knowledge base - manager quick start training guide

Manager Guide

Creating & covering a shift

Table of Contents

2.

Accepting an employee3.

Editing a published shift4.

Swift Shift - Introduction1.

Swift Shift - Introduction

What is Swift Shift?A mobile Software as a Service (SaaS) solution that allows managers to cover shifts quickly

1. INCREASED FLEXIBILITYEmployees adjust their availability anytime

5. PROFESSIONAL DEVELOPMENTShare knowledge across sites/teams and provide opportunity for engaged staff

2. SHORT NOTICE COVEREmail, push notification, SMS

4. CREATE REGIONAL STAFF BANKEasily use staff across multiple locations

6. RICH PROFILESRole, skills, qualifications, customisable

7. ANALYTICSReal time visibility into key performance indicators

8. CLOUD BASEDDesktop, Mobile, App

3. AUTOMATED COMMUNICATIONTwo-way message system eliminates need to call through staff lists

How to access Swift ShiftAvailable on any device, anytime

Visit web address: app.swiftshift.com

Your organisation may have a vanity URL

Employee app available at:

Get to know your Swift Shift app

REGIONS & SITESSwitch between regions/areas and sites

YOUR PROFILEAccess your profile and admin functions

NOTIFICATIONSAlert allows managers to move quickly through the app

DAY I WEEKChange schedule view from day to week

SCHEDULED SHIFTS View staff working, ‘green’ shifts

OPEN SHIFTS Drag and drop to create new shifts

CREATE I PUBLISHCreate a new shift or publish saved shifts

Shift status Simple colour system makes it easy to know the status of any shift

SAVED SHIFTS - GREYShift has been saved, but not published to the employee application. Only approved managers can see these shifts.

OPEN SHIFTS - REDShift has been published to the mobile application only. No email, text message, or push notification was sent. Ideal for shifts published into the future.

OPEN SHIFTS - YELLOWShift has been published to the mobile application and notifications sent via email, text message, and push notification. Ideal for short notice or republishing ‘red’ shifts.

OPEN SHIFTS - PURPLEShift has received applications from employees. These shifts require the manager to select an employee to add them to the shift.

SCHEDULED SHIFT - GREENShift has been scheduled and will appear in the mobile application for the accepted/scheduled employee.

Creating & covering a shift

Create a new shiftThere are two ways to create a new shift

Click the icon.1. Drag and create2.

Edit shift detailsCustomise shift request based on your needs

Change staff member on shift or publish shift as an Open ShiftChange the department (defined through admin panel)Change start/end timeNOTE: start time must be at least 1 hour into the future

Add a message to any update or cover shift when publishingNOTE: Limit 140 characters for SMS

Saves shift with out publishing

Publish shift, notifying staff member

Cover a shift in 2 clicksGo to shift you want covered and click the icon.

YELLOW SHIFTYellow shift at top, in open shift section, denotes shift request has been sent

Accepting an employee

NotificationsManagers are informed of staff applying to shifts through mobile and the web app

Example mobile notification: Web app notification center:

Tip!Clicking a shift in the notification center will

take you directly to the shift.

In this case, the purple shift is the one we want.

Accept Staff to Shift

1. Click purple shift 2. Select staff member

3. Click 4. Shift turns green when complete

Staff MessagesEmployees are informed if they received the shift or not via SMS, Email, or Push Notification

Example acceptance email: Example decline email:

Editing a published shift

Click ShiftStart by going to the shift you want to edit and click on the shift

Once clicked, edit shift screen will open:

Edit Shift

Change staff member on shift or publish shift as an Open ShiftChange the department (defined through admin panel)Change start/end timeNOTE: start time must be at least 1 hour into the future

Add a message to any update or cover shift when publishingNOTE: Limit 140 characters for SMS

Deletes from scheduler

Sends out cover request

Publishes change, notifying staff member

CONTACT US:

SUPPORT LINE: 0203 696 4402

EMAIL: SUPPORT@SWIFTSHIFT.COM

WWW.SWIFTSHIFT.COM

VISIT US TO LEARN MORE...

VISIT: SUPPORT.SWIFTSHIFT.COM FOR ONLINE KNOWLEDGE BASE

CLICK ‘SUPPORT’ IN APP