Scheduling by Job Shifts

We have a few customers who set up their jobs creatively by naming their jobs as scheduled time blocks. With that method, they bypass the Scheduling component altogether. They can then customize a Word Timesheet to run with a filter on the day,shift, or job.

Say one station at an annual festival is called Gates. Add that station.

With the Gates station open, add jobs to that station [click the Jobs button when in the station and then ADD] named by their shifts. When you devise your naming convention, keep in mind that jobs sort alphanumerically.

Friday [1] 5/14/10 - 09:30-12:30
Friday [2] 5/14/10 - 12:30-3:00
Friday [3] 5/14/10 - 03:00-06:00
Saturday [1] 5/15/10 - 09:30-12:30
Saturday [2] 5/15/10 - 12:30-3:00
Saturday [3] 5/15/10 - 03:00-06:00
Sunday [1] 5/16/10 - 09:30-12:30
Sunday [2] 5/16/10 - 12:30-3:00
Sunday [3] 5/16/10 - 03:00-06:00

Process of naming and assigning jobs by their scheduled time

Place volunteers at those jobs in Placements. [Note: If you create placements in the future, as in this example, you may have to adjust your dates in Preferences.]

Process of naming and assigning jobs by their scheduled time

Report List of Volunteers at Job Shifts

Once the shift jobs are set up in the database, you can get a timesheet report that lists volunteers with their jobs by shift.

This example suggests a blank column to hand record the T-shirt sizes. You can customize a Word merge letter to run with a filter on the day/shift/job in order to produce a list of volunteers and their T-shirt sizes, based on a custom code. It would be a separate report to use alongside the job shifts report.

Process of naming and assigning jobs by their scheduled time

The Reporter's manual provides an overview of the process of starting with a template and revising it for a particular use. Help | Reverence Manual | Reference | Reports | Timesheets.

Customize the Sample Hours by Station Template

Reports | Schedules & Timesheets | Word Timesheets

Choose One station per page when adding in the timesheet

After saving the Sample Hours by Station template as a new file—like Timesheet Events by Job—and adding it into the templates, Open for Editing in Word and delete the extra columns. Tweak the table to your liking.

Timesheet template to list volunteers and their jobs by scheduled shift

Your finished report can bring up all the Friday jobs, as in this example. Or, you could print the jobs by shift or location, depending upon your goal and filter.

Process of naming and assigning jobs by their scheduled time

Before you run the merge report, set the:

*The Page Heading field comes from the <<MonthOf>> merge field, so you can identify each report that is run by specific filters by changing the Page Heading to an appropriate title.

Word merge template to list volunteers and T-shirt size

Revised 03/Aug/2011

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