How to change shifts in case of sudden absences?

Owned by Andrea Bianco
Last updated: Aug 10, 2023 by XCALLY Knowledge (Unlicensed)
3 min read


Have you already planned work shifts and one of your employees informs you that he/she is suddenly unavailable? Let's see how you can change the schedule by assigning shifts to other employees.

  1. You have to indicate the absence/unavailability of your employee. To add availability, you can:
    - go on Scheduling section selecting from here the workshift of the relative employee
    - go on Manage Employees, choosing the name of the employee to see the shifts calendar.

2. You click on Add availability and choose state (in this case absent if he is sick or on vacation or unavailable for other reason which are not considered in the minimum amount of hours), date and hour

 

3. You will see the indication of availability on employee calendar, so in this case the indication that he is not available on a day when he already had assigned shifts

 

 

4a. If shifts are already published you can go on Manage Adjustments where you can see shifts that were assigned to that employee become red.

You can modify all or some red shifts at the same time:

  1. clicking on the button with ticker

  2. select red work shifts to change

  3. click on 3 dots to choose the action that in this case can be “delete”, “assign” to a specific employee or make “unassigned”

 

If you click on “assign” you can choose employee to whom assign selected shifts

 

If you click on unassign, those shifts will be shown as unassigned and you can edit manually them or launch algorithm with Reschedule feature

 

So, the result will be a new planning solution with all shifts assigned to available employees:

 

4b. Otherwise, if shifts are not yet published, you can go on Manage Scheduling adding from here employee availability.

You add that the employee is unavailable and workshift assigned to him becomes unassigned:

 

Now you can click on Solve roster to launch the algorithm that will search for another employee available at that time to assign the shift.
The visualisation will be like that, without red constraints.

Remember to pin the other workshifts assigned if you don’t want to change them, otherwise launching again Solve Roster, the system can modify also the other ones.