The following article details how you can use the rostered shift Broadcast function to notify your employees that there is a shift available to be filled, as well as how the administrator can action the replies to the request.
This article contains the following items.
Requirements for Broadcasting
For the broadcast functionality to work you will need to ensure that the following;
- ClockOn GO is a requirement for this feature. If you do not already have this component please contact our team at [email protected] and they can advise on adding this to your account.
- At least one employee must have logged into the ClockOn GO app on their device.
- Roles need to be set within the location manager and linked to departments.
- Employees need to be linked to the roles in which they can work.
Location Roles Setup
The broadcast function uses the roles system to determine whether the employee should be included in the notification list, as such the roles set up on the location screen needs to be established.
To check your setup in the system's role setup please see the following guide
Employee Roles Setup
Now that we have the roles established against the locations, we can link the roles to the employees. This is done through their Employee profile on the Roles & Qualifications Tab.
Employees are not restricted in which roles they can be assigned to and this can be set across locations if necessary. As such when configuring this it is advisable to also check that the "Works At" ticks are set correctly on the Departments tab.
Broadcasting Rostered Shifts
Now that we have the initial setup established we are ready to broadcast a shift to the employees
Open the roster screen and click to select the shift that you wish to broadcast.
Observe that after the shift has been selected that the Employees sidebar will change to indicate the employees that are have not yet been assigned a shift on that day, these employees will be indicated with a yellow highlight.
Note that for the above example I have also ticketed on the Filter by Role option, this is useful to hide employees in the list that are not available to do be allocated to this shift based on their settings or other shifts within this time period.
To broadcast the shift, right click on the shift and select the broadcast option
A message box will then be shown to confirm that you wish to send the broadcast for this shift
For each employee that has ClockOn GO enabled on their device, they will receive a notification and a message on their app main screen.
They can then click on this message to get additional details regarding the shift and click to either confirm or decline their availability for this time.
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From there you can review the received messages from your staff members from within the message center and make the appropriate choice from the staff responses for the shift.
Please note that there is currently no way to auto-action the assigning of the shift from the message center and that this will need to be manually done within the roster screen. You will also need to advise the employees either by reply messages on this screen or by some other means as to if they were successful with the shift request.