In RecMan’s staffing calendar, you have the opportunity to keep track of many employees at many locations at the same time. When an employee has been put on a shift, it is common to send out a shiftwork agreement to both the employee and the customer. This can be done directly from the shift you have booked, but if you have a large number of shiftwork agreements that are to be sent out, it is recommended to use the shiftwork agreement overview.

Define templates and default values

Before sending a shiftwork agreement, it is important to define what the system should send and to whom. From the actual shiftwork agreement, you do not have the opportunity to, for example, define which template to use. This can be defined either in system settings, such that it becomes the default for the entire company, but you can also define this per project.

First, we will look at the possibilities you have in the system settings. To find these settings, go to System settings -> Projects -> Default values -> Your Company. You’ll see this:

As we see here, we have some choices, but we will mainly concentrate on those who are about shiftwork agreement.

As you can see, you have the option to choose two different templates, both templates for shiftwork agreements – employee and customer. The templates defined here are automatically selected when you use the shiftwork agreement overview unless otherwise defined at the project level. Templates are retrieved from Templates in System settings, which you can read more about here.

You can also define whether the shiftwork agreement should be sent by e-mail or SMS. Note that this can not be defined on a project, but you can change the sending method when sending the confirmation.

From the project, we also have the ability to define which templates to use, but in addition, we can choose which contact should be standard. This contact will then be selected by default when you create a shiftwork agreement from the shiftwork agreement overview. You will find these settings under Salary and project data on the project card.

Shiftwork agreement overview

This overview gives you a quick overview of which shifts have been booked and who do not yet have a signed shiftwork agreement attached to it, and it allows you to send all the shiftwork agreements at the same time.

To find this overview go to the Project module and select Agreements.

 In the upper left corner, you will see the button for shiftwork agreements.

We can see the shifts that have not been sent. You can see which customer, project and employee they are based on. In addition, you will receive information about the shift by date, time and when it was created.

Send shiftwork agreements

To send agreements from this overview, start by marking the agreements you wish to send. When you have marked one or more, this button will appear at the very top:

When you press it, you will see the following screen:

1. Here you have a few options. You start with the message, which lets you choose how the agreement will be sent and with what text. (See point 2). You can also go to Settings, which allows you to change the settings of the agreement. Choose whether you wish to send the agreement to both employee and customer.
2. In this field, we define the actual sending method and the message that will follow with the agreement. You can define whether it will be sent by SMS or email, and you can retrieve templates.
3. Here you can define a template or enter a separate text for those who will receive the agreement. Depending on the kind of mailing you will send from here, you will have the choice of an SMS template or an email template.

Press Send to send the agreement to signing.