Purpose Statement

The shift reminder feature allows administrators and supervisors to send automated notifications to personnel assigned to specific shifts. This feature ensures that all assigned individuals receive timely reminders about their upcoming duties through their preferred communication methods, reducing no-shows and improving shift coverage reliability.

Background Information

Shift reminders are essential for maintaining proper staffing levels and ensuring personnel are aware of their scheduled assignments. This feature integrates with the Messaging sub-module to deliver notifications through each user's configured delivery methods (email, SMS, mobile app notifications, etc.). The reminder system is particularly valuable for departments managing multiple shifts, special assignments, or personnel who may not regularly check their schedules.

Common use cases include:

• Sending reminders for upcoming shifts
• Notifying personnel about special assignments or overtime opportunities
• Ensuring adequate staffing for critical operations
• Reducing last-minute staffing gaps due to forgotten assignments

Prerequisites:

• Access to the Scheduling module
• Personnel must be assigned to shifts on the Shift Board
• Users must have configured notification preferences in their profiles

Required Permissions 

1. Access Scheduling 
2. Access Shift Board 

Video
 

Step-by-Step Guide
 

Step 1: Access the Shift Board

1. Navigate to the main menu
2. Click on Scheduling
3. Select Shift Board from the dropdown menu

Step 2: Locate the Assignment

1. Browse the Shift Board to find the specific assignment requiring reminders
2. Identify the shift date and assignment details
3. Locate the three vertical dots (⋮) next to the target assignment
    

Step 3: Send Reminder to All Personnel

1. Click on the three vertical dots (⋮) next to the assignment
2. From the dropdown menu, select Remind All
3. The system will automatically send reminders to all individuals assigned to that shift
4. Notifications will be delivered through each person's configured messaging preferences in the Messaging Module
    

Best Practices

Do:

• Send reminders at consistent intervals (e.g., 24 hours and 2 hours before shift start)
• Verify that all assigned personnel have updated contact information and notification preferences
• Use the reminder feature for critical assignments or when weather conditions may affect attendance
• Monitor reminder delivery status through the Messaging module

Don't:

• Send excessive reminders that may cause notification fatigue
• Assume all personnel will receive reminders if their profiles aren't properly configured
• Use reminders as a substitute for proper advance scheduling communication

Tips:

• Encourage personnel to update their notification preferences regularly
• Consider department policies regarding reminder timing and frequency

Troubleshooting & FAQs 

1. Q: What if some personnel don't receive the reminder?
    
   1.  A: Check that affected personnel have properly configured notification methods in their user profiles and that their contact information is current. Verify the Messaging sub-module settings with your system administrator.
       
2. Q: How far in advance should I send shift reminders? 
   1. A: This depends on your department's policy, but common practices include sending reminders 24 hours before the shift and a follow-up reminder 2-4 hours before shift start.
       
3. Q: What happens if I accidentally send multiple reminders? 
   1. A: Multiple reminders will be delivered according to each user's notification settings. Consider establishing department guidelines to prevent excessive notifications.