Legacy Shifts - On Call Shifts

Legacy Shifts - On Call Shifts

What are On-Call Shifts

When someone is assigned to an On-Call/Support Worker type shift on the shift calendar, their name and contact information will be highlighted at the top of the main Calls page for quick reference for volunteers/staff.

The contact information displayed for on-call is stored and can be edited in that person's user profile.
If that person has a preferred phone number, then it will be highlighted in bold on that list.

If a worker is currently entering a call, and they want to see the on-call information
  1. Right-click on the 'Calls' icon in the left-hand menu
  2. Select 'Open Link in a new Tab'
  3. Click on that tab to view the on-call information

How to Add an On Call Shift in Legacy Shifts

Shifts can be created and maintained many different ways, depending on the needs of your organization. For example, you can create ad hoc shifts that happen only once, or a series of recurring shifts.
Steps to create Shifts:
  1. Click on "Shifts" in the left hand menu.
  2. Scroll down on the main shifts page and click on "add a new shift"
  3. It opens up a screen that gives you a lot of shift options (some are only available if turned in the Admin Tools):
    1. ***Program (if applicable for your agency) allows you to specify what program or messaging portal this shift is for - or choose "all programs".
    2. *This shift happens:
      1. Only Once: There will be no recurrence of this shift. It will just happen on one day.
      2. Daily: This shift will happen every day, from the Start Date to the End Date.
      3. Weekly: This shift will happen on the same day of the week, every week, from the Start Date to the End Date.
      4. Certain day of a month: This shift will happen on the selected day of the month, every month, from the Start Date to the End Date.
    3. **Shift Name – Helps you and the users to distinguish different types of shifts. (if you want to add to an existing shift name, just select it from the drop down menu).
    4. *Date of first Shift – Click on the box to the right of the date to bring up a calendar.
    5. *Date of last Shift - Click on the box to the right of the date to bring up a calendar. No end date – The shifts will occur indefinitely, starting with the Start Date, and recurring based on the selection made in the " This Shift Happens" selection.
    6. *Start Time and Duration – The time that the shift will start, and how long it will last (in Hours:Minutes format – so “1:30” means 1 hour and 30 minutes).
    7. ***Credit hours (optional) - allows you to enter a certain credit amount for each shift where you want to differentiate from the shift hours (ex. where overnight shifts give greater credits than a daytime shift). By default this capability is turned off, but you can turn it on from the       Admin Tools -> Shifts page.
    8. ***Include in shifts and hours worked - you would uncheck this if the shift should not be part of the overall shift hours that are reported in the Statistics -> Shifts page, as well as in each person's user profile in Vols & Staff.
    9. *Workers needed -  the maximum number of  people who can serve on the shift.
    10. ***Type of Shift - select "On Call/Support worker" shift. On-Call/Support worker shifts will automatically be listed on the main calls page and the New iCarol Home page indicating the shift name, the worker name on that shift and contact details for that worker. Also, a person can be on overlapping On Call and Normal shifts. And only Admins, and people with special advanced security exceptions can assign someone to an On Call shift.
    11. ***Shift Color – The color that the Shift Name will appear when present in a list of shifts. Helps visually distinguish shifts from one another.
    12. *Only on weekdays / weekends – For Daily shifts, you can specify if the shifts should only occur on weekdays, or only on weekend days. Note you cannot choose both options.
    13. ***Shift is for iCarol Messaging - This will appear for those subscribing to iCarol Messaging; see related Help Article about Messaging Shifts.
  4. Click on the Add Shift(s) button to put this shift on the calendar, or Cancel to keep the calendar the way it is without this new shift. 
Notes
Important Notes
  1. If the flexible shift scheduling feature is enabled in your system, then any user can also create one-time shifts and change shift start/end times within your defined parameters
  2. If fields appear above with a single * that means the field can never be changed after the shift is created
  3. If fields appear above with a double ** that means the field can be changed after the shift is created, as long as a user isn't assigned to the shift
  4. If fields appear above with a triple *** that means the field can always be changed after the shift is created, even if users are assigned to the shift


    • Related Articles

    • Legacy Shifts: View and Sign up for Shifts

      View All Shifts All users can view all (open and assigned) shifts unless their profile has been restricted from accessing the shift calendar or if the shift belongs to a special program they are not assigned to. There are 2 different calendar views ...

    • Legacy Shifts: Create, Edit or Delete Shifts

      What is a Shift? A shift can be a single time period that a volunteer can sign up for, or it can be a series of recurring time periods that one or more users can sign up for. An example of the latter case would be “Every Saturday night of the year, ...

    • Legacy Shifts: Assign Vols-Staff to Shifts

      How to Assign Vols-Staff to Shifts After you have setup your Shifts, you will need to assign users to the Shifts. It is important to keep in mind the following before you get started: By default, a user may only be registered for one 'On-Call' Shift ...

    • Legacy Shifts: Flexible Shift Scheduling

      What is Flexible Shift Scheduling? The ability for any user to create their own ad hoc shifts is a feature called "Flexible shift scheduling" and can be turned on by the iCarol Support Team upon request. It allows users who are not Admins or ...

    • New Homepage - On Call Workers

      On Call Workers Similar to how the On Call Worker shows on the Contacts Main page, the On Call Workers card automatically shows the contact information for those working On-Call Shifts. The name of the Vol-Staff who is On-Call is displayed, along ...