All shift activities is an advanced filter in Time Processing that allows the user to filter for specific activities that have taken place within shifts in their schedule.

It operates the same as in the Schedule module.


In this article, we'll be looking at the following features of shift activities in Time Processing:

Shift Activities in Time Processing

Shift tasks

Examples of filtering for specific Shift Activities


Shift Activities in Time Processing

All Shift Activities will be displayed as the last option of the advanced filters. It operates the same as in the Schedule module.

All Shift Activities in Advanced filters in Time Processing in Schedule Xpress

By selecting All Shift Activities, you'll be presented with the chance to filter for shifts

with tasks, signatures, notes, attachments and alerts.

All Shift Activities in Advanced filters in Time Processing in Schedule Xpress

Employee shift log

You can use the employee shift log to present shift activities information within the shift form of Time Processing.

Employee shift log in Update shift in Time Processing in Schedule Xpress

This will show any shift activities with a time stamp.

Employee shift log in Update shift in Time Processing in Schedule Xpress

Shift tasks

You can add Shift tasks to a shift if you require an employee to fulfil a tasks while at site. When in the Add shift or Update shift form, you can specify and delegate a task that requires the employee to check off.

Enabling Shift tasks

Shift tasks will need to be enabled prior to use. Although it's likely that these will be defaulted for client use, if you're unable to see them, please Contact Support now.

Also, you'll need to ensure that this is turned on in your shift form setup. You can access this by clicking Go to shift form setup in your shift form, as below.

Go to shift form setup in Update shift in Time Processing in Schedule Xpress

Or alternatively, head to Settings > Branch defaults > Shift form.

Shift form in Branch defaults in Settings in Schedule Xpress

Once inside, you can toggle the bar to Yes or No for Shift task enabled, depending on whether you require them or not.

Shift tasks enabled in Shift form in Branch defaults in Settings in Schedule Xpress

If Shift tasks is set to No, then the header will not be present within the shift form in Time Processing.

Shift task visibility and order

You can also adjust whether Shift tasks are visible and it what order they appear in the shift form.

Shift task visibility and order in Shift tasks in Shift form in Branch defaults in Settings in Schedule Xpress

Feature access for Shift tasks

You'll also need to make sure that a user who requires access to Shift tasks is set to Update access for them to edit any shifts.

You can also choose View only and No access. Someone with View only access can see Shift tasks, but not edit. For someone with No access, they won't be able to see the Shift tasks module at all.

Shift tasks in Feature access in Security in Settings in Schedule Xpress

For more information on how to set those, visit our Feature Access in Time Processing article.


Locating Shift tasks

To locate Shift tasks within the shift form, you will have to click the right arrow to make it appear.

Shift tasks in Add shift in Time Processing in Schedule Xpress

When it comes into view, you can click it. This will take you directly to the Shift tasks section of the form. Alternatively, you can choose to scroll down to locate the Shift tasks section.

Shift tasks in Add shift in Time Processing in Schedule Xpress

Shift Task Lookup

If you're looking to add a shift tasks to a shift, you can use the Shift Task Lookup to view a more detailed breakdown of shift tasks, with the ability to add them as a requirement for the shift.

Shift Task Lookup in Shift tasks in Update shift in Time Processing in Schedule Xpress

When you click the magnifying glass, the Shift Tasks Lookup will appear.

Shift Task Lookup in Time Processing in Schedule Xpress

If you have a lot of shift tasks, you can use this space quickly search for shift tasks to add to a shift.

Search bar in Shift Task Lookup in Time Processing in Schedule Xpress

Shift task lists

The Shift tasks within your list are from the Shift task lists in your Settings. This can be located by heading to Settings > Branch features > Shift task lists.

Shift task lists in Branch features in Settings in Schedule Xpress

Once inside, you'll see that this holds all of your Shift tasks.

Shift task lists in Branch features in Settings in Schedule Xpress

You can read more about creating, cloning and deleting tasks by visiting our Shift Tasks article.

Bulk updating Shift tasks

You have the option to bulk update Shift tasks for more than 1 shift at a time.

To do this, select 2 or more shifts and press Update shifts. You'll then be prompted to select a field to update, and so, you can choose Shift tasks.

Bulk updating Shift tasks in Time Processing in Schedule Xpress

You'll then be able to specify which Shift task(s) you want to add to the shift.

Bulk updating Shift tasks in Time Processing in Schedule Xpress

Press Update to add the Shift tasks.

Bulk updating Shift tasks in Time Processing in Schedule Xpress

Warnings when adding Shift tasks

When adding Shift tasks, you will still be warned if the shift didn't originally bypass all system warnings. For example, if you try to save a shift that had an employee with a failed qualifications, or the shift was worked, then it will still flag as a warning before adding the Shift tasks.

You'll need to bypass these warnings to Save.

Warnings when updating Shift tasks in Time Processing in Schedule Xpress

Shift tasks columns

You can add Shift Tasks as a column to display in your grid view layout. You can click the 3 dots and search Shift Tasks, and then Apply to complete.

Shift tasks columns in grid view layout in Time Processing in Schedule Xpress

Once applied, you'll notice that a column header titled Shift Tasks will appear, containing 4 sub-headers:

  • Task - Tasks refers to the Shift Task that requires completion during the shift.

  • Completed - Completed is defined by a Yes or No to suggest if the task was completed or not.

  • Added by employee - Added by employee is defined by a Yes or No to suggest whether the employee added the tasks themselves or not.

  • Timestamp - Timestamp is the exact time the task was marked as complete.

Shift tasks columns including Task, Completed, Added by employee and Timestamp in Time Processing in Schedule Xpress

3 dots in Shift tasks columns

When your Shift tasks columns are visible, you may see 3 dots present in the Timestamp column. These 3 dots signify that more than a single tasks has been undertaken.

If a timestamp has been recorded, this will display to the left side of the 3 dots.

3 dots in Shift tasks in Time Processing in Schedule Xpress

If you click on the 3 dots, a breakdown of all Shift tasks for the selected shift will follow. This will include information inside all Shift tasks columns.

Expanding 3 dots in Shift tasks in Time Processing in Schedule Xpress

This information will be based on whether the employee has checked off tasks or added and checked off tasks in their Team Xpress app.

Shift tasks in Activities in Team Xpress

If any tasks are incomplete, they will highlight in both Time Processing and the employee's Team Xpress app. See following images.

Incomplete Shift tasks in Time Processing in Schedule Xpress
Incomplete Shift tasks in Activities in Team Xpress

Exporting Shift tasks

You can export a PDF or Excel spreadsheet of your Shift tasks by clicking your Time processing tools and then Export.

Exporting Shift tasks in Time processing tools in Time Processing in Schedule Xpress

Let's look at both options below.

PDF:

Exporting PDF of Shift tasks in Time processing tools in Time Processing in Schedule Xpress

Excel:

Exporting Excel spreadsheet of Shift tasks in Time processing tools in Time Processing in Schedule Xpress

Shift Activities example 1

Let's look at a couple of examples.

First, we'll use shift signatures as a hypothetical situation that a user is searching for. So, if we're searching for shifts with signatures, we can simply select to show Shift with signatures inside of All Shift Activities.

Note: This will only show shifts within your selected date range.

Filtering for Shifts with signatures in All Shift Activities in Advanced filters in Time Processing in Schedule Xpress

You can either press apply, or save the filter for future use. Let's briefly discuss how you can save a filter.

Saving a filter

The first step it to select the option(s) you want to include in the filter. Then, to save a filter, simply click save filter.

Saving filter for Shifts with signatures in All Shift Activities in Advanced filters in Time Processing in Schedule Xpress

You'll be prompted to create a name for your filter. Then press Save to complete.

Saving filter for Shifts with signatures in All Shift Activities in Advanced filters in Time Processing in Schedule Xpress

You can now access your filter using the filter selector in the top-left corner.

Accessing saved filter for Shifts with signatures in All Shift Activities in Advanced filters in Time Processing in Schedule Xpress

So, back to shifts with signatures.

Once we've selected to display shifts with signatures, only shifts where an employee has submitted a signature will show on screen. You can locate the signature in the employee shift log and download a PNG image of it if you wish.

Shift with signature in employee shift log in shift form in Time Processing in Schedule Xpress

Let's look at another example.

Shift Activities example 2

We'll choose the options for Shifts with incomplete tasks (at least one shift is marked incomplete).

Filtering for Shifts with incomplete tasks (at least one shift is marked incomplete) in All Shift Activities in Advanced filters in Time Processing in Schedule Xpress

As can be seen, Completed is labelled with no for all Shift tasks.

Completed column in Shift tasks is marked as no because not all Shift tasks are complete in Time Processing in Schedule Xpress

For any more information on anything regarding Shift Activities in Time Processing, please Contact Support now!

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