Lumary WFM - This article explains how to create a shift for a worker.
Shifts can be created from:
- a base roster
- a roster period, or
- the live Scheduling roster.
The roster you use will depend on your role and where the shift fits into your scheduling processes. However, once you start, the process is the same.
Required and supported packages
Available with: Lumary WFM
Supported in: Lumary DC
This article explains how and where to:
- create a shift
- select a session type
- set the basic details
- add assets like rooms, vehicles, or equipment
- add workers
- add session activities, and
- finalise and save the shift.
You may be able to skip steps depending on your requirements.
Create a shift
The first step for creating a shift depends on where you want the shift to appear in your rostering process. The following table explains why you might use each roster, and what to do to get started. Check out our introduction to rostering and scheduling to learn more about the different types of rosters.
| Roster | Use | What to do |
|---|---|---|
| Base roster |
Shifts on the base roster will appear on roster periods and can be published to the scheduling roster. If linked to a house roster, shifts also appear on the house roster. Use this roster to set up shifts that will usually be required for roster periods and/or house rosters. |
Roster Session button To get started:
Once the base roster opens, click on the Roster Session button. |
| Roster period |
A roster period is for planning and scheduling shifts for a specific date range. Shifts added to a roster period won't be included on other roster periods. Use this type of roster to set up shifts that are only required for that period. |
Roster Session button To get started:
Once the roster period opens, click on the Roster Session button. |
| Scheduling roster |
The live Scheduling roster is where shifts from the other rosters can be confirmed and completed. It can also be used to directly add shifts that won't appear on the other rosters. Use this type of roster to add shifts that don't need to appear on the base roster or a roster period. |
New Session button To get started:
|
Select a session type
Creating a new session will launch the Select Session Type popup. The following table explains the fields on this form. All of the fields are mandatory.
| Field | Settings |
|---|---|
| * Work Type | Select Shift. |
| * Category | Select Billable or Non-billable. |
| * Session Type |
Select Shift. |
Once you've set the session type, click on the Next button. This will take you to the first part of the New Session form.
Set the basic details
The first section of the New Session form captures basic details, including the day, time and location. The following table explains the purpose and use of each field. Fields with an asterisk are mandatory.
| Field | Purpose and use |
|---|---|
|
* Start Date
|
Use the Date and Time fields to set the start date and time of the shift. |
|
* End Date |
Use the Date and Time fields to set the end date and time of the shift. |
| * Session Subject | Type in a subject for the shift. This appears as a label on the shift when you view it in calendars and the mobile app. |
| * Session Location |
Select a location option. Some options reveal additional fields that you'll also need to complete. Site: In the extra field that appears, search for and select the relevant house site or clinic. |
| Session Region | Search for and select the region. This field is optional. You may only need to enter a value here if your organisation uses regions. |
Once you've completed all of the mandatory fields and added any other basic information, click on the Next button.
Add assets
The next section is for adding assets and attendees. At the top of this panel, you can add an asset, like a room, vehicle or other equipment for the session.
To book an asset:
- On the Add Asset panel, click on the plus icon.
- Complete the fields as explained below.
| Field | Purpose and use |
|---|---|
| Category | Select the type of asset you'd like to book, for example, a vehicle. |
| Start Date and Time | These fields prefill with the shift start date and time. You can adjust them if you need to book the asset earlier to include things like travel time or room setup. |
| End Date and Time | These fields prefill with the shift end date and time. You can adjust them to book the asset for extra time after the session for travel time or room pack up. |
| Asset | Click in the search field and start typing the asset name. Click on the name of the asset to select it when it appears. |
- Once you're happy with your settings, click on the Save Asset button.
The asset you've booked will appear below the Add Assets panel. To book more assets for this session, repeat these steps.
- Scroll down to the fields below the Add Asset panel to add workers.
Add a worker
Below the Add Assets panel, you can add a worker to the shift. The fields for adding workers are explained in the table below.
You can also assign workers to a session after you create the shift. Find out how to assign workers and match them based on suitability.
If you're not adding workers, click on the Next button to move onto finalising and saving the shift.
| Field | Purpose and use |
|---|---|
| Worker |
To add a worker, click in the search field, start typing their name then select it when it appears. Once added, their name appears under the Worker field. |
|
Once you've completed all of the mandatory fields and added any other information, click on the Next button. |
|
| * Worker assignment |
If your environment is set up to use award interpretation, you'll also need to add a worker assignment for each of the workers. Use the drop-down field beside each worker's name to select an assignment. Click on the Next button once you've set all of your assignments. |
Add session activities
The Session Activities screen only appears on a new shift if you added a worker on the Attendees screen. You can add multiple activities. If you didn't add any workers, you won't be able to add session activities.
Session activities are things that could affect a worker's pay and award interpretation. This includes allowances, breaks, sleepovers or higher duties.
If you're not adding a session activity, click on the Next button to move onto finalising and saving the shift.
To add a session activity:
- In the Add Session Activity panel, click on the plus icon.
- Complete the fields as explained below.
| Field | Purpose and use |
|---|---|
| * Worker | The options here are based on the worker(s) selected on the previous screen. |
| * Record Type |
Select the type of activity. Some options reveal additional fields that you'll also need to complete. Options may include:
|
| Paid Break |
This field will appear when Break is selected as the record type and indicates if a break will be paid or not. |
| * Category |
This field will appear when Variation/Higher Duty or Allowance is selected as the record type and indicates what kind of duty or allowance will occur. |
| * Start Date/Time | This field captures the start date and time of the session activity. |
| * End Date/Time | This field captures the end date and time of the session activity. |
- Click on the Save Session Activity button.
A summary of the service will be added to the Session Activities section. To add more session activities, repeat these steps.
- Click on the Next button to move onto finalising and saving the shift.
Finalise and save
On the Finalise screen, you can add some additional details, then save the shift. These optional fields are explained in the following table.
| Field | Purpose and use |
|---|---|
| Add Recurrence |
If you're creating the shift on the live Scheduling roster, you'll have the option to set the shift up with recurrences. Put a tick in the Add Recurrence checkbox to set up additional occurrences. |
| * Repeat every |
This mandatory option appears if you put a tick in the Add Recurrence checkbox. Set how often the shift will occur. Type a number and then click on the drop-down list to select Day, Week or Month. |
| Ends |
Appears if you put a tick in the Add Recurrence checkbox. Select On or After. If you select On, use the calendar tool to select a date when the recurrence will end. If you select After, type the number of times that you want the session to occur. |
| Comments | Add in any comments related to the shift. |
| Employee Message | If there is specific information or instructions for the worker about this shift, you can type them in here. |
Once you're happy with your settings, click on the Save button to save your shift. This will create a shift with a Draft status.
If you're creating the shift from the live Scheduling roster, you'll have the option to Save and Roster. This option will create a shift with a Rostered status, ready to capture service delivery.
When you create a shift on a base roster or roster period, sessions can only have a Draft status. To be set to Rostered and ready to capture service delivery, they'll need to be:
- included on a new roster period (if they're from a base roster), and
- published to the live Scheduling roster.
Find out more about session statuses.