Mass shift changes

To remove or replace an employee from several shifts within a schedule unit, to fill a set of vacant shifts within a schedule unit with a specific employee, or to change one position to another, you can use mass updates.

Changes to schedules

You can make changes to schedules with a mass update.

Fill vacant shifts

You can fill multiple vacant shifts for one specific position.

Note

Note:
If you must fill vacant shifts with several different positions, repeat this process for each position.

To fill vacant shifts

1. Choose , enter schedules, and then choose the related link.

   The Schedules page opens.

2. Select the schedule for which you want to fill vacant shifts, and then on the action bar, choose Manage > View.

   The Schedule Card page opens.

   If several vacant rows exist for the desired position, it does not matter which specific vacant row you select. You will be able to act on multiple rows, even across pay cycles.

   Schedule Start Date defaults to the date of the shift that you select.

3. On the action bar, choose Mass Updates > Fill.

   If you have an employee row selected, when you choose Fill, a warning appears. Select a row with Type equal to Position, and then try again.

   The Mass Update Schedule Shifts page opens.

4. On the Shift Filters FastTab, perform the following steps:

   1. In Schedule Start Date and Schedule End Date, specify the range of vacant shifts on which to act.
      If desired, this range can cross pay cycles.
   2. Verify that the Position No. and Position Name are correct.
      If not, to exit, choose Cancel, and then select the correct row.
      Employee Assignment is blank and Area No. and Unit No. are displayed for your reference.

5. On the Replacing Info FastTab, in Replacing Employee No., specify the number of the employee who is to fill the shifts.

   By default, Update Schedule is turned on and Update Template is turned off. When using the Fill action, do not change these settings.

   Template Code and Starting Week No. are not used.

6. To continue, choose OK.

   The Shift Changes Selection page opens and displays a list of potential shifts that can be filled by the specified employee. This list is filtered to remove potential conflicts with absences or overlapping shifts.

7. Review the list, and then perform one of the following steps:

   • If you want to fill the entire list with the specified employee, on the action bar, choose Process All.

   • If you want to fill only certain shifts, select the specific rows, and then on the action bar, choose Process Selection.​​​​

   The selected shifts are filled.

   If there are any errors, those shifts have the Mass Update Error checkbox selected and any associated messages are displayed in Mass Update Error Text.

Remove an employee and make shifts vacant

You can vacate multiple shifts for one specific employee. The shifts are set back to a position of your choosing, for example, you may want to change the shifts from a regular position to a casual position.

Note

Note:
If you must remove the employee and set up the vacant shifts with different positions, repeat this process for each required position.

To remove an employee

1. Choose , enter schedules, and then choose the related link.

   The Schedules page opens.

2. Select the schedule for which you want to remove an employee, and then on the action bar, choose Manage > View.

   The Schedule Card page opens.

3. Select a row with any shift that is assigned to the employee whom you wish to replace.

4. On the action bar, choose Mass Updates > Vacate.

   Note:

   • If several shifts exist for the employee, it does not matter which specific row you select. You will be able to act on multiple rows, even across pay cycles. Schedule Start Date defaults to the date of the shift that you select.

   • If you have a position row selected when you choose Fill, a warning appears. Select a row with Type equal to Employee, and then try again.

   The Mass Update Schedule Shifts page opens.

5. On the Shift Filters FastTab, perform the following steps:

   1. In Schedule Start Date and Schedule End Date, specify the range of vacant shifts on which to act.
      If desired, this range can cross pay cycles.
   2. Verify that the Employee No. and Employee Name are correct.
      If not, to exit, choose Cancel, and then select the correct row.
      Area No. and Unit No. are displayed for your reference.

6. On the Replacing Info FastTab, perform the following steps:

   1. In Replacing Employee No., specify the number of the position to use for the shifts that you want to make vacant.
      By default, Update Schedule is turned on and Update Template is turned off. When using the Vacate action, do not change these settings.
      Template Code and Starting Week No. are not used.
   2. If you do not want the vacant shifts to be made available to other employees, turn on Do Not Fill.

7. Choose OK.

   The Shift Changes Selection page opens and displays a list of shifts that can be made vacant by removing the chosen employee.

8. Review the list and verify that the Replacing No. and Name are for the position that you intended, and then perform one of the following steps:

   • If you want to remove the employee from the entire list, and set all shifts to the specified replacing position, on the action bar, choose Process All.

   • If you want to make only certain shifts vacant, select those specific rows, and then on the action bar, choose Process Selection.

   The selected shifts are made vacant.

   If there are any errors, those shifts have the Mass Update Error checkbox selected and any associated messages are displayed in Mass Update Error Text.

Replace one employee with another

You can replace one employee with another in multiple shifts.

Note

Note:
If you must replace one employee with several different employees, repeat this process for each replacing employee.

1. Choose , enter schedules, and then choose the related link.

   The Schedules page opens.

2. Select the schedule for which you want to replace one employee with another, and then on the action bar, choose Manage > View.

   The Schedule Card page opens.

3. Select a row with any shift that is assigned to the employee whom you want to replace.

4. On the action bar, choose Mass Updates > Replace.

   If several shifts exist for the employee, it does not matter which specific row you select. You will be able to act on multiple rows, even across pay cycles.

   Schedule Start Date defaults to the date of the shift that you select.

   The Mass Update Schedule Shifts page opens.

5. On the Shift Filters FastTab, perform the following steps:

   1. In Schedule Start Date and Schedule End Date, specify the range of assigned shifts on which to act.
      If desired, this range can cross pay cycles.
   2. Verify that the Employee No. and Employee Name correctly represent the employee who is being replaced.
      If not, to exit, choose Cancel, and then select the correct row.
      Area No. and Unit No. are displayed for your reference.

6. On the Replacing Info FastTab, perform the following steps:

   1. In Replacing Employee No., specify the number of the employee to use for the shifts that you want to update.
      By default, Update Schedule is turned on and Update Template is turned off. When using the Replace action, do not change these settings.
      Template Code and Starting Week No. are not used.
   2. If you do not want the vacant shifts to be made available to other employees, turn on Do Not Fill.

7. Choose OK.

   The Shift Changes Selection page opens and displays a list of shifts that can be changed to replace the current employee with the new employee. This list is filtered to remove potential conflicts.

8. Review the list and verify that the Replacing No. and Name are for the employee that you intended, and then perform one of the following steps:

   • If you want to replace the employee as shown for the entire list, on the action bar, choose Process All.

   • If you want to process only certain shifts, select those specific rows, and then on the action bar, choose Process Selection.

   The selected shifts are assigned to the new employee.

   If there are any errors, those shifts have the Mass Update Error checkbox selected and any associated messages are displayed in Mass Update Error Text.

Replace one position with another

You can replace one position with another in position shifts.

Note

Note:
If you must replace one position with several different positions, repeat this process for each replacing position.

To replace one position with another

1. Choose , enter schedules, and then choose the related link.

   The Schedules page opens.

2. Select the schedule for which you want to replace one position with another, and then on the action bar, choose Manage > View.

   The Schedule Card page opens.

3. Select a row with any shift that is assigned to the employee whom you want to replace.

4. On the action bar, choose Mass Updates > Replace.

   If several vacant shifts exist for the position, it does not matter which specific row you select. You can act on multiple rows, even across pay cycles.

   Schedule Start Date defaults to the date of the shift that you select.

   The Mass Update Schedule Shifts page opens.

5. On the Shift Filters FastTab, perform the following steps:

   1. In Schedule Start Date and Schedule End Date, specify the range of assigned shifts on which to act.
      If desired, this range can cross pay cycles.
   2. Verify that the Position No. and Position Name correctly represent the position that is being replaced.
      If not, to exit, choose Cancel, and then select the correct row.
      Area No. and Unit No. are displayed for your reference.

6. On the Replacing Info FastTab, perform the following steps:

   1. In Replacing Position No., specify the number of the employee to use for the shifts that you want to update.
      By default, Update Schedule is turned on and Update Template is turned off. When using the Replace action, do not change these settings.
      Template Code and Starting Week No. are not used.
   2. If you do not want the vacant shifts to be made available to other employees, turn on Do Not Fill.

7. Choose OK.

   The Shift Changes Selection page opens.

8. Review the list and verify that the Replacing No. and Name are for the position that you intended, and then perform one of the following steps:

   • If you want to replace the position as shown for the entire list, on the action bar, choose Process All.

   • If you want to process only certain shifts, select those specific rows, and then on the action bar, choose Process Selection.

   The selected shifts change to the new position.

   If there are any errors, those shifts have the Mass Update Error checkbox selected and any associated messages are displayed in Mass Update Error Text.

Changes to schedule templates

Note

Note:
It is recommended that you use the Export Template(s) action on the Schedule Templates page before making any mass changes. That way, if something goes wrong or changes must be reversed, you can reload the template from the backup file that results.

Replace one employee with another on a schedule template

You can replace one employee with another in multiple shifts within a schedule template.

Note

Note:
If you must replace one employee with several different employees, repeat this process for each replacing employee.

To replace one employee with another on a schedule template

1. Choose , enter schedule templates, and then choose the related link.

   The Schedule Templates page opens.

2. Select the schedule template for which you want to replace one employee with another, and then on the action bar, choose Manage > View.

   The Schedule Template Card page opens.

3. Select a row with any shift that is assigned to the employee whom you want to replace.

4. On the action bar, choose Mass Change > Replace.

   If several shifts exist for the employee, it does not matter which specific row you select. All rows for the selected employee on the template are changed.

   The Mass Update Schedule Shifts page opens.

5. On the Shift Filters FastTab, perform the following steps:

   1. If you are only changing the template, you can ignore Schedule Start Date and Schedule End Date, otherwise, to determine the range of assigned shifts on which to act, specify values.
   2. Verify that the Employee No. and Employee Name correctly represent the employee who is being replaced.
      If not, to exit, choose Cancel, and then select the correct row.
      Area No. and Unit No. are displayed for your reference.

6. On the Replacing Info FastTab, perform the following steps:

   1. In Replacing Position No., specify the number of the employee to use for the shifts that you want to update.
      By default, Update Schedule is turned off and Update Template is turned on.
   2. If you want to act on existing schedule shifts for the associated unit in addition to changing the template, turn on Update Schedule.
   3. Verify that Template Code reflects the expected template.
   4. For a template with more than one week, set Starting Week No. to any valid week.
      You might use this feature to make changes only to the back half of a multi-week schedule template.

7. Choose OK.

   Changes to the Template take place immediately.

   If you turned on Update Schedule, the Shift Changes Selection page opens and displays a list of assigned schedule shifts that can be changed to replace the current employee with the new employee. This list is filtered to remove potential conflicts. Perform the following steps:

   1. Review the list and verify that the Replacing No. and Name are for the employee that you intended, and then perform one of the following steps:
      • If you want to replace the employee as shown for the entire list, on the action bar, choose Process All.
      • If you want to process only certain shifts, select those specific rows, and then on the action bar, choose Process Selection.
        Caution: In this step you are acting on the actual unit schedule, not on the template.
      The selected schedule shifts are assigned to the new employee.
      If there are any errors, those shifts have the Mass Update Error checkbox selected and any associated messages are displayed in Mass Update Error Text.
   2. When you are finished, choose Close.
      A dialog box confirming the number of template shifts that were modified appears.
   3. Choose OK.

Replace one position with another on a schedule template

You can replace one position with another in multiple shifts within a Schedule Template.

Note

Note:
If you must replace one employee with several different employees, repeat this process for each replacing employee.

To replace one position with another on a schedule template

1. Choose , enter schedule templates, and then choose the related link.

   The Schedule Templates page opens.

2. Select the schedule template for which you want to replace one position with another, and then on the action bar, choose Manage > View.

   The Schedule Template Card page opens.

3. Select a row with any shift that is assigned to the employee whom you want to replace.

4. On the action bar, choose Mass Change > Replace.

   If several shifts exist for the position, it does not matter which specific row you select. All rows for the selected position on the template are changed.

   The Mass Update Schedule Shifts page opens.

5. On the Shift Filters FastTab, perform the following steps:

   1. If you are only changing the template, you can ignore Schedule Start Date and Schedule End Date, otherwise, to determine the range of assigned shifts on which to act, specify values.
   2. Verify that the Position No. and Position Name correctly represent the position that is being replaced.
      If not, to exit, choose Cancel, and then select the correct row.
      Area No. and Unit No. are displayed for your reference.

6. On the Replacing Info FastTab, perform the following steps:

   1. In Replacing Position No., specify the number of the position to use for the shifts that you want to update.
      By default, Update Schedule is turned off and Update Template is turned on.
   2. If you want to act on existing schedule shifts for the associated unit in addition to changing the template, turn on Update Schedule.
   3. Verify that Template Code reflects the expected template.
   4. For a template with more than one week, set Starting Week No. to any valid week.
      You might use this feature to make changes only to the back half of a multi-week schedule template.

7. Choose OK.

   Changes to the Template take place immediately.

   If you turned on Update Schedule, the Shift Changes Selection page opens and displays a list of vacant schedule shifts that can be changed to replace the current position with the new position. This list is filtered to remove potential conflicts. Perform the following steps:

   1. Review the list and verify that the Replacing No. and Name are for the position that you intended, and then perform one of the following steps:
      • If you want to replace the position as shown for the entire list, on the action bar, choose Process All.
      • If you want to process only certain shifts, select those specific rows, and then on the action bar, choose Process Selection.
        Caution: In this step you are acting on the actual unit schedule, not on the template.
      The selected schedule shifts are assigned to the new employee.
      If there are any errors, those shifts have the Mass Update Error checkbox selected and any associated messages are displayed in Mass Update Error Text.
   2. When you are finished, choose Close.
      A dialog box confirming the number of template shifts that were modified appears.
   3. Choose OK.

Remove an employee and make shifts vacant on a schedule template

You can vacate multiple shifts for one specific employee. The shifts are set back to a position of your choosing, for example, you may want to change the shifts from a regular position to a casual position.

Note

Note:
If you must remove the employee and set up the vacant shifts with different positions, repeat this process for each required position.

To remove an employee and make shifts vacant on schedule template

1. Choose , enter schedule templates, and then choose the related link.

   The Schedule Templates page opens.

2. Select the schedule template for which you want to remove an employee and make shifts vacant, and then on the action bar, choose Manage > View.

   The Schedule Template Card page opens.

3. Select a row with any shift that is assigned to the employee whom you want to replace.

4. On the action bar, choose Mass Change > Vacate.

   If several shifts exist for the employee, it does not matter which specific row you select.

   If you have a position row selected when you choose Fill, a warning appears. Select a row with Type equal to Employee, and then try again.

   The Mass Update Schedule Shifts page opens.

5. On the Shift Filters FastTab, perform the following steps:

   1. If you are only changing the template, you can ignore Schedule Start Date and Schedule End Date, otherwise, to determine the range of assigned shifts on which to act, specify values.
   2. Verify that the Employee No. and Employee Name correctly represent the employee who is being replaced.
      If not, to exit, choose Cancel, and then select the correct row.
      Area No. and Unit No. are displayed for your reference.

6. On the Replacing Info FastTab, perform the following steps:

   1. In Replacing Position No., specify the number of the position to use for the shifts that you want to make vacant.
      By default, Update Schedule is turned off and Update Template is turned on.
   2. If you want to act on existing schedule shifts for the associated unit in addition to changing the template, turn on Update Schedule.
   3. Verify that Template Code reflects the expected template.
   4. For a template with more than one week, set Starting Week No. to any valid week.
      You might use this feature to make changes only to the back half of a multi-week schedule template.
   5. If the newly vacant shifts are not to be made available to other employees, turn on Do Not Fill.

7. Choose OK.

   Changes to the template take place immediately.

   If you turned on Update Schedule, the Shift Changes Selection page opens and displays a list of shifts that can be made vacant by removing the specified employee. Perform the following steps:

   1. Review the list and verify that the Replacing No. and Name are for the position that you intended, and then perform one of the following steps:
      • If you want to remove the employee from the entire list and set all shifts to the specified replacing position, on the action bar, choose Process All.
      • If you want to make only certain shifts vacant, select those specific rows, and then on the action bar, choose Process Selection.
        Caution: In this step you are acting on the actual unit schedule, not on the template.
      The selected shifts are made vacant.
      If there are any errors, those shifts have the Mass Update Error checkbox selected and any associated messages are displayed in Mass Update Error Text.
   2. When you are finished, choose Close.
      A dialog box confirming the number of template shifts that were modified appears.
   3. Choose OK.

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