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Shifts Report Example Scenarios

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Overview

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

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 unfilled OpenShifts

You might want to view unfilled OpenShifts in order to determine whether you’re meeting your staffing requirements, or to determine whether certain types of OpenShifts are less desirable to your employees and correct the issue.

  1. Hover over Workplace, then select Reports.

  2. Create a Shifts report for the date range you want.
  3. Expand the OpenShifts Status filter and select true values.

find unfilled openshifts settings

Count shifts by position, schedule, job site

If you need to maintain a particular level of staffing for your business to function, you can easily count the number of shifts by schedule, position, and/or job site to get a bird’s eye view of your staffing.

  1. Hover over Workplace, then select Reports.

  2. Create a Shifts report for the date range you want.
  3. Click Columns, then click Pivot Mode.
  4. Drag Schedule Name to Row Groups.
  5. Drag ID to Values, then click to select count function.
  6. Drag Position Name to Column Labels.

count shifts

Find shifts longer than 9 hours

If you have a policy on scheduled shift length, you can run a report to make sure that the schedule managers are adhering to that policy.

  1. Hover over Workplace, then select Reports.

  2. Create a Shifts report for the date range you want.
  3. Filter Length using the Greater than or equals operator and enter 9 for the filter.

shifts greater than 9 hours filter

View shifts that have not been confirmed

If you have problems with employee attendance, you might want to run a report to see if those employees are confirming their shifts. If they aren’t, that is an indication that employees are not checking their schedules.

  1. Hover over Workplace, then select Reports.

  2. Create a Shifts report for the date range you want.
  3. Expand the Confirmed Status filter and select False values.
  4. Click Columns.
  5. Drag Assignee Name to row groups.

view unconfirmed shifts

Find shifts for an archived employee

If you want to view shifts assigned to an archived employee, simply run a report filtered by the employee’s name.

  1. Hover over Workplace, then select Reports.

  2. Create a Shift report for the date range you want.
  3. Expand Assignee Name filter and select the archived employee’s name.

Count scheduled hours by schedule and position to see if your schedule matches your budget

This report is useful to see if scheduling managers are scheduling hours that match the planned budget.

  1. Hover over Workplace, then select Reports.

  2. Create a Shift report for the date range you want.
  3. Click Columns, then click Pivot Mode.
  4. Drag Schedule Name to Row Groups.
  5. Drag Length to Values, then click to select sum function.
  6. Drag Position Name to Column Labels.
Updated on May 18, 2022

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