Often supervisors will need to modify many user events due to changing of positions, FMLA, or any number of reasons. This article will show you several ways to quickly make large amounts of changes.

When the schedule is created, iOps360 will look at the current position, shift, and pattern from each users’ profile. This will be used to create the schedule. Any changes to the users’ profiles after the schedule is created, will take effect when the next month is created. Here’s are several ways to modify user events:

If the calendar is not yet created:

  • Edit User’s Profile (Supervisor Access Required): You can edit the user’s profile and adjust the user’s status (Full Time, Part Time, and Volunteer), Unit Assignment, Shift, and Pattern Start Date
  • Create Calendar Page (Admin Access Required) : When creating the next month’s schedule, you can re-assign users with the drop downs for each unit and shift

If the calendar is already created:

  • Rebuild User’s Events (Supervisor Access Required): You can re-build the schedule for a specific user. This will prompt you for the start date/effective date of the change and prompt you for how to handle the prior events for the user (Delete, Convert To Open Shifts or Leave As-Is). Note: Rebuild will compensate for Leave and Shift Swap requests
  • Mass Modify (Admin Access Required): The mass modify feature allows you to quickly remove and create events for a user over a date range. Note: Mass Modify will not compensate for Leave and Shift Swap requests
  • Rollback Calendar and Re-Create (AdminAccess Required): Rolling back the calendar and re-creating is a good option when multiple staff are moving units or shifts

Step-By-Step

Edit The User’s Profile (Supervisor And Above):

Use the following steps to edit a user’s profile. The user’s settings will be used to create the next schedule and will not have any effect on the current schedule

  • Click on “Users” from the menu
  • Click on “Users List“
  • Select the user from the roster
  • Click “Edit User“
  • Click the “Employment / Unit Assignment” tab
  • Adjust the “Full Time/Part Time Status“. Full time users will be staffed on the schedule. Part time and PRN/Volunteers are not routinely staffed
  • Adjust the “Unit Assignment“
  • Adjust the “Shift Assignment” (A,B,C,D) or “Rotation Start Date” depending on how the unit is staffed
  • Click “Update User’s Profile“

Create Calendar Page (Admin Only):

Use the following steps to adjust the staff assignments while creating the calendar for the upcoming month. Changes made on this page will immediately be used to create the calendar and update the user profiles

  • Click on “Schedule Admin” from the menu
  • Click on “Schedule Admin Menu (Create/Publish/Mass Modify)“
  • Click “Create Calendar“
  • Review any potential issues and click “Continue To Review User Assignments“
  • There will be up to 4 tiers of staffing: “ABC(D) Based Units”, “Daily Based Units”, “Pattern Based Units” and “Shift Templates”. Be sure to expand each section to locate all staff members. Change the user next to each unit and shift as needed. Any open positions or users duplicated will be shown in Red
  • Once all changes have been made, click “Update Unit Assignments”

Rebuild User Events (Supervisor And Above):

If a schedule has already been created, you can rebuild the schedule for that one person. Rebuild will compensate for approved Leave Requests and Swap Requests.

  • Click on “Users” from the menu
  • Click on “Users List“
  • Select the user from the roster
  • Click “Edit User“
  • Click the “Employment / Unit Assignment” tab
  • Make any changes needed to the user’s “Full Time / Part Time Status”, “Unit Assignment”, “Shift Assignment”, and “Rotation Start Date”
  • Click “Rebuild User’s Events” in the top right
  • Click “Update User’s Profile“

Complete Rebuild User’s Events

  • Enter the effective date of the change. If the changes will start several days from now, enter that date. If the changes start now, use today’s date
  • On the left, you will see all events between now and the effective date. Each of these events you can choose to 1.) Keep the event as-is, 2.) Convert to an open shift, or 3.) Delete the shift. You would select “Keep” the event as-is for any shifts you want this user to work. Select “Open” for any positions you want to be converted to Open Positions for other staff to pickup. Select “Delete” to remove the shift all together
  • Note: If two users are swapping positions, you will use the Rebuild feature for both users. You should select “Delete” for all shifts so that you do not have duplicate events
  • Tip: Use the “[All]” button in the header to select that option for all shifts below. For any outliers or special shifts, click the individual buttons next to that shift
  • Lastly, review the right side “User’s New Events Preview” to ensure the correct shifts will be created for the user
  • Click “Modify Current Events and Re-Build” to complete

Mass Modify (Admin Only):

Mass Modify is the work horse for schedule changes. You can create, update, and remove events over any date range. Depending on which action you select, you will be prompted for date ranges, shifts, users, etc to complete the modification. All changes will be shown in the preview window to ensure only the events are modified that you want. Note: Mass Modify does not compensate for approved Leave Requests and approved Shift Swaps. The Re-build User’s Schedule feature is recommended for users with approved Leave Requests or Shift Swaps.

  • Click on “Schedule Admin” from the menu
  • Click on “Schedule Admin Menu (Create/Publish/Mass Modify)“
  • Click “Mass Modify”
  • Select the Action Type and follow the specific prompts for that action type

Rollback Schedule And Re-Create (Admin Only):

The last option is rolling back the schedule and re-creating. This will Un-publish the schedule 1 month, and remove any scheduled events. Users with submitted availability will return to available and will have to be re-assigned.

  • Make the necessary changes to the Users profiles including “Status”, “Unit Assignment”, “Shift Assignment” or “Rotation Start Date”
  • Click on “Schedule Admin” from the menu
  • Click on “Schedule Admin Menu (Create/Publish/Mass Modify)“
  • Click “Create Calendar”
  • Follow the prompt ensuring the necessary changes were saved and the users are on the new unit assignment
  • Note: Be sure to publish the schedule once you are completed

Summary

There are multiple ways to modify the schedule for a user. Depending on your access level and if the calendar has already been created will determine the best method. As always, if you have any questions contact a member of the support team to create a personalized workflow and assist with any changes needed.

Mass Updating & Changing User Events
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