Shift Board Settings

Purpose Statement

Configure and customize the shift board display and operational settings for your department
Control how shifts are viewed, managed, and validated across the scheduling system
Set up approval workflows and automation rules for vacancy management
Establish data validation and protection parameters for shift assignments

The Shift Board Settings control the core functionality of your scheduling module
These settings determine how users interact with schedules, sign up for vacancies, and manage shift trades
Proper configuration ensures compliance with department policies and prevents unauthorized schedule modifications
Settings apply system-wide and affect all users accessing the scheduling module

Locate the Display Settings section at the top of the setup page
Review the three Fixed Views (cannot be modified):
- Monthly View
- 7 Days View
- 1 Day View
Configure the Custom View option:
- Select from 2, 3, 4, 5, or 6 day display options
- Choose based on your department's operational needs

Enable users to sign up for vacancies matching their qualifiers
Configure approval requirements:
- Toggle admin approval for vacancy sign-ups
- Set whether automatic approval or manual review is required

Data Validation Settings:

Validate past, present, and future dates - Enable comprehensive date validation across all timeframes
Auto-Validate Shiftboard - Set the number of days after which the shift board automatically validates
Prevent Deletion of Validated Data - Protect validated entries from deletion, including approved shift trades and time offs

Display and Visual Settings:

Indicate non-minimum positions in gray - Visual indicator for non-essential positions
Show Qualifiers on My Shift - Display required qualifiers on the My Shifts Calendar

Personnel and Assignment Settings:

Update of Personnel Record - Enable automatic updates to associated personnel record fields
Ignore qualifiers on Shiftboard - Toggle warnings for assigning users without required qualifiers
Lock Time Frame - Maintain user's default scheduled hours when moving positions
- Example: User scheduled 9-5 remains 9-5 when moved to 24-hour position
- Manual extension to full shift duration available when needed
Remove User with Pending Time Off - Automatically move users with pending time off to Time Off Section
- Creates vacancy in their original position

Configure display settings based on your department's scheduling cycle (weekly vs. daily operations)
Enable admin approval for vacancy sign-ups to maintain staffing compliance
Use Auto-Validate feature to reduce manual validation workload
Set validation prevention for critical periods to avoid accidental schedule changes
Enable qualifier warnings during initial setup, disable once assignments are stable
Use Lock Time Frame to maintain consistent shift hours across position changes
Regularly review and adjust settings based on operational feedback
Document any setting changes for training and audit purposes

Q: Why can't I modify the Monthly, 7 Days, or 1 Day views?
- A: These are system-fixed views that cannot be customized. Use the Custom View option to create alternative display periods between 2-6 days.
Q: Users are being assigned to positions without proper qualifications. How do I prevent this?
- A: Navigate to Advanced Options and ensure "Ignore qualifiers on Shiftboard" is turned OFF. This will generate warnings when assigning unqualified personnel.
Q: How do I prevent approved shift trades from being accidentally deleted?
- A: Enable "Prevent Deletion of Validated Data" in the Advanced Options. This protects all validated entries including approved trades and time offs.
Q: What happens when Auto-Validate is enabled?
- A: The system automatically validates the shift board after the specified number of days, locking in assignments and preventing modifications without proper permissions.
Q: Why are some positions appearing in gray on the shift board?
- A: Gray positions indicate non-minimum staffing positions when "Indicate non-minimum positions in gray" is enabled. These are supplementary positions beyond required minimums.
Q: How does Lock Time Frame affect shift assignments?
- A: When enabled, users retain their original scheduled hours when moved to different positions. For example, a 9-5 employee moved to a 24-hour position stays 9-5 unless manually extended.