How can I create a reserve list of staff for my job

There are three ways you can create such lists:

1. Create a Shortlist of reserve staff

• You can Shortlist staff to the relevant shifts they will be in reserve for on a job (see: Shortlisting staff),
• When shortlisting staff you will have the option to send an email to inform them they are being shortlisted.
  • This is where you can specify and inform them that they are being added to a reserve list for this job.
• When added to the shortlist you can add shift and shortlist notes to let you and everyone else know that this person is on reserve for this job
  
• When a reserve is required (ie, a shift is unbooked) the shifts the reserves are shortlisted for will appear in their list of shifts within the shortlist tab (as above)
• You can then click on the Book button to book them onto the available shift(s)

2. Add Reserve roles to your schedule

If your reserves have been budgeted for in order to be on standby:

• Create a role within the schedule called Reserve or Backup
  
  • Allocate these roles to the correct location and dates for the reserve list of staff
• Book the reserve staff onto those roles
• If the reserve is called upon to work then the shift rate can be changed in Awaiting Signoff before sending to Awaiting Payment to be paid
• To note
  • You can add reserves as 0 rate to the schedule if if they are not budgeted for, but you need them to be part of the schedule
  • Staff will see these reserve shifts in their list of jobs in the staffarea, so it is imperative that their booking confirmation email clearly explains that they are being added only as standby staff and will be called upon if required

3. Use the Overbook feature in the schedule

The Overbook feature follows the same pattern as item 2 above in that you are adding roles to the schedule, but the difference is that Overbook roles are partly invisible to the system in that they will not skew the actual live shift totals. To add shifts as Overbook:

• Go to the job schedule
• Tick the checkbox in the column labelled O/B that allows you to set these roles as overbook (This feature is not enabled by default so if you wish to try it please get in touch with support.)
  
• These Overbook roles will then be listed on the shifts page as follows
  
  • Note that the total shifts to be filled above is 4, whilst there are 6 shifts in the list for the date being viewed. 2 shifts are selected as Overbook and therefore are excluded from any totals
• When staff are booked in Overbook roles they will see this booking in their Staffarea > My Jobs
  
• You can book the staff into live roles from the Overbook roles should they need to be called upon for an actual shift