Overview
The Shift Grid provides a condensed way to view and build the schedule. It displays Shift Types across the columns (or rows) and dates down the rows (or columns), with users’ names or initials displayed within the cells.
To access the Shift Grid, click the icon that shows a stack of bars on the right-side panel.
Figure 1. The Shift Grid and the icon used to access it.
Like the Calendar view, the Shift Grid allows you to interact with the schedule in the following ways:
Add or remove providers from shifts.
View the selected provider’s assignments or availability to work each shift within the period.
Edit the details of a shift.
Delete shifts.
Configuration
Before you can use it, the Shift Grid must be enabled in your organization’s Intrigma account. For help with enabling the feature, contact [email protected] or reach out to your representative.
Additional configuration related to the Shift Grid is performed in the ISS, with help from Intrigma Support required, for the following:
Transposing of the Shift Grid such that the Dates appear in the columns and the Shift Types appear in the rows (or vice versa).
Selecting between whether users’ last names or their initials are displayed within the Shift Grid.
Hiding the Shift Type times in the Shift Grid.
Enabling the Shift Grid on the Intrigma web platform.
Some configuration may be done without help from Intrigma Customer Support. For example, to set up the abbreviations of your Shift Types, as shown on the Shift Grid and other Views such as the Calendar:
Select the Edit menu, then Settings.
Under the Settings dialog, click the Shift Types tab.
Select the Shift Type you want to set up an abbreviation for from the list of Shift Types on the left.
Under the General tab, enter the abbreviation for the Shift Type.
Figure 2. Setting up Shift Type abbreviations in ISS
Walkthrough
Selecting Shifts
The Shift Grid allows for a single shift, multiple shifts, or range of shifts to be selected.
Selecting One or More Shifts
Click a single shift to select it. To select multiple shifts at once, hold the CTRL key on your keyboard while selecting additional shifts.
Selecting a Range of Shifts
The Shift Grid also allows you to perform batch actions for all shifts of a given Shift Type within the period, by clicking on the Shift Type column (or row), or for all shifts within a selected range, by clicking and dragging.
For example, to select all occurrences of the 6:30am-2:30pm Shift Type within the entire scheduling period, click on the column (or row) header for the shift.
To select additional shifts, hold the CTRL key on your keyboard, then click on the other columns (rows). With the shifts selected, right-click on any one of the shifts to Assign a User, Remove all Users, or Remove all the Shifts (see below). You will get a warning if an operation violates any rule regarding the shifts and shift assignments.
Figure 3. Selecting data on the Shift Grid
Adding a Shift
To add a shift to a given day within the Shift Grid, right-click on the date heading, then click Create shift. This updates the Shift Grid immediately, with the new shift added as a new column (or row).
Figure 4. Creating a shift
Editing a Shift
To edit a shift's details:
Right-click and select Edit selected shift.
Figure 5. Editing a selected shift
2. On the Edit Shift dialog, make your changes to the shift, then click Submit to save the changes.
Figure 6. The Edit Shift Dialog
Removing a Shift
To remove a shift from the grid, right-click on the shift, then click Remove selected shift.
Figure 7. Removing a shift
To remove all occurrences of a Shift Type at once:
Click on the column header for the first shift you want to remove.
Hold the CTRL key on your keyboard, then click the column headers for the other shifts.
Right-click on one of the selected rows, then click Remove selected shifts.
Click Remove to confirm that previous assignments should be removed, along with the shifts.
Figure 8. Removing multiple shifts simultaneously with confirmation dialog.
Assigning a User to a Shift
To see which providers are available for a shift, right-click on the shift, and click Assign available user to view a list of available providers for the shift. Users are grouped by their availability (available, overlapping, and unavailable). Clicking on a User will assign them to the shift, with any conflicts created by the assignment requiring review before completing the action.
Figure 9. Assigning a provider to a shift
Removing a User from a Shift
To remove a user from a shift, right-click on the user's name under the shift, then click Remove <User> from shift.
Figure 10. Removing a selected user from a shift
To remove a User from more than one shift, select the first shift, press Ctrl on your keyboard, select the other shifts from which you want to remove the User, then click Remove all users from shift.
To remove all providers assigned to the same shift but on different days, click the shift header, then right-click and select Remove all users from shifts.
Figure 11. Removing all users from selected shifts
Checking a User’s Assignments and Availability
Selecting a User from the User List on the left-side panel will update the shifts in the calendar:
Shifts to which the User has been assigned appear in blue
Shifts that the User is available for, but have not been assigned to, appear in white
Shifts that the User is unavailable to work for any reason, e.g., Approved Requests, Shift Type Availability, Week Time Off, and Availability Overrides, will appear in gray.
Figure 12. Shift Grid showing user Baca’s assignments and availability
Setting a User as Unavailable for a Shift (Availability Override)
Select the User from the User List, right-click on the shift to which the user is assigned, then select Set [user] as Unavailable for the shift.
Figure 13. Setting user Baca as Unavailable for a Shift to which they are already assigned
Related Features
Split View: This allows for the Shift Grid to be viewed at the same time as another view.
Calendar: This displays the schedule within a traditional calendar format.
Tracker: Displays a statistical overview of the assignments within the period and year to date.
Requests: Reviewed requests will be reflected within the Shift Grid, and a warning dialog will appear if an assignment conflicts with a Request that has been submitted (whether reviewed or not).
More information about these features are available in the Intrigma Knowledge Base. If they are not available to your organization, but you want them enabled, contact [email protected], or reach out to your representative.