Shiftee Basic

Introduction

This is an overview of how Shiftee is structured and the information you can track with it.

There are four major components to Shiftee: jobs, shifts, staff, and expenses.

Staff: Staff are the people who work shifts.  Each staff member will get a separate WordPress user account, with the user role of “Shiftee Employee.”  Users with the Shiftee Employee user role can log in to the WordPress dashboard, but the only thing they can do in the dashboard is view their profile.  However, once you create pages with Shiftee shortcodes on your site, staff will have access to the content of those pages and will be able to view schedules and clock in and out.

Jobs: Jobs are what your staff do during their shifts.  Jobs are actually optional, so if you have a small organization or if your staff always do the same tasks, you might not need to use them.  Let us take a coffee shop as an example.  There are several jobs that need to be done in a coffee shop: barista, kitchen, manager, bookkeeper.  The same staff member might do different jobs on different days, so you can connect each shift to a job to let the staff know what their duties are for the day.  If you want, you can put jobs into job categories: for instance, if you have some jobs that are onsite and some jobs that are remote, you could create categories for “onsite” and “remote.”

Shifts: Shifts are the central hub of Shiftee.  The schedule is made of shifts.  For each shift, you can set the date and time.  You can connect each shift to a job and a staff member (note: each shift can only have one job and one staff member: if multiple staff are doing the same job at the same time, you will need to create a separate shift for each of them).  When staff clock in and out, that information will be saved to the shift. If you want, you can put shifts into shift types: for instance, you might want shift types for “onsite,” “offsite,” “flex.” etc. You can assign shifts to locations if you have multiple locations.

Shifts also have Shift Statuses.  Shiftee comes with several default shift statuses, but you can create more if you want.  The default statuses are:

  • Assigned: for shifts that are assigned to staff.
  • Approved: Staff can report work that they do outside of their assigned shifts.  You have the option (on the settings page) to require administrator approval for these shifts.  “Approved” shifts are extra shifts that administrators have approved.
  • Not Approved: If an administrator does not approve of a shift that a staff member reported, it gets this status.
  • Pending Approval: This is automatically applied to a shift if a staff member records an extra shift and administrator approval is required.
  • Unassigned: for shifts that have not been assigned to a staff member.
  • Worked: When a staff member clocks out, their shift is automatically marked as worked.

Expenses: Staff can report expenses.  Those expenses will automatically be connected to the employee who reported them.  There are two default expense categories: receipts and mileage.  You can add more expense categories if you need.  There is one default expense status: reimbursed, to help you track which expenses have been reimbursed.