Changing Shift Pattern for an Employee
Overview
If an employee’s schedule changes, the Schedule Manager or the System Administrator can assign a new shift pattern in place of the old one.
The process to change a shift pattern assignment involves an additional step in order for the system to clear the previous shift pattern from the employee’s schedule and assign a new one.
Set the current shift pattern to end (Optional)
This first step is optional if you are adding the shift pattern from an imported template (Import from Template Library).
Go to the employee profile and click on the Shift pattern tab.
The list of all shift patterns the employee has been assigned in the past will be there.
Click on Edit Dates for the current shift pattern (the one we want to change) and set it to the date that will be the last day working the current pattern.
Once we have added the end date to the current shift pattern, we can add the new one.
Add new shift pattern to the employee
Go to the employee profile and click on the Shift pattern tab.
The list of all shift patterns the employee has been assigned in the past will be there.
Click on Import From Template and select the new pattern the employee will be doing.
To select a shift pattern to import you will need to click on that shift pattern. The selected row will be now highlighted in dark grey.
Important: If you don't have the shift pattern as part of our template library, you will need to create it first. Check this article on how to create new shift patterns library templates.
If your organization is using different Hourly Types (8h/10h/12h), select the Primary Hourly Type to match the shift the employee will be doing as part of the selected shift pattern.
Do not change the Shift Pattern Rotation Start Date. The shift pattern rotation start date is what sets the rotation of the shift pattern and makes all employees with the same shift pattern to rotate the same.
Change the Effective Date>Start Date to the date you want the employee to start working the new pattern.
What you can do instead of using the calendar icon is to select the value inside that box and type the date you want to use.
Put as Effective Date>End Date the end date for this employee working that shift pattern or if you don't have an end date, choose a date in the long future (we recommend using the 1/1/2100 as end date when you don't know when the employee will be changing shift patterns again).
Note: If you don't want to change the current shift pattern permanently to a new shift pattern, but only temporarily, you will set an end date for the new shift pattern. Doing that, the old pattern will start again after the end date of the new pattern.
Once you click OK, the screen will change to the Shift pattern window to show you the shift pattern you just assigned. You don't need to do any changes to this window, unless you want to add a specific position or location instead of using the primary one.
Click Save.
The new shift pattern has been added to the employee patterns.
Any new schedule we create within the start and end date of the new shift pattern will be based on the new shift pattern. If a schedule was already create for dates within those dates, the schedule won't be changed (to prevent unvoluntary changes to a schedule already built). We will need to do an extra step to "forced" the system to read the changes: the recreate of the employee's schedule.
Recreate the schedule for the employee
If you now go to the schedule (published or unpublished) you will see that the employee is still working the old shift pattern.
In order for the changes to take place on a already created schedule, we need to recreate the schedule for that employee.
Go to the published or unpublished schedule (depending on where the new dates belong to) and go to the employee line.
Click on the employee name and when the View Employee Info opens, go to the Recreate Schedule tab.
Recreate the schedule choosing as start date the start date of our new shift pattern.
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