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

Background Information

• 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

Required Permissions

• Access Scheduling 
  
• Access Setup 

Video

Step-by-Step Guide

Accessing Shift Board Settings

• Click on Scheduling > Setup to access the configuration panel
• The setup page displays all available shift board configuration options
  

Configuring Display Settings

• 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
    

Setting Shift Board Default Options

• Navigate to the Shift Board Options section
• Select your preferred default view:
  • Rotation by Default
    • Best for initial setup and assignment configuration
    • Ensures consistent rotation view when accessing the shift board
  • Single Day by Default
    • Optimal for departments with established assignments
    • Provides focused daily view for routine operations
      

Managing Vacancy Sign-ups

• 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
    

Configuring Advanced Options

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
    

Best Practices

• 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

Troubleshooting & FAQs

• 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.