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Shift History Report Example Scenarios

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Overview

This article provides examples of some data that can be pulled from the Shift History report within the reporting feature of When I Work.

Check out Reporting Reference for more information about how to use the reporting feature and what reports are supported.

Reporting experience

The reporting experience within When I Work encompasses a few different types of reports and exports. Use the following links to explore each in more detail:

Custom Report Data Availability

The data available in the custom report is current as of the prior midnight in your account’s timezone. Any data from midnight until the current time will be reflected in the next day’s report.

Example scenarios

Find Shift Delete actions

This report is useful to see all the shifts that have been deleted over a certain time period.

  1. Hover over Workplace, then select Reports.

  2. Create a Shift History report for the date range you want.
  3. Expand Reason Code filter, then click delete.

find shift delete actions

Find all edits made by a supervisor or manager

This report is useful to perform audits of shift edits by a supervisor.

  1. Hover over Workplace, then select Reports.

  2. Create a Shift History report for the date range you want.
  3. Expand the Updater Name filter, then select the Name of the supervisor or manager you want to view.

find all supervisor and manager edits

View history for a particular shift

This report is useful to see how often shifts are edited over a certain time period.

  1. Hover over Workplace, then select Reports.

  2. Create a Shift History report for the date range you want.
  3. Expand the Shift ID filter, then select the shift ID you want to view the history for.
    Shift ID

    You can identify the shift ID by looking at other attributes such as the Start Time, End Time, Assignee Name, Schedule Name, etc).

  4. Click Columns, then add Shift ID to Row Groups.

view shift history

Determine who is taking the most OpenShifts

This report is useful to see who is taking the most OpenShifts.

  1. Hover over Workplace, then select Reports.

  2. Create a Shift History report for the date range you want.
  3. Expand the Reason Code filter, then click take.
  4. Click Columns, then click Pivot Mode.
  5. Drag Updater Name to Row Groups.
  6. Drag Shift ID to Values, then click to select count function.

taking most openshifts

View how many OpenShifts an employee has picked up

This report is useful to see how many OpenShifts a particular employee has picked up.

  1. Hover over Workplace, then select Reports.

  2. Create a Shift History report for the date range you want.
  3. Click Columns, then drag Updater Name and Reason Code to Row Groups.
  4. Click Filters, expand Reason Code and select take.

how many openshifts

View how many shifts an employee has picked up from their coworkers

This report is useful to see who is taking the most shifts from their coworkers.

Hint

Updater Name is used to identify the employee that completed the shift action. In this case, the employee that picked up a dropped shift or a swapped shift from a coworker.

  1. Hover over Workplace, then select Reports.

  2. Create a Shift History report for the date range you want.
  3. Click Columns, then drag Updater Name and Reason Code to Row Groups.
  4. Click Filters, expand Reason Code and select drop (drop is accepted) and swap (swap is accepted).

shift pickup

Determine which shifts are being swapped, dropped, and released

This report is useful to see how employees are utilizing flexible scheduling options.

Hint

To see who accepted a shift swap or picked up a shift drop, look at the Updater Name or Assignee Name columns.

  1. Hover over Workplace, then select Reports.

  2. Create a Shift History report for the date range you want.
  3. Expand the Reason Code filter and select release, swap, and drop.

swap drop release shifts

View dropped shifts by employee

This report is useful to see who is giving up the most shifts, potentially putting more of a burden on their coworkers.

Hint

Previous Assignee Name shows who the shift belonged to originally, which corresponds to the employee that dropped the shift.

  1. Hover over Workplace, then select Reports.

  2. Create a Shift History report for the date range you want.
  3. Expand Reason Code and select drop.
  4. Click Columns, then click Pivot Mode.
  5. Drag Previous Assignee Name to Group Rows.
  6. Drag Shift ID to Values. Click to change the function to count.

dropped shifts by employee

View overlapping OpenShifts

This report is useful to see how many overlapping OpenShifts were taken or approved. When an overlapping OpenShift is taken or approved, time is trimmed from the OpenShift.

Hint

Comparing Previous Length and Length shows how much of the OpenShift was trimmed.

  1. Hover over Workplace, then select Reports.

  2. Create a Shift History report for the date range you want.
  3. Expand the Update Reason filter and select openshift-approve-partial and take-partial.

Updated on August 9, 2022

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