Worked Shift Reminders

Worked Shift Reminders allow you to automatically identify staff who have not completed the required number of shifts within a defined rolling period and notify the relevant people before that period expires.

This is particularly useful where you need staff to work regularly in order to remain active, compliant, experienced or engaged within your workforce.

Rather than manually reviewing when hundreds or thousands of staff last worked, WiseOS can continuously monitor this for you and automatically send reminders when action may be required.

Why use Worked Shift Reminders?

For large or flexible workforces, simply having someone registered as Active does not necessarily mean they are genuinely active.

You may have staff who:

• Have not worked for several weeks or months.

• Are gradually becoming disengaged from your workforce.

• Need to complete shifts regularly to maintain their active status.

• Need ongoing practical experience to remain suitable for certain roles.

• Are approaching an internal inactivity threshold.

• May need to be contacted, reviewed or moved to another staff status.

• Need to work periodically to satisfy your own operational or workforce policies.

Worked Shift Reminders provide an automated way of identifying these people before they reach the end of the period you have defined.

For example, you could create a rule stating:

Active staff must complete at least 1 shift within every 90-day rolling period.

WiseOS can then send reminders, for example, 30 days and 14 days before the end of that period if the required shift has still not been completed.

This gives your team time to take action rather than discovering inactive workers after the fact.

A rolling view of workforce activity

Worked Shift Reminders operate across a rolling time period.

This is important because workforce activity does not naturally fit into fixed calendar periods.

For example, if your rule is:

1 completed shift within 90 days

WiseOS continually assesses whether the selected staff have satisfied that requirement within the relevant rolling period.

This creates an ongoing workforce activity control rather than requiring administrators to periodically run reports and manually identify inactive staff.

Creating a Worked Shift Reminder

Navigate to:

Settings > Shift Options > Worked Shift Reminders > Add

You can then configure the following options.

Reminder name

Give the reminder a clear internal name so administrators can easily understand its purpose.

For example:

90-Day Active Staff Reminder

or:

Hospitality Staff – 60-Day Activity Requirement

Staff in the following staff statuses

Choose which staff statuses the rule should apply to.

For example, you may only want to monitor staff currently classified as:

Active

This prevents the system from monitoring people who are already inactive, archived or at another stage of your workforce process.

And/or in the following staff tags

You can further target the reminder using staff tags.

This allows different activity requirements to be created for different groups within your workforce.

For example, you might have separate requirements for:

• Bar staff

• Hospitality staff

• Security staff

• Supervisors

• Brand ambassadors

• Specialist or accredited workers

• Staff belonging to a particular client or operational team

Combining staff statuses and staff tags gives you much greater control over exactly which workers are monitored.

Define the shift requirement

Next, specify how frequently the selected staff must work.

For example:

Must work 1 shift within 90 days.

You could equally configure:

Must work 2 shifts within 60 days.

The appropriate requirement will depend on your own operational policies.

The system can then identify staff who have not yet completed the required number of shifts within that period.

Set your reminder points

You can specify two points before the end of the period at which reminders should be generated.

For example:

30 days and 14 days before the end of the period.

This creates an escalation process.

The first reminder provides an early warning that the worker has not yet satisfied the requirement.

The second provides a further warning as they get closer to the end of the defined period.

This gives your operational team time to contact the worker, encourage availability, offer suitable work or take whatever action is appropriate under your own workforce processes.

Choose who receives the reminder

Reminders can be sent to multiple email addresses.

You can use system variables such as:

[[booking_email]]

alongside additional specified email addresses.

This means notifications can be directed to the people responsible for managing that workforce, rather than relying on someone centrally monitoring activity.

For example, reminders could be sent to:

• The relevant booking or operational team.

• Workforce managers.

• Compliance teams.

• Regional managers.

• Other designated internal contacts.

Customise the reminder email

You can configure both the Reminder subject and Reminder copy.

The reminder content can include dynamic information such as:

[[days]] – the number of days associated with the notification.

[[reminder_name]] – the name of the Worked Shift Reminder.

[[staff_list]] – the staff who have not yet completed the required number of shifts.

For example:

This is a [[days]] day notification for the worked shift reminder [[reminder_name]].

The following staff are yet to complete a shift within this rolling time period:

[[staff_list]]

This gives the recipient an actionable list of the people who currently require attention.

Example: maintaining an active workforce

Imagine you have 5,000 people classified as Active, but you want anyone carrying that status to have completed at least one shift every three months.

Without automation, someone would periodically need to analyse your workforce, determine when each person last worked, identify those approaching 90 days and decide who needs attention.

With Worked Shift Reminders, you could configure:

Staff status: Active
Requirement: 1 completed shift
Period: 90 days
First reminder: 30 days before the end of the period
Second reminder: 14 days before the end of the period

WiseOS can then continuously identify the staff who have not satisfied that requirement and notify the appropriate team.

Your team can concentrate on taking action, rather than continually searching for the people who require action.

More than an inactivity report

The key difference between a Worked Shift Reminder and simply looking at a report showing someone's last worked date is that the reminder is proactive.

Instead of asking:

"Who hasn't worked recently?"

you can define the operational rule once:

"These staff should complete this many shifts within this period."

WiseOS then monitors the requirement and highlights the exceptions.

For large-scale workforce operations, this can help turn workforce activity from something that is periodically reviewed into something that is continuously managed by exception.