Editing shifts and bookings

Select shifts or bookings in a project schedule to edit them individually or apply the same changes to several items at once.

Selecting multiple shifts

Select several shifts to edit them together, assign staff, or cancel them.

• To select all shifts on the project page, double-click one shift.
• To select specific shifts, hold Command (macOS) or Control (Windows) while clicking each shift.

Selecting multiple bookings

Select several bookings to edit or cancel them together.

• To select all of a staff member’s bookings in a project, double-click one of their bookings.
• To select specific bookings, hold Command (macOS) or Control (Windows) while clicking each booking.

Edit multiple shifts or bookings

Apply the same changes to several shifts or bookings in a project schedule.

1. Open the project schedule on the web.
2. Hold Command (macOS) or Control (Windows) while clicking the items you want to edit. Select either shifts or bookings; do not combine both in the same selection.
3. Click Edit (the pencil icon).
4. Check each field you want to change and enter its new value. Unchecked fields keep their existing values, except when replacing detailed booking schedules as described below.
5. Click the save button, which shows the number of selected shifts or bookings.

You can change start and end times, break duration for fixed schedules, travel duration, and work duration for flexible schedules. For shifts, you can also change Label and Staff needed. For bookings, you can change Team lead. Team lead changes can affect the person’s other bookings in the project.

Schedule changes on shifts also update bookings that match the shift’s schedule. Bookings with custom or detailed schedules keep their own schedules.

Fixed and flexible schedules

To change time settings, select shifts or bookings that all use fixed schedules or all use flexible schedules. Time settings include start and end times, break duration, travel duration, and work duration, depending on the schedule type.

A mixed selection can still update shift labels, staffing needs, or team lead status. Bulk editing does not change the schedule type.

Detailed booking schedules

If any selected booking has a detailed schedule, check Change schedule and provide a complete schedule to edit their schedules together. This replaces the schedule and detailed entries for every selected booking.

You can change team lead status without replacing detailed schedules.

Review and apply your changes

Your changes remain in the project draft until you click Review & Apply…. Before applying them, you can undo the bulk edit as one action.

Using drag and drop in the planner

You can drag and drop shifts, bookings, and candidates directly in the planner to make changes faster. Depending on what you drag and where you drop it, Workstaff can move or copy a shift, replace or swap a booking, or book a candidate on a shift.

tip

While dragging, press Option (macOS) or Alt (Windows) to trigger the alternate drag action. For example, this can switch the result from move to copy, or from replace to swap.

Editing shifts

Workstaff allows you edit, repeat and delete your shifts, even after you have booked staff. Select the shift you wish to edit and follow the following instructions:

1. Edit: Modify the label, the planned time and/or the number of staff needed for the shift.
2. Split: Divide a shift to allocate the planned time among different positions for all bookings within this shift.
3. Change Position: Change the position of a shift and of all the people booked on it.
4. Repeat: Choose the date you wish to copy the shift on. Note that if you have already booked staff on that shift, they will be copied with the shift.
5. Cancel: Click on Cancel to delete the selected shift.
6. Send a broadcast or start a group chat with the staff booked on this shift.

Editing bookings

Select the booking you wish to edit by clicking on the name of one of the people you have booked and follow the following instructions:

1. Edit a Booking: Modify the schedule for this specific booking. Provide a detailed schedule for each staff.
2. Swap Staff on a Booking: Click on the Swap button after selecting the booking, and select the person you wish to replace the booked staff member with.
3. Split: Divide a booking to allocate the planned time among different positions for the selected worker.
4. Change Position: Change the position of the selected worker.
5. Confirm: Mark the booking as confirmed if you already know the staff member will be present, even if they haven’t confirmed it themselves.
6. Cancel: Click on the Cancel button and the booking will be vacant and ready to be filled with another staff member.
7. Issue a warning: Issue a warning to the selected staff member if needed. This can be used to document performance or behavioral concerns.
8. Assign a Field Report: Assign a field report to the selected booking so the staff member can complete it after their shift.

Reverting the last changes

Workstaff offers you the flexibility to revert the last changes within your projects. This feature serves as a safety net, allowing you to backtrack and correct any modifications or mistakes.

1. Revert Last Changes: This function enables you to retract the most recent action performed in your project. Whether it’s adding, deleting, or modifying shifts and bookings, it swiftly restores the project to its previous state. You can use it to backtrack through a series of actions, progressively reverting all changes made since the last saved version of the project.
2. Discard All Draft Changes: This function allows you to discard all unsaved modifications and revert the project to its last saved state. If you've made multiple adjustments but wish to return to the original saved version without individually undoing each change, this feature efficiently clears all draft modifications, ensuring a clean slate for further editing or review.

Viewing the history of actions

Click Show History of Actions to view recent project activity in a list grouped by date.

The history includes:

• Date and time: when the action occurred.
• Performed by: the person who performed the action.
• Action: a summary of what happened, such as creating or modifying shifts, booking staff, cancelling bookings, or replacing staff.
• Shift and booking details: the staff and skills involved, shift or booking dates and times, and shift labels or the number of staff needed, depending on the action. Bulk actions group these details by skill or staff member.
• Changes made: previous and new values for supported changes, such as schedules, break duration, work duration, travel duration, shift labels, staffing requirements, or team lead status.
• Staff replacements: who was replaced and who took over each booking, or whether a booking was removed without a replacement.
• Draft status: a Draft label identifies changes that have not yet been applied to the project.

This view helps keep track of all key updates made to the project in a clear and transparent way.