How to create or edit a work shift

To create a new work shift for a staff member, from the day view, click on "Add employee to schedule":

Alternatively, from the week or month view, the " + " icon below the day number can be clicked on, to bring up the same "New Work Shift" modal as accessible from the day view:

Once the New Work Shift modal is open, you will now be able to select an employee to work on their schedule:

Please note that when clicking the dropdown list to select an employee, you will see employees not currently on the schedule for the location you are currently logged in under, within the "Unscheduled" section of the dropdown list:

If an employee has already been added to the schedule for the day in question, for one or more work shifts, they will show within the "Scheduled" section of the list of employees (e.g. Alice Wheeler):

The list of employees shown, whether in the "Unscheduled" section or the "Scheduled" section of the list of employees, is made up of all SVO users who are currently enabled for access to the specific location with which you are currently working.

* WARNING! IF AN EMPLOYEE DOES NOT SHOW UP IN THE DROPDOWN LIST, AND THEY DO HAVE THE ABILITY TO LOGIN TO THAT LOCATION IN SVO, THEY ARE NOT SHOWING UP IN THE DROPDOWN LIST DUE TO THEIR STANDARD AVAILABILITY HAVING NOT BEEN SET BY THEM. *

Newly set-up employees in SVO will have their user profile default their availability to the same hours as their home location. New hires should be instructed to set their standard availability as early as possible during their training time period. To set your standard availability as an SVO user, please see the article titled: "How to set standard employee availability in SVO Calendar".

Once an employee has been selected in the dropdown list, their "Shift start time" & "Shift end time" for the work shift in question can now be set.

*Note: If you will be having an employee be an opener or closer for that day, please make sure to use the buttons for "Opener" and "Close?". This adds a preset amount of time to the Shift start time and Shift end time and will help ensure that the staff member is appropriately noted in the system as an "Opener" or "Closer", to avoid any attendance penalties from arrival or departure times for the day.

*Note: If an employee's standard availability, vacation, etc., has them set as not being available during a specified date/time of day, then SVO will alert the manager attempting to schedule that employee, the the employee in question is unavailable for that shift. Adjusting the start/end times for the work shift will clear the 'unavailable' warning, without needing to reload the work shift creation modal, if the newly selected time(s) do not conflict with the employee's availability.

*Note: If an employee is already scheduled at another location during the times selected for the start & end of the work shift in question, SVO will alert the manager attempting to create the work shift, that the employee is "Currently scheduled ['start time' to 'end time'] at [Location]".

If this occurs, please select another employee, or adjust the start and end times for the work shift in question, to be before or after the start and end times for the work shift already created at the other location.

Once an employee's start time and end time for the shift, as well as the opener or closer status(es), if applicable, managers can make any notes in the optional "Comments" box and then click "Add to schedule" to create this work shift as a standard, "Working" 'nature' work shift.

*Note: There are several varieties of work shifts, known as "Natures".

The following are options in the dropdown selection for the Nature of the work shift:

• Working [Enabled for all employees]

• Remote [Enabled for all employees]

• Meeting [Enabled for all employees] (For Tuesday Night Meetings that may not have auto-created)

• Vacation [Enabled only for eligible employees]

• Holiday Hours [Enabled only for eligible employees]

•Time Off

*Note: If the selected employee/user is not eligible for the selected nature of work shift, then the ineligible work shift(s) will be grayed out.

If the selected user is eligible for vacation or holiday hours, then those work shift Natures will be available for selection.

Upon selection, the appropriate amount of vacation or holiday hours to be used/applied will be specified in hundredths of an hour, in the "Vacation Hours" or "Holiday Hours" fields that will appear upon selection of their corresponding work shift Nature.

Once the appropriate amount of vacation or holiday hours are entered, the work shift can be created with the "Add to schedule" button in the lower right corner of the modal.

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As of v4.3.1, SVO now gives managers the ability to designate a shift "duty" for a work shift.

These duties include:

• Unspecified [default]

• Optical Lab [for Optical Lab staff]

• Paraoptometric Technician [for Dr's offices]

• Pre-test [for Dr's offices]

• Reception [for Dr's offices]

• Sales Floor [for Opticals]

• Scribe [for Dr's offices]

• Trainer [for all location types]

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*Note: If no work shifts yet exist for the month in which a new work shift is being created, then SVO will auto-create the Tuesday Night Meeting work shifts for all staff members with that location as a home location.

The Tuesday Night Meetings will initially be collapsed under "Meetings". Click on "Meetings" to show the employees for whom a Tuesday Night Meeting work shift is in existence, for that date.

In order to delete a specific work shift of any Nature, click on the work shift in question from the month or week views, then click on the "Delete" button in the lower-left corner of the modal.

Within the 'day view', work shifts can be deleted by clicking the 'trash can' icon button for that work shift, and okaying the deletion of that work shift on the popup that follows.