Use Quick Actions

Use Quick Actions

Quick Actions are one-select shortcuts used to complete repetitive tasks, speed up data entry, and reduce errors. Quick Actions are available when performing actions on employee schedules.

Navigation:Main Menu > Schedule  > [select a schedule option]

  1. From the toolbar, select Quick Actions.
    The action bar displays available icons.
  2. From the action bar, select an icon.

    If an action you want to perform is associated with two items, you must also select the second item.

    Example: From the action bar, select Copy / Paste, select the item to copy, and then select the target cell to paste it in. To paste the same item in many cells, just continue selecting the target cells one by one. The copied item is pasted in each cell.

    When you select a quick action it remains enabled until you disable it. You can continue selecting additional days or shifts to apply the same action.

  3. When you are finished, select the icon again to close the bar.
    There are two other ways to disable a Quick Action icon.
    • From the action bar, select Quick Actions.
    • Select the Close (X) icon at the right end of the Information Bar.

Quick Actions Visual Clues

The following Quick Actions are indicated by visual cue.

  • A blue border highlighted around a shift indicates the initial shift you selected to perform a quick action (Swap, Copy/Paste, or Assign). Information about the selected shift displays in the blue banner at the top of the Schedule.blue border highlighted around a shift
  • A shift that temporarily displays as grayed out indicates that the system is processing an action (Swap, Copy/Paste, or Assign) on that shift.shift greyed out
  • Shifts with a black border and a red dot displayed in the right corner have been modified but not yet saved in the Schedule. The tooltip and glance for the shift also display a message that there are unsaved changes. When you save the Schedule, the black border and red dot no longer display on the shift.shift with black border

Available Quick Actions

Quick Actions icons appear on the Quick Actions bar.

IconDescriptionAction
Assign Assign Assign open shifts to employees.

Select the open shift, then select the employee.

If break rules are violated, reassign the breaks:

  1. Right-click the shift.
  2. Select Assign Breaks in the glance.
Unassign Unassign Unassigns an assigned shift to create an open shift.Select an assigned shift. An open shift is created, having the same job as the shift did before you unassigned it. Select additional assigned shifts as needed to unassign them as well.
Insert Shift Transfer Insert Shift Transfer Changes the job for a shift; all segments of the selected shift are assigned the selected job. Other data associated with the shift remain unchanged.
  1. Select the job from the list. The list contains only jobs that are included in your current transfer set.
  2. Select one or more scheduled shifts.
Insert Shift Template Insert Shift Template Creates and assigns shifts from a shift template.Select the template from the list that appears, then select a date cell, whether empty or not. Select other date cells as needed to assign the same template to them as well.
Comment Comment Assigns a comment to a shift or a paycode.Select the comment from the list that appears, then select a shift or a paycode. Select other entities as needed to assign the same comment to them.
Paycode Paycode Replaces an assigned shift with a paycode.
Select the paycode, then select an assigned shift:
  • The paycode replaces the entire duration of the shift.
  • The system automatically creates an open (unassigned) shift with the same start and end time as the replaced shift.
  • Select additional shifts as needed to replace them with the same paycode.
Copy/Paste Copy Paste Copies and pastes a shift, a paycode, a tag, availability, or any combination of these items.On the Copy / Paste menu, select the check boxes for the items you want to copy and paste, and clear the check boxes for those you do not want to copy and paste. Select the date cell containing the item or items to copy, then select the date cell where you want the copied item or items to appear. Repeat to paste the same item or items in another cell.
Delete Delete Deletes a shift or a paycode.

Select the item to delete. Repeat to delete additional items.

To restore items deleted by mistake, do not save but instead select Refresh.

Important When you refresh the page, you lose all changes since the last save.
Lock/Unlock Lock Unlock Locks or unlocks a shift. (You cannot lock or unlock days with this quick action.)Select an unlocked shift to lock it, or a locked shift to unlock it. You can select additional shifts to lock or unlock as needed.
Swap Swap Swap shifts or days with no shifts.

Select the first item, then select the second item. Repeat as needed.

If enabled in the Schedule configuration, shifts swapped by employees display the swap shift icon. The shift swap icon and a message that the shift was swapped also displays in the shift tooltip and in the glance.

You can swap:
  • Shifts or days with no shifts between two employees on the same day. Both employees must be qualified and available.
  • Two items between two employees on different days.
  • A shift for a paycode between two employees on the same day.
  • A paycode for a shift between two employees on the same day.
  • Swaps between different days do not overwrite other items on the same day.
You cannot swap:
  • Items with a group
  • Items between the same employees
  • Locked shifts
  • Paycodes
Approve Approve Approve a Time-off Request.Select the request in the schedule grid and select Approve.
Refuse Refuse Refuse a Time-off Request.Select the request in the schedule grid and select Refuse.
Cancel Cancel Cancel the Time-off Request on behalf of the employee.Select the request in the schedule grid and select Cancel.