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Rostify 7.3

04 Supervisor

Replacing a shift

Below each absence are the shifts that drop out. You assign them directly to a person, advertise them as overtime or record that no replacement is needed.

  • For
  • Supervisor

Which shifts drop out

Below each absence, Rostify lists the person's scheduled shifts during the absence – across all units, excluding office shifts.

Display Meaning
Red bar, red code The shift has not yet been replaced and is today or in the future.
Please inform + unit The shift belongs to another unit. Inform that unit's supervisor; no action is possible here.
Initials with green tick Replaced. The tooltip shows who is replacing and who entered it.
Initials on ochre background Partly replaced (by the hour).
NIL No replacement needed.
Yellow triangle Möglicher Überhang! (possible surplus) – more shifts in total are scheduled on this day than the pattern requires.
Red triangle Überhang! (surplus) – this particular shift is covered more often than in the pattern.

A triangle asks the question: does this shift need replacing at all? In the case of surplus, NIL is often enough.

Two ways

As long as a shift is open, two buttons appear next to it:

  • Speech bubble Start workflow – opens the overtime call: you choose recipients, set an allocation deadline and collect volunteers.
  • Arrow Proceed without workflow – you assign the shift yourself straight away, without a call.

If your organisation's monthly SMS quota has been used up, the speech bubble is grey (SMS Quota Exceeded). The arrow remains available.

Once you have chosen, a status icon and the replacement form appear in the row.

Entering a replacement

Entering a replacement directly: shift, initials, remark
Entering a replacement directly: shift, initials, remark
  1. Shift: The whole shift that dropped out is preselected. For a partial replacement, choose a number of hours from 0.5 to 13; the Starting at field then appears.
  2. The Initial of the person stepping in – or NIL if no replacement is needed.
  3. Optionally, Remarks for overtime (up to 30 characters).
  4. Click SAVE. If a call with a deadline is running, the button is labelled SAVE & INFORM – see Overtime call.

Confirmation: Thank you! Replacement entered. The shift appears in the person's roster as overtime and on the supervisor board with red (whole shift) or ochre (partial) initials.

What Rostify checks

Message Meaning
The entered person can´t replace itself The absent person cannot replace themselves.
Can´t do - user already forced to work ;-) The person already has overtime on that day – or a shift, and you are assigning a whole shift. Assigning hours alongside a shift is possible.
Initial does not exist! A typing error, or the person does not belong to the unit.

Rostify then checks rest time, shifts in a row, weekly hours and hours in sequence. If a limit is exceeded, Rostify saves anyway and shows a warning, for example CAUTION - troubels with minimum rest between shifts. Anyway.... The responsibility then lies with you.

Undoing a replacement

Delete assigned overtime under Time in the Overtime list. The shift is then open again in the absence list.