here, as well as if they are 'Available' for the Shift.
Search
To find the Staff Member you're looking for, start typing their name. You can also search by Employment Type.
For example, if you're looking for a Casual Staff Member only to fill the Shift, type Casual here, and only Staff with the Casual Employment Type will be displayed:
Work With Preference
Coloured badges reflect whether the Client prefers to work with the Staff Member or not, based on how this has been configured in the Status tab of their record:
Please see the How to link or unlink Staff Members a Client Prefers or Does Not Prefer to Work With article linked below for more information.
In the instance of a Group Activity, the number of participants is displayed next to the header e.g. 'of 3' as per the screenshot below.
A number is listed against each badge to reflect the number of Clients who prefer to work with or do not prefer to work with this Staff Member, and the arrow can be selected to view more details:
In the above example, we can see that Tim prefers to work with Abel, whereas Pina does not by selecting the disclosure arrow button to show more information.
As Candice is a preferred Staff Member for all three participants, and she is available, she may be the most suitable person to fill this Shift.
Available
Coloured badges indicate which Staff Members are available for the Shift in this column:
When a Staff Member is not available or may not be available, more information can be viewed by selecting the down arrow:
In the above example, we can see that Aisha isn't available on Wednesday between 12 pm and 1 pm, Alejandro is usually available on Wednesdays but has a pending Leave Exception, and Candice is rostered into a different Activity at the same time.
More coming soon!
The Change Staff Member modal will be expanded upon in future releases, and more information will be added once new additions have been made.