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
Access Scheduling
Access Shift Board
Video
Step-by-Step Guide
Step 1: Access the Shift Board
Navigate to the main menu
Click on Scheduling
Select Shift Board from the dropdown menu
Step 2: Locate the Assignment
Browse the Shift Board to find the specific assignment requiring reminders
Identify the shift date and assignment details
Locate the three vertical dots (⋮) next to the target assignment
Step 3: Send Reminder to All Personnel
Click on the three vertical dots (⋮) next to the assignment
From the dropdown menu, select Remind All
The system will automatically send reminders to all individuals assigned to that shift
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
Q: What if some personnel don't receive the reminder?
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.
Q: Can I send reminders to specific individuals instead of everyone on the assignment?
A: The current feature sends reminders to all assigned personnel. For individual reminders, follow this article: Sending Shift Reminders
Q: How far in advance should I send shift reminders?
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.
Q: What happens if I accidentally send multiple reminders?
A: Multiple reminders will be delivered according to each user's notification settings. Consider establishing department guidelines to prevent excessive notifications.
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