Booking staff

I can't book active staff onto a jobs and/or I cannot see them in the quick search

This is most commonly due to the staff status permissions.

Ensure the staff status has the correct permissions applied by doing the following:

• Go to Settings > Staff options > Staff Statuses
• Click on edit on a Staff status
• Look at the following options
  
  • Allow booking
    • If this is not ticked then the staff in this status cannot be booked onto shifts
  • Disallow booking if Right To Work ID expired
    • If this is ticked and a Right To Work Document has expired you will not be able to book staff onto shifts

If required move staff into another status that has the correct permissions.

Staff have received a booking confirmation email without a button to click to confirm

• Make sure you have included the correct email tags in the booking confirmation email template via Settings > Manage email templates > Auto tab
• When changing a booking and no details have been changed it won't add a link to confirm if staff have already confirmed. This is so as not to confuse staff

Staff have confirmed all their shifts but the confirmation badge is still set as red

Typically when staff have confirmed all their shifts the following confirmation badges will be green. Here we can see the following staff have 4 shifts and all 4 are confirmed and the badge is green:

The following can also be true:

Whereby all the shifts are confirmed but the badge is red.

If we click to expand this block to see these 4 shifts we will notice that one has a booking status of Provisional with a red dot to the left:

This provisional status is a booking status that has been defined not to be recognised as a booked status. This enables this shift to remain on such things as the Job Market until the shift is set to a status seen as fully booked.

We can see and manage which statuses are seen as booked in shift statuses as follows:

• Go to Settings > Shift options > Shift statuses > Edit. 
• Here we can see which statuses are recognised as the shift being fully booked
  
  • Some statuses such as Provisional and Awaiting confirmation will always be seen as not fully booked
  • Custom statuses can be added so you can determine whether or not the status is seen as fully booked
    

You can therefore set the confirmation badge to green as follows:

• Go to Options > Change booking details
  
• Change the booking status to a status that is seen as fully booked for that shift
  

Managing Shift Visibility with Booking Statuses

You can control the visibility of shifts to staff by using booking statuses. By assigning a specific status to each shift, you determine whether a shift is visible to staff in their Staffarea > My Jobs.

How to Manage Shift Statuses

• Navigate to Settings > Shift Options > Shift Statuses.
• You will see a list of existing shift statuses that can be assigned when booking staff or updated later. For example:
  

Each shift status includes a Booked Status flag that controls its behavior:

• If the shift status is flagged as a Booked Status:
  • Staff are officially booked onto the shift.
  • The shift will appear in the staff member’s Staffarea > My Jobs.
  • If you have enabled Remove booked shifts from the Job Market in Settings > Shift Options, the shift will automatically be removed from the Job Market once it’s allocated this status.
• If the shift status is not flagged as a Booked Status:
  • Staff are provisionally booked or the shift is not finalised for staff viewing.
  • The shift will not appear in Staffarea > My Jobs.
  • The shift will remain visible on the Job Market, allowing other staff to apply, as it is not considered 100% booked.

How to Allocate or Update Shift Statuses

You can assign or update shift statuses in two ways:

• At the time of initial booking:
  When booking staff onto shifts, you can set the shift status.
  See: [Selecting the shifts and sending the booking confirmation email]
• When modifying an existing booking:
  Update the status later via the Jobs > Shifts page.
  See: [Change booking]

Both methods above allow you to change only some or all of the shift to a different status: