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Shifts

Shifts are a core feature of ShiftLog, allowing you to track and manage work performed during specific time periods. The system provides a comprehensive framework for documenting shift activities, including employees, crews, equipment, tasks (work orders), notes, and timesheets.

Table of Contents

• Overview
• Searching Shifts
• Creating a New Shift
• Viewing Shifts
• Editing Shifts
• Shift Features
  • Employees and Equipment
  • Tasks (Work Orders)
  • Notes
  • Timesheets
• Printing Shifts
• Best Practices
• Record Recovery

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Overview

Shifts in ShiftLog are used to record work activities performed by employees and equipment during a specific date and time period. Each shift is assigned to a supervisor who is responsible for documenting the work performed, resources used, and any relevant notes.

Key Features

• Shift Types and Times: Organize shifts by type (e.g., Day Shift, Night Shift) and predefined time periods
• Supervisor Assignment: Each shift is managed by a designated supervisor
• Crew Management: Group employees into crews for easier organization
• Equipment Tracking: Record equipment usage and operator assignments
• Work Order Integration: Link work orders (tasks) to shifts to track completion
• Notes: Document important information about the shift
• Timesheet Integration: Track employee hours for payroll purposes

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Searching Shifts

The Shift Search page is the main interface for finding and managing shifts.

Accessing the Search Page

1. Click on Shifts in the main navigation menu,
2. Or navigate to Shifts > Shift Search.

Search Options

You can search for shifts using:

• Date: Filter shifts by specific date
• Shift Type: Filter by shift category
• Shift Time: Filter by time period
• Supervisor: Search by supervisor name

Search Results

Search results display:

• Shift ID: Unique identifier for the shift
• Type: Shift category
• Date: Date of the shift
• Time: Time period
• Supervisor: Name of the shift supervisor
• Properties: Icons indicating:
  • Work orders count
  • Crews count
  • Employees count
  • Equipment count
  • Timesheets count
• Actions: Print button to generate a printable version

Click on any shift in the results to view its full details.

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Creating a New Shift

Creating a new shift establishes the basic information for tracking work performed during a specific time period.

Steps to Create a Shift

Navigate to Shifts > Shift Search, and click the Create New Shift button.

Fill in the required information:

Basic Information

• Date: Select the date for the shift (required)
• Shift Type: Select the type of shift (required)
• Shift Time: Select the time period (required)
• Supervisor: Select the employee responsible for the shift (required)
• Description: Add optional notes about the shift

Click Create Shift to create the shift. You will then be redirected to the shift view page where you can add employees, equipment, work orders, and other details.

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Viewing Shifts

The shift view page displays all information about a specific shift.

Accessing a Shift

1. Search for the shift using the search page,
2. Click on the shift from the search results,
3. Or navigate directly using the shift ID in the URL.

Shift Details

The view page shows:

• Shift ID: Unique identifier
• Date: Date of the shift
• Type and Time: Shift category and time period
• Supervisor: Name and contact information
• Description: Any notes about the shift
• Creation and modification dates: Audit trail

Available Actions

From the view page, you can:

• Edit: Modify shift details (requires Update permission and appropriate access)
• Print: Generate a printable version of the shift
• Delete: Remove the shift (requires Update permission)

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Editing Shifts

The shift edit page allows authorized users to modify shift information and manage associated resources.

Permission Requirements

To edit a shift, you must:

• Have “Update” permission for shifts, AND
• Be the shift supervisor, OR
• Have “Manage” permission for shifts

Editing Shift Information

Click the Edit button on the shift view page to modify:

• Date
• Shift Type
• Shift Time
• Supervisor
• Description

Click Update Shift to save your changes.

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Shift Features

Employees and Equipment

The Employees and Equipment tab allows you to track who worked on the shift and what resources were used.

Managing Crews

Adding a Crew:

1. Click the Add dropdown button
2. Select Add Crew
3. Choose a crew from the list
4. Add optional notes about the crew’s work
5. Click Add Crew

The system will automatically switch to the Crews tab to show your addition.

Crew Details:

• Crew name
• Notes about the crew’s activities

Actions:

• Edit Note: Update crew notes
• Remove: Remove the crew from the shift

Managing Employees

Adding an Employee:

1. Click the Add dropdown button
2. Select Add Employee
3. Choose an employee from the list
4. Optionally assign them to a crew
5. Add optional notes about the employee’s work
6. Click Add Employee

The system will automatically switch to the Employees tab to show your addition.

Employee Details:

• Employee name and number
• Assigned crew (if applicable)
• Notes about the employee’s work

Actions:

• Edit Note: Update employee notes
• Remove: Remove the employee from the shift

Managing Equipment

Adding Equipment:

1. Click the Add dropdown button
2. Select Add Equipment
3. Choose equipment from the list
4. Optionally assign an operator
5. Add optional notes about equipment usage
6. Click Add Equipment

The system will automatically switch to the Equipment tab to show your addition.

Equipment Details:

• Equipment number and name
• Assigned operator (if applicable)
• Notes about equipment usage

Actions:

• Assign Operator: Assign or change the equipment operator
• Edit Note: Update equipment notes
• Remove: Remove the equipment from the shift

Import from Previous Shift

You can quickly populate the shift with resources from a previous shift:

1. Click the Add dropdown button
2. Select Import from Previous Shift
3. A modal will open showing recent shifts that match your current shift’s criteria:
   • The search is automatically filtered by the current shift’s type, supervisor, and time
   • Results show the 10 most recent matching shifts with their details
   • Each result displays the shift date, type, time, supervisor, and counts of resources (crews, employees, equipment)
4. You can refine the search by changing the filters:
   • Shift Type: Filter by a specific shift category or view all types
   • Supervisor: Filter by a specific supervisor or view all supervisors
   • Shift Time: Filter by a specific time period or view all times
   • Click Search to update the results
5. Select a shift from the results by clicking on it, or manually enter a shift ID
6. Choose which resources to import:
   • Import Crews: Include all crews from the selected shift
   • Import Employees: Include all employees from the selected shift
   • Import Equipment: Include all equipment from the selected shift
7. Click Import to add the selected resources to your current shift

Note: The import will only add resources that don’t already exist in your current shift, preventing duplicates

Tasks (Work Orders)

The Tasks tab allows you to link work orders to the shift, documenting what work was completed.

Adding Work Orders

Requirements:

• Work orders must be enabled in the system
• User must have “View” permission for work orders
• User must have “Update” permission for shifts

Steps to Add:

1. Click Add Work Order
2. Search for the work order by number, location, or description
3. Select the work order from the search results
4. Add optional notes about the work performed
5. Click Add

Work Order Details:

• Work order number (linked)
• Type and status
• Details
• Notes about work performed on this shift

Actions:

• Edit Note: Update notes about the work
• Remove: Unlink the work order from the shift

Milestones

When work orders with milestones are added to a shift, you can:

• View all milestones from related work orders
• See milestone due dates and completion status
• Mark milestones as complete directly from the shift view

Notes

The Notes tab provides space to document important information about the shift. This could include:

• Incidents or issues that occurred
• Special instructions or conditions
• General observations
• Safety concerns

Timesheets

If timesheet functionality is enabled, the Timesheets tab displays timesheets associated with this shift, allowing you to track employee hours for payroll purposes.

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Printing Shifts

Shifts can be printed for record-keeping or distribution.

How to Print

1. Navigate to the shift view page
2. Click the Print button in the toolbar, OR
3. From the shift search results, click the print icon in the Actions column

The print view includes:

• Shift details (date, type, time, supervisor)
• All crews assigned to the shift
• All employees assigned to the shift
• All equipment used during the shift
• All work orders completed during the shift
• Milestones from related work orders

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Best Practices

Shift Documentation

• Document promptly: Add employees, equipment, and work orders as soon as possible while details are fresh
• Use notes effectively: Document important information that might be useful later
• Link work orders: Always link work orders to shifts to maintain accurate work history
• Review before closing: Check that all employees, equipment, and tasks are documented

Crew Organization

• Use crews consistently: Establish standard crews for common work configurations
• Update crew members: Ensure crews reflect current team compositions
• Document crew work: Use crew notes to document team-specific activities

Equipment Management

• Assign operators: Always assign equipment to specific operators for accountability
• Note issues: Document any equipment problems or maintenance needs
• Track usage: Use equipment notes to record hours, fuel, or other metrics

Work Order Integration

• Link completed work: Add all work orders completed during the shift
• Update status: Ensure work order status reflects completion
• Complete milestones: Use the shift view to mark work order milestones as complete

Supervisor Responsibilities

As a shift supervisor, you should:

• Create the shift at the beginning of your shift
• Add employees and equipment as they report
• Link work orders as tasks are completed
• Document any issues or important information in notes
• Review the shift record before ending your shift

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Record Recovery

Deleted shifts can be recovered within a configurable retention period.

Accessing Record Recovery

1. Navigate to Shifts > Record Recovery
2. View the list of deleted shifts

Recovering a Shift

1. Find the deleted shift in the list
2. Click the Recover button
3. The shift will be restored with all associated data

Note: Once the retention period expires, deleted shifts are permanently removed and cannot be recovered.