Employee Shift Schedule - Daily: Monday Through Saturday
Hello,
I need help creating a sort of shift schedule to send out to my employees at the beginning of each week around 6 in the morning, while being able to send a notification to them if they have to go somewhere else.
Example of Change of Location notification: If they are at a construction project at 8 in the morning, but then I need them to go to a different project at 11 in the morning.
Answers
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Hi Kevin,
Here's how I would approach this.
- Set up a new sheet (Grid style) with the following columns: Team Member (Contact list); Date (Date); Location (Drop down); Start Time (Drop down); End Time (Drop down); Status (Drop down).
- Configure Location with options for each of your job sites.
- Configure Start Time and End Time each as follows: to include hours as the drop down options (800, 900, 1000, etc.).
- Configure Status to have something to indicate whether it's confirmed or not (e.g., "1_Proposed", "2_Assigned, "3_Acknowledged", etc.). (This is optional, but will help with the notifications.)
- Grant each of your team members access, and make sure their Smartsheet accounts match the contacts you'll be recording in your 'Team Member' column.
- (optional) Lock all columns except for "Status", to limit team members' abilities to change things they shouldn't.
When you're done, it should look something like this:
5. Build an automated workflow to push the week's schedule to each team member, set it to run weekly on Mondays at 0600.
6. Build a workflow to notify the Team member if the 'Location, 'Start Time', or 'End Time' entry changes for rows matching the following criteria: (i) the Date is not in the past, and (ii) the status is either '2_Assigned' or '3_Acknowledged' (this part is optional, depending on whether your decide to do #3 above).
7. Test it with one or two people, then roll it out to your team. Expect to tweak and iterate.
Message me at hello@timothymorgan.me if you'd like the template that I mocked up. I'm happy to share it with you.
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