Moving employees on the schedule through Open Shift, Overtime, Edit Shift

This guide outlines the different ways to move, swap, and fill shifts for employees in Hero Schedule using the Edit Shift option, Open Shifts, and Overtime shifts.

The system offers a few different ways to view the schedule, and you may find certain views more useful for specific tasks:

• Employee View Mode: Accessed via the gear icon, this mode lists each employee on the left with dates across the top. It's ideal for managing a single employee's schedule.
• By Activity View Mode: This mode groups shifts by activity (e.g., Engine 1 Driver) and is best for overall staffing management and easily spotting coverage needs.

1. Changing an Employee's Shift Details (Activity or Time)

The Edit Shift option allows you to change the activity or the time span of an existing shift for an employee.

Changing the Activity on the Same Day

1. Navigate to the shift you want to change.
2. Click on the employee's name or the shift itself to open the details.
3. Click the pencil icon (Edit).
4. Change the Activity to the new role (e.g., from Engine 1 Firefighter EMT to Engine 3 Firefighter EMT).
5. Click Save. The employee will now appear in the new activity's spot on the schedule.

Moving a Shift to a Different Day

To move a shift entirely to a different day, you will essentially delete it from the original day and add it to the new day.

1. Edit the Original Shift:
   • Click the shift you want to move and click the pencil icon (Edit).
   • You may want to copy the time span details to make the next step easier.
   • Click the minus sign (– sign) next to the shift details to delete it from that day.
   • Click Save (you may receive warnings about changing hours/FLSA).
2. Add the Shift to the New Day:
   • Navigate to the target day on the schedule.
   • Click on the schedule spot where the shift will be and click Add Shift.
   • Select the Employee Name (e.g., Eldest Mitchell).
   • The Activity will default to the spot you clicked, but you can change it if needed.
   • Paste or enter the time span for the shift.
   • Click Save (you may receive warnings about changing hours).

2. Filling a Vacated Shift (Time Off)

When an employee takes time off, their shift is vacated. You can fill this spot using an Open Shift, Overtime, or by manually assigning a replacement using Edit Shift.

Filling a Vacated Shift with an Open Shift

An Open Shift is a formal request sent to interested employees to fill a vacancy, often used when approving a time off request.

1. Approve the Time Off Request and Create the Open Shift:
   • Click the pending time off request (often indicated by a green background/icon).
   • Select the option to Approve and to Create an Open Shift (and optionally send out invite notifications).
2. Assign the Open Shift:
   • Go to Requests and click the Open Shifts tab.
   • Find the Open Shift you just created.
   • Once employees show interest (by clicking "Yes, I'm Interested"), their names will appear.
   • Assign the shift to the desired employee.
3. The schedule will now show the original employee on a day off (green icon/background) and the new employee with a purple icon indicating a filled Open Shift.

Manually Filling a Vacated Shift with Overtime

If you need to quickly assign a specific employee, you can manually create an Overtime shift.

1. Click on the vacated spot on the schedule.
2. Select Overtime.
3. Find the employee's name (e.g., Tyler Brown).
4. Select a Category (e.g., Cover Shift).
5. Confirm the Activity and time span.
6. Click Submit (and approve the request if you are the administrator).
7. The schedule will show the employee covering the shift with a pink circle icon, indicating a manual Overtime shift.