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 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.
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 Use the Filter
You'll find the filter icon at the top of your schedule. Click on it to open up the Advanced Filter options. 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 role is 'waiter' and work at the Park Avenue branch.
To remove a filter, click on the X.
To reset all filters, click on 'Reset all' 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.
The message below indicates how many users and shifts are hidden due to the filters that have been set - to only view shifts that have not been assigned yet for the 'Waiter' job. Easily click 'Reset filters' to clear the filters and start over.
💡 Tip: Multi-select values to filter for more than one value at a time. In the example below, we want to see users for barista, bartender, and waiter roles that need to be scheduled.
Filter Shifts (Settings)
The Filter Shifts settings can be changed by clicking on the Settings icon. This also changes by view (users/jobs/layers). When on the user view, choose to filter out the schedule by showing all shifts, unassigned shifts, or assigned shifts only. When on the job view, choose to view all shifts, shifts without jobs, or shifts with jobs. When on the layer view, choose to view all shifts, shifts without the layer, or shifts with the layer.
For example: Choosing to filter all unassigned shifts is helpful for having a clear view of who already has shifts assigned to them so that you don't double-book them by mistake!
You can also choose to hide empty rows, which will hide all rows that don't contain shifts.
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*
Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies in under 5 mins to ANY question.