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Adding Daily Shifts to a Contact List (Crew Call) Line

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Overview

As part of the Staffing Plus add-on, you will have the ability to add daily shifts on a single line item on a Contact List element (like a Crew Call). This means you won't have to create multiple lines for the same role or same contact to show daily schedules.

Adding Shifts to a Line Item on a Contact List (Crew Call) Line

You can add Shifts to any line on a Contact List (Crew Call) element as long as the line has a Labor Role (skill) assigned to it.

  1. Open a Contact List (Crew Call) element
  2. Navigate to the Details tab
  3. Click the "..." menu on the line item that you want to add Shifts to
  4. Click Schedule Shifts

After clicking Schedule Shifts, you will see a calendar popup window that includes the start and end date of the line, as well as all dates in between. To add a Shift to a day:

  1. Click the date that you want to add a Shift to
  2. Uncheck the "Not Scheduled" checkbox
  3. Enter a Shift Name (not required), a Shift Start time, and a Shift End time
  4. Click OK
  5. After entering all desired Shifts, click Save to close the Schedule Shifts popup and save all changes.

Removing Shifts From a Line Item on a Contact List (Crew Call) Line

  1. Open a Contact List (Crew Call) element
  2. Navigate to the Details tab
  3. Click the "..." menu on the line item that you want to remove Shifts from
  4. Click Schedule Shifts

After clicking Schedule Shifts, you will see a calendar popup window that includes the start and end date of the line, as well as all dates in between. To remove a Shift from a day:

  1. Click the date that you want to remove a Shift from
  2. Check the "Not Scheduled" checkbox
  3. Click OK
  4. After making edits to individual Shifts, click Save to close the Schedule Shifts popup and save all changes.

Bulk Scheduling Shifts to Multiple Line Items on a Contact List (Crew Call) Line

If multiple contacts or roles will be working the same Shifts, you can add them in bulk so any selected line will have the Shifts you entered applied to them.

  1. Open a Contact List (Crew Call) element
  2. Navigate to the Details tab
  3. Select the line items that you want to bulk add Shifts to 
  4. In the right-hand menu, click Bulk Schedule Shifts

After clicking Bulk Schedule Shifts, you will see a calendar popup window that includes the start and end date of the line, as well as all dates in between. Each date has a checkbox that, when selected, will include that date in the bulk operation. Any date with a checkbox not selected will not be included in the bulk operation.

  1. Select any date that you want to be included in the bulk operation (all dates are selected by default), then click Next.
  2. Click the date that you want to add a Shift to
  3. Uncheck the "Not Scheduled" checkbox
  4. Enter a Shift Name (not required), a Shift Start time, and a Shift End time
  5. Click OK
  6. After entering all desired Shifts, click Save to close the Schedule Shifts popup and save all changes.

You can also remove Shifts from dates using the Bulk Schedule Shifts option. After selecting the dates that you want to perform the bulk operation on, just make sure that any date in which you want to remove a Shift from have the "Not Scheduled" checkbox selected.

Adding Shifts to an Email Template That You Send to Crew

After you add Shifts to a line item on a Contact List (Crew Call), you can send the Shift information in the following email templates:

  • Staffing Email Templates (these are the email templates that you can send availability inquiries and offers with)
  • Contact List Email Templates (these are the email templates that you can send to contacts who are currently assigned on a Contact List element like a Crew Call)

To add Shift information to an email template:

  1. Go to the Projects menu, then click Email Templates
  2. Double-click the email template that you want to edit
  3. In the "Message Template" section, type a double-bracket ([[) to see the email field types you are allowed to add to the template
  4. Start typing "Scheduled Shifts" and select that option from the list that populates
  5. Click OK to save changes.

Generating a Report That Shows Shifts

The Crew List Time Card report will show Shifts if they exist for a line item. This report can be generated from a Contact List (Crew Call) element if it is enabled. 

  1. Open a Contact List (Crew Call) element
  2. Click the Reports icon in the right-hand menu, then click Crew List Time Card

If you don't see this report as an available option, then you can learn how to enable element level reports here.

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