Change several shifts at the same time in the operational plan

When should you use this function?

Use this function when you need to make the same change to several shifts, without changing each shift manually one by one.

This may, for example, be relevant when you need to:

• change department on several shifts
• copy several shifts
• delete several shifts
• report substitute need for several shifts
• mark several shifts as no substitute needed
• make the same change to shifts for one employee in a period
• make the same change to several selected shifts in the plan

Three ways to change multiple shifts

You can change multiple shifts in three ways:

Change multiple shifts for one employee

You can copy, delete, or change multiple shifts for one employee directly from the employee's name in the operational plan.

This is useful if, for example, an employee is to work in a different department for a period.

Copy or delete all shifts for an employee

Here's how to do it:

1. Go to Operational plan.
2. Find the employee in the period you are working with.
3. Click the employee’s name.
4. Select Copy or Delete.

This applies to the shifts assigned to the employee in the selected period view.

Change shifts from and to date

If you need to change shifts for an employee for a specific period, you can use the Change shifts from - to date option.

Here's how to do it:

1. Go to Operational plan.
2. Click the employee’s name.
3. Select Change shifts from - to date.
4. Select the from-date and to-date.
5. Tick the field you want to change, for example Department.
6. Select the new value.
7. Click Update X shifts.

All shifts included in the selection are then updated in the operational plan.

Example:

If an employee will work in another department for two weeks, you can change the department on all shifts in that period in one action. This can be easier than making the same change in shift rotations.

When you only tick one field, for example Department, only that field is changed. The other dimensions on the shifts are kept.

Use multi-selection to change multiple shifts

Multi-select is used when you want to select several shifts in the plan and perform the same action on all selected shifts.

This is useful when the shifts are not necessarily assigned to the same employee, but you still want to process them together.

Multi-selection with keyboard shortcuts

Here's how to do it:

1. Hold down Ctrl.
2. Click the shifts you want to select.
3. Right-click one of the selected shifts.
4. Select the desired action.

Multi-selection with manual control

Here's how to do it:

1. Click Start multi-select at the top right.
2. Click on the shifts you want to select while holding down the Ctrl key.
3. Press and hold one of the selected shifts to choose the desired action.
4. Click End multi-select when you are finished.

What actions are supported with multi-selection?

With multi-select, you can use actions such as:

• Notify substitute need
• No need for substitute
• Copy
• Cut
• Paste
• Edit
• Delete

Some options are only available in specific situations.

Multi-selection limitations

There are some limitations you should be aware of:

There are some limitations you should know about:

• Copy, Cut, and Paste can only be used when the shifts are on one line.
• Paste cannot be used if the shifts collide with other shifts.
• You can only change selected shifts if there is no reported substitute need, no substitute needed status, or substitute assigned to the selected shifts.

Mass edit shifts

Using the mass editing function in the operational plan, you can modify multiple shifts for several employees within a selected period without having to select individual shifts.

Here is how to do it:

1. Go to the Operational plan.
2. Select the Update shifts icon in the top-left corner.
3. Select the start and end dates for the change.
4. Select the relevant employees.
5. Click Retreieve shifts that you want to change.
6. Check the box for the field you wish to change, such as "Department."
7. Select the new value from the drop-down menu.
8. Click Update X shifts.

All shifts covered by your selection will then be updated in the operational plan.

When should you use which method?

Use the functions for Changing several shifts for one employee when:

• the change applies to one employee
• the change applies to a continuous period
• you want to change one or more dimensions on the shifts
• an employee is temporarily working in another department or project

Use Multi-select when:

• you want to manually select specific shifts
• the shifts are not necessarily assigned to the same employee
• you want to report a need for a substitute for multiple shifts
• you want to mark multiple shifts as not needing a substitute
• you want to delete, copy, or change several selected shifts simultaneously

Use the Mass edit function when:

• the change applies to several employees
• the change applies to a continuous period
• you want to change one or more dimensions on the shifts
• one or more employees are temporarily working in another department or project

Frequently asked questions

Can you change several shifts at the same time in the operational plan?

Yes. You can either change shifts for one employee over a selected period, or use multi-select to select several shifts and perform the same action on all of them. If you wish to change shifts for multiple employees over a selected period, you can use the mass editing function.

How do you change several shifts for one employee?

Click the employee’s name and select Change shifts from - to date. Select the period, tick the fields you want to change, and click Update X shifts.

Can you change department on several shifts at the same time?

Yes. Select Change shifts from - to date, tick Department, select the new department, and click Change X shifts.

How do you use multi-select with mouse and keyboard?

Hold down Ctrl, click the shifts you want to select, right-click one of the selected shifts, and select the action you want.

How do you use multi-selection on touch screen?

Click Start multi-select, select the shifts, press and hold one of the selected shifts, select the action, and finish with End multi-select.

What actions can you perform with multi-selection

You can, among other things, report substitute need, mark no substitute needed, copy, cut, paste, edit, and delete selected shifts.

Why can you not change selected shifts?

This may be because the selected shifts already have a reported substitute need, no substitute needed status, or a substitute assigned. This must be handled before the shifts can be changed.

Can you paste shifts with multi-select?

Yes, but only when the shifts are on one line, and the paste action does not collide with other shifts.