Email Out Worker Schedule Updates

Worker Schedule Problems

   One of the most important parts of scheduling is keeping your workers up-to-date on schedule changes. Of course, we could just have it so that workers can only log in to see any changes to their schedule. This leads to some bad situations.

   Let’s say Amy from Right Catering changed the start time for a role to an hour later the night before, and the worker never logs on to check. You now have a worker waiting around, and either calling in to find out what happened or, the worst case scenario, just leaving. Even in the best case scenario, you have multiple negative implications. Of course, this situation is avoided by the worker double checking his schedule the day of the event, but this isn’t a perfect world and some people will go off what they saw several days beforehand.

Worker Schedule Updates

   Amy’s problems are avoided with emailing worker schedule updates. Schedulehead will collect changes made over a 20-30 minutes and email each individual worker on the event with their specific position updates. At the end, it will also send out a reviewer event summary which will show a summary of all the positions to the reviewer. This allows for a combination check of the daily summaries and event reviewer summaries to make sure everything is on track with your workers’ schedules. Below is an example of the worker update email:

  
Your schedule for the (Event Name) event may have been updated

Please review the event information:

Date: (Date of Event)

My start time: (shift start time)

Location: (location name)

Address: (address)

Comments: (any comments on event)

   This gives a nice quick breakdown of all the necessary information for any worker. This means that if you change the event the night before all your workers will get an email letting them know about their shift. This translates to less worker’s saying they didn’t see the update. Finally, there is the event reviewer summary email:

  
Your schedule for the (Event Name) event may have been updated

Please review the event information:

Staff:
    (skillset name 1) : (number filled) out of (number needed) staffed at (shift start time)
    (skillset name 2) : (number filled) out of (number needed) staffed at (shift start time)
    …
    (skillset name last) : (number filled) out of (number needed) staffed at (shift start time)

Date: (Date of Event)

Job Start Time: (Earliest Shift Start Time)

Location: (location name)

Address: (address)

Comments: (any comments on event)

   This email is similar to the daily summaries that Schedulehead sends out. The only difference between the two is that the reviewer summary email is completely focused on a single event and only goes to the reviewer. This is an easy way to let a team lead know of updates if he/she is the reviewer. Never worry about worker scheduling again!

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