Import a team and team shift pattern into a calendar

Use the Plan tab when planning work shifts for teams of employees.

Note:  

  • Teams must currently be imported into WORKSuite.
  • Teams can consist of one or more employees.
  • Standby shifts can be included. These can be 'Relief', 'Flex', 'Grey' or 'Standby' and have no accounting purposes but are clearly shown in employee calendars.
  • Each team’s shifts are held in a calendar within a work area. For example, calendars could be ‘Headquarters’ and ‘Factory’ in the work area of ‘Manchester’. Each calendar holds teams made up of resources (employees).

To import a team name and shift pattern:

  1. Open the Plan tab.
  2. Click and select the work area that you want to work with:

Note: By default, your previously selected work area is preselected.

  1. Click No Calendar selected or the calendar name displayed and select the calendar that you want to work with:

Note: By default, your previously selected calendar is preselected.

  1. Click …:

  1. Select Import Calendars.

A popup window is displayed:

The import file needs to be in a specific format. Click here to see an example.

This file can be generated using scheduling software. Alternatively, contact WTS Support for help in generating the file.

  1. Once the import file is ready, either:
    • Drag the file into the popup window.

      • or

    • Click browse to select the file.

  1. Click away from the popup window when the upload indicates 100%.
  2. Refresh the screen to display the team and shift pattern:

  • Each team is displayed on a separate line.
  • Each shift name is displayed a different colour for useful at-a-glance viewing.

  • The times of each shift is displayed.

  • A ‘worm’ under each day in the calendar identifies the hours in the shift.
  • Standby shifts are greyed out. Once published employees with standby shifts will be aware that they might be asked to work but are not yet scheduled.
  1. Use the date selection buttons in the top right to select the week that you want to view:

  1. You are now ready to add new resources (employees) to your team.