In this article, we'll show you how to
- Find the Employee you need to Replace or shift you'd like to duplicate, edit and offer.
- Select a Replacement Option, choosing from:
- Create a Timesheet and Replace, to ensure the employee originally assigned is paid and you can quickly offer the existing shift to other employees
- Create a Timesheet Only, to ensure the employee originally assigned is paid, without sending out any offers to work the existing shift
- Send Shift offer, which allows you to offer the existing shift to other employees, without creating a timesheet for the employee originally assigned
- Duplicate Shift, which allows you to create an extra shift and offer it out.
Step 1: Find the Employee you need to Replace, or a shift you'd like to Duplicate, edit and offer.
- To find the employee you want to replace, or the shift you with to duplicate and offer:
- Go to Manager
- Select Attendance
- Find the relevant shift and/or employee
- Select Replace.
Note: You can also call the employee on their stored Mobile number
Step 2: Select a Replacement or Duplicate shift option
After you have clicked Replace, select the replacement option best suited to your needs or organisational policies.
Create a Timesheet and Replace
This option is perfect for when someone calls in sick, and allows you to:
- Create a timesheet for the employee who was originally on the shift, including updating the shift type to ensure the original employee is still paid and the reason for replacement is recorded.
- Replace the individual by sending a shift offer to another suitable employee.
To use this option:
- Select Create Timesheet and replace
- Edit the timesheet details as needed
- Scroll to the bottom and select Create and Find People
- Select a single employee or group of employees to whom you want to offer the shift, noting the availability of the potential employees.
- Select Send on the top right to send out shift offers.
Depending on your account settings after employee(s) bid on the offer:
- an employee will be allocated automatically based system settings (either first in or highest ranking), or
- if you have opted for manual allocation of shifts, a manager will allocate the shift to an employee by logging into HF Cloud and visiting Management > Rostering > Employee Rostering, and clicking on the unassigned shift.
Create a Timesheet Only
This option allows you to create a timesheet for the employee who was originally on the shift, including updating the shift type to ensure the original employee is still paid and the reason for replacement is recorded.
It does not include offering the shift to other employees.
To use this option:
- Select Create Timesheet only
- Edit the timesheet details as needed
- Scroll to the bottom and select Create Timesheet
Send Shift offer
This option allows you to offer the existing shift, maintaining the shift times and details exactly as they are, to chosen suitable employees. No timesheet is created for the worker originally assigned to the shift.
Note: If you don't create a replacement timesheet, the original worker will not receive any pay for that day.
Duplicate Shift
The duplicate function will create a new pre-filled shift for you to adjust prior to offering it out to employees, and is perfect for unexpectedly busy periods, where you may need additional workers.
To use this option:
- Select Duplicate Shift
- Edit the shift details as needed
- Scroll to the bottom and select Find People
- Select a single employee or group of employees to whom you want to offer the shift, noting the availability of the potential employees.
- Select Send on the top right to send out shift offers.
Depending on your account settings after employee(s) bid on the offer:
- an employee will be allocated automatically based system settings (either first in or highest ranking), or
- if you have opted for manual allocation of shifts, a manager will allocate the shift to an employee by logging into HF Cloud and visiting Management > Rostering > Employee Rostering, and clicking on the unassigned shift.