Planning, dispatching, and following the execution of your schedule is a tedious task. There are endless factors to consider, like who is qualified for a shift or who isn’t scheduled yet, or which positions aren't filled. Scheduling becomes even harder when managing a large number of people with multiple jobs. For those reasons exactly, we created a smart filter in the Job Scheduler. Filtering only the relevant information gives you a cleaner view to ensure flawless planning and minimize room for error.
In this article, we will discuss the following:
The first thing you need to know is that the filter changes per view (Users/Jobs/Layers). You’ll see that when the view changes, the top filter changes too (Filter by users/filter by jobs/filter by layers). The new and improved layout now separates the ability to filter users/jobs/layers and the ability to filter shifts so that you can filter more efficiently and precisely for the information you need!
Filter by shifts allows you to filter the schedule based on the characteristics of the created shift. For example, filter by the assigned job or the shift title.
Filter by users allows you to filter the schedule based on the characteristics of users. For example filter by smart groups or user profile fields, or users without shifts or available users.
Filter by jobs allows you to filter the schedule based on job information. For example, filter by jobs that have or don't have shifts assigned, or by jobs whose shift status is checked-in, completed, rejected, et cetera.
Filter by layers allows you to filter the schedule based on layers. In the example below we have added iPads as a layer in a restaurant's schedule and we want to check which iPads have been assigned to a user on shift or which haven't.
How to Use the Filters
You'll find the filter icon at the top of your schedule. Click on it to open up the filter options. We offer two types of filters: Advanced Filters and Quick Filters. Continue reading to learn more about each option!
Advanced Filters allows you to customize conditions to filter your schedule. The dropdown options will provide results based on the selected conditions and values.
To add a filter, click on 'Add filter'. Decide if the next filter is added onto the previous by selecting ‘And’ or if both filters should be considered separately by selecting ‘Or’.
In the example below, I'm choosing to filter users whose position is 'waiter' and who work at the New York branch.
To remove a filter, click on the X.
To reset all filters, click on the Reset icon or click 'Reset filters' at the bottom of the schedule. This will revert your schedule back to displaying all shifts with no filters.
In the example below, I would reset the filters to start over or filter for a different set of conditions.
💡 Tip: Multi-select values to filter for more than one value at a time. In the example below, we want to see shifts assigned to bartender, host, and cook jobs.
Quick Filters lets you effortlessly browse a selection of filters and apply them instantly, without needing to customize conditions.
When switching to Quick Filters, it’ll show you default values based on the view you’re in (users/jobs/layers). Default filters are just the initial filters the admin will see - once an admin starts editing them, they won't have any way to return to them unless they reset all filters.
In the example below I used the Quick Filters to easily view only full-time employees who work at the California branch, who are qualified to be a shift manager and are available to work on Monday.
To add a filter, click on the + button. Clicking on the + button opens the same dropdown we have in the “Add filter” button in Advanced filters.
To reset the values of the filters, click on the Reset icon. To remove a filter from the list, click on the filter, then click on the Remove icon.
To reset all filters, click on 'Reset all' on the right of the schedule. As you can see in the image below, there are a lot of active filters at the moment, so this is a great tool if you want to easily clean the filters you were working with, and start fresh.
💡 Tip: Quick Filters and Advanced Filters can be used interchangeably. However, keep in mind that Quick Filters only works when the value is followed by "Is", i.e. single values (Like Job is X or Available on X date). Switch to Advanced Filters to choose something that isn’t a single value or when picking a date (Such as 'Employment Start Date' or 'Start date is before X'). Filters that are anything other than a single value will display a message asking you to switch to the Advanced filter.
Filter Shifts (Settings)
The Filter Shifts settings allow you to decide if to apply the filter to a specific group of shifts: if the filter should apply to all shifts, to shifts without users/jobs/layers, or to assigned shifts only. To find this setting, click on the Setting icons. The options change by view (users/jobs/layers).
You can also choose to hide empty rows, which will hide all rows that don't contain shifts.
How to Switch Between Filters
You can easily switch between the filters in order to work with the view that's most comfortable for you.
If you're on the Advanced Filters view, click on ‘Switch to Quick Filters’.
If you're on the Quick Filters view, click on ‘Advanced Filters’.
💡 Tip: Keep in mind that the schedule will automatically save the last filter options you were working with on the last filter type or view.
How to Save Your Customized Filters
With our new and improved Job Scheduler Filters, you can now save your custom-built filters! Saved filters will help you plan and dispatch shifts faster by reducing the time spent searching for shifts, improving accuracy, increasing efficiency, and minimizing your workload.
Learn more about Saved Filters including how to load, edit, rename, and delete filters in this article!
In this article we went through the two types of filters we offer: Advanced Filters and Quick Filters. We also talked about the different viewing options, how you can switch between filters, how to save filters, and more! Now that you know how to set up your filters, you can get started with dispatching and planning your schedule faster and more efficiently!
*Filters are available from the Operations Basic plan*
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