As tasks are usually something that need to be done regularly, for example, gardening, reading rotas etc, you can create shifts in MyMembershipManager to help keep track of those who have offered to complete the task and when they will be working on it.
To set up a shift rota in MyMembershipManager, go to the Tasks menu option at the top of the screen and click the ‘Create shifts’ tab.
If you want to add a single shift, click the ‘Add new+’ button. You will see the following screen:
Select the person or persons who you would like to assign to this shift from the Persons drop down menu. If it is a past shift that you would like to record, you can record a status for those people (for example, that they were present for the shift)
Enter a date for the shift, and a start time and finish time. When you are done, click the save button.
If you would like to set up multiple shifts at once, click the blue ‘Add multiple rota dates+’ button.
Step 1
Enter a date from which you would like to start scheduling your shifts into the ‘Start date’ box.
Under the ‘Schedule frequency’ option, you can set up when and how often these shifts will occur. For example, if the shifts were every Tuesday and Thursday, you would select the ‘Weekly Basis’ option. You will then be given a tick box for each day of the week, allowing you to tick the Tuesday and Thursday options.
You can then set an end date for the shifts. For example, you may want to schedule a month of shifts at a time, so in this case you can set the shift to stop at the end of the month. Alternatively, you can select the second option ‘Schedule Until’ and put in the number of shifts you would like to set up in one go.
Lastly, you can set the start time and end time for each shift. When you have completed this, click the ‘Next step’ button.
Step 2
Here you will see all the shifts that have been generated based on the information entered in Step 1, along with all the dates of the shifts. If there are any dates that you know need to be altered, for instance, they fall on a public holiday, you can change them here.
When you are done, click the ‘Next’ button.
Step 3
Here each shift will be listed along with a dropdown menu of the people you can assign to each shift. If those people are listed as ‘available’ for that day, you will be able to choose them for that particular shift.
If there are any people who are options for the shift but have member rules set against them (read here for more info about member rules), for example ‘Person A is Unable to work with Person B’, this note will appear in the ‘Warning’ column.
You can also use the ‘Assign automatically’ button at the bottom of the window to fill in each shift with people who are available to work on that day, as long as they are able to work together.
If you need to remove these assignments, use the ‘Remove all assignments’ button at the bottom of the window.
Click the Next button when you are finished assigning people to all of the shifts.
Step 4
Here you will see a preview of the rota as it has been set up by you to double check that everything is correct. If you need to change anything, you can click the previous button to go back to any of the earlier steps to make the necessary alterations.
If you are happy with the rota, click the Save button and the shifts will all be set up. All shifts that you have just created will appear in the list of shifts on the ‘Create shifts’ tab of the task.
Should you need to make any changes, you can use the ‘edit’ or ‘delete’ buttons on the right of the list of shifts.