Minimum Staffing Alerts

Hero Schedule's Minimum Staffing Alerts feature helps you avoid understaffing by notifying you of potential employee shortages for specific days and times. This guide explains how to set up and manage these alerts.

Setting Up an Alert

• Navigate to Menu > Setup > Minimum Staffing Rules
• Click + ADD STAFFING RULE
• Complete the following fields in the form:

  • Staffing Rule Name: Enter a descriptive name for the rule (e.g., "Patrol Coverage").

  • Show on Groups: Select the group(s) you want to associate this alert with. This is particularly useful for displaying alerts on the Employee View.

  • Begin Date and End Date: Specify the date range for the rule. The End Date is optional; leave it blank for an ongoing rule.

  • Activities: Choose the activities that should count towards the minimum staffing requirement. You can select multiple activities by single-clicking each one.

  • Times: Define the time spans within each day when the rule applies. Use the 24-hour format (e.g., 0000 for midnight, 1400 for 2:00 PM). Click Add Row to enter multiple time spans.

  • Staffing: Set the minimum number of employees required for each day of the week.
    
    

• Click Save

Example for "Patrol Coverage" rule:

Understanding Alert Displays

Minimum staffing alerts appear in three different views:

Employee View

A triangle alert symbol indicates a potential staffing shortage.

A red box with a negative number shows the staffing deficit for that specific time.

Calendar View

The alert is displayed near the date with a visual indicator.

Activity View

The alert is shown alongside the specific activities included in the rule.

Viewing Alert Details

Click on any alert symbol (triangle or red box) to view the alert details. This will show you the staffing rule name, the relevant time span, and the specific shortage.

Multiple Alert Layering

You can create multiple alerts for the same schedule to cover different staffing needs. For example, a police department might have separate alerts for:

• Overall minimum staffing for the entire shift, including all officers and supervisors.
• Minimum number of K9 officers.
• Minimum number of supervisors (Corporals and Sergeants).

Hero Schedule allows you to use the same activities in multiple alerts without conflict.

Managing Special Events

To increase staffing for a special event (e.g., a festival requiring extra coverage), create a copy of an existing rule and adjust the following:

• Begin Date and End Date: Set the date range to match the event duration.
• Staffing: Increase the minimum number of employees as needed.

You can delete this temporary rule after the event.