View All Shifts

1. 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.
2. There are 2 different calendar views available (Classic view and Graphical view). Admins and Supervisors can determine which calendar view should be applied for their agency. The classical shift calendar aggregates the information which allows you to see a quick monthly snapshot, the graphical calendar shows more details right away, up to 2 weeks at a time.
3. Inside both Shift calendar views you have the option to view and print a monthly summary of the shift details. Learn more in the "View monthly, printable Shift Calendar" solution. 
4. On the main shift page you can:
1. View a monthly summary of your shift calendar - click on a day to view shifts
2. Use filter options to narrow down your view on specific shifts
3. Show monthly shift calendar (printer version)
4. View a short tutorial on scheduling shifts.
5. View a list of your upcoming shifts. Clicking on the listed shift will display the specific shift details.
6. Read explanations of the different colors in the calendar.
7. Admin tool options for admins and supervisors.
   

Steps on how to view Shift details:

1. Click on "Shifts" on the left hand menu to get to the main shift page.
   
2. In the classic view calendar you can click on a specific date in the calendar to view all shifts that day which you can access. (Shift time, shift name and shift status - open or assigned).
   
3. In both calendar views you have filter options to choose
   
1. Month, Year
   
2. Shift name(s)
   
3. Programs (if applicable)
   
4. Time period
   
4. Clicking on a listed shift will give you the options to:
   
1. assign yourself to an open shift
   
2. remove yourself from a shift you registered for
   
3. ask for substitution on a shift you registered for
   
4. update shift location (if applicable for your agency)
   
5. save the shift you registered for in your outlook calendar

Troubleshooting: Cannot find an existing shift

All shifts that have been created will be listed on the "List all shifts" available from the Shifts main page (click on button towards the bottom). If you do not see the shift you created on the list, please check out the active filter selections above the listed shifts.

By default the system will hide all shifts that are "only once" to make the list more manageable. Remove the check mark from 'hide the once only shifts' and look for the shift you created.

In the event that you are looking for a shift in the past, remove the check mark from "hide shifts that are only in the past" 

View My Shifts

Sign up for Shifts

Save shift assignment into Outlook

1. Click on "Vols & Staff" on the left hand menu.
2. Click on the first name to open the user profile.
3. Click on the "Shifts" tab (or scroll down to the shift section if all information on one page).
4. You will see a list of upcoming shifts.
5. Click on the shift that you want to save to outlook.
6. In the box that appears click on the "save to outlook" button.  
7. Follow the instructions inside outlook.  

Ask for Shift Substitution/Swap Shift Coverage

1. This feature is available if an Admin has enabled this setting in Admin Tools/Tools/Shifts
2. The substitution request feature is typically used when a user tries to unregister themselves off a shift that is within the time window when you are not allowed to just remove yourself from the shift.
3. Any user can make a substitution request on any of the upcoming shifts they are assigned to (within time frame selected in setting).
4. Admins and Supervisors (and users that have been given special security permission) can create a substitution request on behalf of someone else.
5. When a substitution request is being made, an email is sent to all active phone workers who have chosen to receive such notification. Another email is being sent back to you when someone accepts a substitution request.  
   

Steps to ask for shift substitution request:

1. Click on "Vols & Staff" on the left hand menu.
2. Click on the first name to open the user profile.
3. Click on the "Shifts" tab (or scroll down to the shift section if all information on one page).
4. You will see a list of upcoming shifts.
5. Click on the shift that you want to ask someone else to cover for you (substitution request). 
6. Click on the name and a box appears with the option to select "ask for substitution".
1. You will be prompted to indicate if your shift “Will be covered” or “Will not be covered” – upon clicking either, an email is generated to all Admins (who have chosen to receive such notification) indicating which choice the you made, so that the Admin can take appropriate action.
2. (In the past users would ask for a substitute and then simply not show up, whether or not they got someone else to accept the substitution request or not. This way, Admin know if a user truly intends to cover the shift or not, and the Admin has a way of knowing if they should start actively looking for someone to cover it).
7. Once the substitution request has been made, an email is also sent to all the active phone workers who have chosen to receive such notification.
1. It explains when the shift is, and politely asks someone to cover the shift for you. 
8. You will get an email if someone accepts your substitution request.
   

Steps to remove a substitution request:

Accept Substitution Request

1. In the Shift calendar, if you see a day colored yellow, that means someone else is asking for help in covering their assigned shift.
2. Click on that day, and the list of shifts shows up to the right.
3. Click on the name of the person highlighted in yellow.
4. To take this shift for them, click on the “Accept” button.
5. iCarol will send you and them an email, confirming the substitution has been accepted. (unless email notification has been turned off by Admin or the recipient has chosen not to receive these email notifications)