Join Nick Brazzi for an in-depth discussion in this video Managers: Additional schedule tools, part of Microsoft StaffHub Essential Training.
- [Narrator] In another movie in this chapter we saw the core functionality that managers use to schedule shifts for a team. In this movie, I want to build the schedule for another week while also looking at additional tools, for streamlining the process. So I'm looking at a full, complete, published schedule for this week. Now, I'm ready to start working on next week's schedule. So I want to hit the arrow button on the far right side of the window and that will jump me foreword to the next week. Now I've not done any work here, and of course I have not yet published this week's schedule, so it still says unpublished up here at the top.
When you publish one week's schedule, it's only for that one week. And while we're on the subject, my schedule is set to publish one week at a time, and that is the default but if you want to build and publish two weeks at a time, or some other block of time, then you can go to the team view, by clicking on team up here at the top, then go to settings, scroll down a bit to this option for the schedule format and you can change the amount of time that will be published each time you hit that publish button.
But I'm not going to change that schedule, I'm going to leave that on the default setting, so for now, I'm just going to go back to the schedule view and again we're here on a week where I have not built anything into my schedule yet. So using techniques that we saw before in another movie, we could start building this week's schedule shift by shift one by one, but I don't want to do that, I want to explore shortcuts to minimize my work. And first, I want to use this button by the top that says "Copy Last Schedule." I'll click on that.
This will take all of the shifts that appeared on the previous week's schedule and clone them over to this week. This is incredibly useful if you're using the same schedule week after week. It can also be really useful if you have, just a similar schedule. I can always use this as a starting point, and then make changes, which might be a lot easier than building a new schedule from scratch each week. But if you remember, one of my workers had some time off scheduled last week, I don't want to copy that over.
So I'm going to disable this checkbox, where it says include time off shifts. So now with that disabled, I can hit copy, and now except for that block of time off, it will copy everything over from last weeks schedule to this week's schedule. Alright, so using this as a starting point, we'll just make a few small change. So to start, the first person here in this group, I don't want to touch this schedule this person works the same schedule every week, so this is perfect. I'll leave it alone.
But then there's this second person. This is the person that had some time off last week, so that did not get copied over, but I do want to fill in some shifts here for this week. And of course I could plug those in one by one, or we could copy and paste shifts from another person. Let's talk a little more about copying and pasting, because there's more options here than what we've seen before. I want to fill in all four of these days. So one way to do that if he is actually working the same days as this other person, I could select several of these shifts.
So I'll start by pointing at one shift, hold the mouse button down and drag across multiple shifts to select them all. Then I'll use the keyboard shortcut. That would be control C to copy on windows, or command C on a Mac, So I use that keyboard shortcut to copy, then I'll select this shift day right here, and I'll use the keyboard shortcut to paste so it would be Control V on Window's or Command V on Mac, and when I paste, I'm pasting four shifts at the same time.
Now it's important to see these four shifts are not all identical. The first two end at 6:30, and the second two end at 6 o'clock, so it did in fact copy those exact four shifts and copied them over. Now let's do this another way. I'm going to select these shifts again, just by dragging my mouse curser across them. I'll hit the delete key to delete them. Now another way to do this would be to select and copy only one shift. And I could do that with the keyboard shortcut or I could open up the menu on this shift and choose copy. Then I'm going to select all four of these empty shift days for this person.
And I'll do that just by dragging my mouse cursor across them. Then I'll use the keyboard shortcut to paste. Control V on Windows, or Command V on Mac to paste. And what I've done here is pasted the same copied shift multiple times into all four of these slots. And so they do all end at 6:30 because I copied one shift and pasted it over again in all four of these slots. So those are just a few ways you can enhance the functionality of copy and paste, to make this go a lot quicker.
Now, naturally copying and pasting and duplicating the previous week's schedule is not going to get you everything that you need. But after using some of these shortcuts, you can always go back to the normal method and add individual new shifts with a specific criteria that you need. Next I want to talk about day notes. I can find that up here at the top of the schedule this row here labeled day notes, and there is a field for each day. So I can click on any of these fields, and I can just type on whatever text I want.
A day note can be any information that you want to be visible to all of your staff members working on that day. Maybe it's a holiday, and you expect a lot of customers. Maybe there will be a repair crew in the building, and they're going to be working on the air conditioner. A day note can be anything, but it will be visible to the entire team. So I'm just going to type something in here. When I'm finished, I can click outside of that box. And that day note will be set, and then all of the team members will be able to see it when I publish this schedule.
And finally, that brings us to publishing. Of course, once I finish building out this schedule for this week, I'll want to publish it. None of this will be visible to my team members until I hit the publish button up here in the top right. But, I'm not sure I'm finished with this schedule. And it is next week's schedule so, I'm not quite ready to publish it. So I'm not going to hit that button. So I still have the gray diagonal lines on each of the shifts, it still says unpublished and I can still make more changes before I send it out to my employees.
So I hope this gives you some tools that you'll use to make your schedule creation process faster and smoother.
In this course instructor Nick Brazzi shows managers and employees what they need to know to use StaffHub. He begins by showing how to create a team in StaffHub, invite employees to join teams, and organize employees staff into groups. Next, Nick covers all the aspects of work schedules—from how to create, modify, and view schedules to how employees can work together to cover shifts. He shows how to send messages to team members, share files with team members, and post communications using Day Notes. Lastly, Nick covers how to modify StaffHub settings to tailor it to your company and team.
- Creating teams and groups
- Managing teams
- Accepting invitations
- Managing multiple active teams
- Building a schedule
- Setting shifts
- Viewing a schedule
- Requesting time off
- Requesting to swap a shift
- Approving swaps
- Approving time off requests
- Sending messages
- Sharing files with teams