Assign employees to the event so the right people can complete work and see the information they need.
Before you start
Know the role, shift, and portal information each employee should receive.
Go to the scheduling page for your event one of two ways:
From the event portal:
Search for the event and navigate to the event screen
On the event menu panel, click on Schedule Staff (or select scheduling from the Event Sections)
OR
From the calendar:
Click the event on the calendar you would like to schedule employees for
Click on the three-dot menu form the event details side bar menu
Click on Schedule Employees
Schedule an employee:
Click the Employees tab to view all of the available employees, or search for a desired employee
Click on the scheduling icon next to the employee you would like to schedule
For fast scheduling, simply click Save to schedule, otherwise, click Edit Request to add shift details, assign a role to the employee for the event & more.
Note: Employees with scheduling conflicts will be marked with an Already Scheduled warning under availability.
Shift Details
Event Portal Access
To give your employee access to the client / vendor portal for the event, Set Event Portal Access to Yes.
Portal access can be added later by
Open Event Contacts
Click on Manage Contacts
Click on Manage Employees
Add or find the employee and check Has Access to Portal
Click Done
Confirmation Window
To set a limit to how long an employee has to accept or deny a work request, enter the number of days required to respond before the shift date.
Shift Details
If you have information that you would like to share with all of your employees, you can add those details to the Event Notes (staff only) tab of the event portal.
If you have information that is specific for the employee you’re scheduling, enter that information into the Shift Description text area.
Shift Location
To tell your employee where they will be working, enter the location into the Shift Location text area.
Shift Start and End Times
The shift dates and times are automatically populated with the event start and end times, you can change them in the scheduling request if needed.
Employee Site Location Setting
If your employee can only clock-in on site, set Employee Must Clock In On site to Yes.
Note: Releventful's Geofenced clock in feature will only work if you have selected a verified address from Google. See the Selecting & Verifying Your Venue section below for details.
Selecting & Verifying Your Venue
Select the Event Info tab in the event edit screen and type or paste in the address of your Venue in the Venue Location field
Click on the verified Google address to load the location coordinates
Click on Save
Now you're ready to use the Geofenced clock ins for your staff!
Employee Early Clock-In Setting
If you would like your employee to be able to clock in up to 15 minutes early. Set Employee Can Clock In Early to Yes.
Clock In and Out Date & Clock In and Out Time
These values will be automatically populated when your staff clocks in or out using the Releventful mobile app.
Note: Need to make adjustments to the day or times your employee clocked in? Simply change the date or time and Save your changes.
Shift Role
To assign a role to the employee for the shift, select a role under the Shift Role dropdown menu. By selecting a shift role, the employee pay rate will also be populated automatically.
Employee Pay Rate
You can change the pay rate as needed.
Note: if the pay rate was populated from the shift role, any changes you make will only apply to this shift. If you need to change the role payrate for everyone, you can change the employee roles.
Employee Scheduling Notifications
When an employee is scheduled, they will receive an email from the system letting them know about their schedule including all of the scheduling details.
To enable SMS notifications for your employee scheduling
Click on the settings icon in the side navigation
Click on Communication Preferences
Click on Employee Scheduling
Toggle Enable Employee SMS Scheduling Notifications on
If enabled, your employees will receive an SMS message when:
They are scheduled to work
Their schedule is updated
Their schedule is cancelled
Don't see the Enable Employee SMS Scheduling Notifications option? Add the SMS Add-On to your plan
In the scheduling request they will be able to accept or decline the request.
When the employee accepts or declines the request, the following user roles will receive an email notification
Admin
Owner
Scheduling
Schedule Request Update Notifications
When any information in the scheduling request is updated, the employee will receive an email notifying them of the update and of that change.
To reopen a shift
Navigate to the Scheduled tab
Click on the scheduled employee
Make any adjustments to the request or select Portal to inspect what the scheduled employee can see
Note: Scheduling requests status can be viewed on the scheduled tab under the employee column.
Scheduled Employees Get Access to the Detail Report
All employees who are scheduled will get access to the detail report.
The detail report is the invoice without client specific information (like the client email address and address) and without any pricing and invoice amounts or totals.
The detail report also includes any included inventory and key information about that inventory like
Inventory image
Name
Description
Quantity Needed
Location
Model Number
Serial Number
& more
Customizing the Detail Report
Scheduling Team
Role requirements can be identified for your events to guide your team on what roles need to be filled for each event. When roles are filled, the requirements will automatically update as staff is scheduled meeting the required roles.
Click on Define Scheduling Team
Click on + Add Role
Select the required role
Enter how many employees need to be scheduled for the role
Optionally, select the shift start and shift end Day and Time
Click on Save Event Requirements
Open Positions
Releventful's scheduling feature allows you to schedule employees to work various shifts at your upcoming events. The Open Position feature enables you to create and post an open shift and have your team members request to work the shift if they are available. The Open Position feature can schedule employees to work as soon as they request the shift, or you can place a stopgap in this process to review and approve the requests to determine who works the shift.
Create an Open Position
Click on the Open Position tab on the scheduling screen
Click Add Open Position
Enter the shift details
Number of Allowed Submissions, enter the number of employees you need to work for this open position
Auto-Approve Work Requests, turn this setting on if you would like to automatically schedule employees who request to work this open position (approval queue can be reviewed and approved within the scheduling request)
Shift Role, only employees who have the role will be notified of the open position or leave this field blank to notify all of your employees about an open position
Received Submissions, All received submissions from your employees who have requested to work the open position will appear in this field
Click on Save
Note: Once the limit is reached for available submissions, employees who request to work this position will be notified that the position is closed.
Employees Requesting to Work Open Positions
When your employee wants to view a list of all available open positions, they can login to Releventful from the mobile app or web browser and select the "Open Positions" icon in the left-hand navigation bar.
They will need to select a specific month to view with the calendar drop-down option at the top of the page. The month selected will reflect open shifts for just that month.
To view additional details about any open position on the list, they can select the "View Position" button.
After reviewing the shift details, they can select the "Submit Request to Work" button at the bottom of the page if they want to request to work this open shift.
They will receive a green confirmation of submission when this process is followed.
Note: If an employee is already scheduled to work another shift that conflicts with this same date and time, their request to work the open position will not be processed.
Accepting Employee Requests to Work Open Positions
If auto-approval is not enabled to automatically schedule employees who request to work, you will need to approve requests as they are received. As requests are received, you will see them within the "Scheduling" tab of the event edit screen under the "Open Positions" menu. View how many of the allowed submissions have been received under Received Submissions / Number of Allowed Submissions to the right of the open position.
Click on the open position to review the shift and who has requested to work. Scroll down to the bottom of the page to see the names of the employees who have requested the shift.
Select "Accept Submission" alongside the name(s) of the employees that you would like to approve and officially assign the shift.
When accepted, the status for the request will change to "Confirmed."
Back on the Scheduling tab of the event edit screen, you will now see the approved employee(s) listed under the "Scheduled" tab.
Hide Open Positions
Once you have filled the open position by reviewing the request submissions from your employees and you have accepted the necessary requests to fill the need of the shift, you can choose to remove the open position from the list your employees see.
Open the open position and select the checkmark in the top left-hand corner of the page. When selected, you have the option to hide the position by selecting, "Mark Open Position as Complete":
When "Mark Open Position as Complete" is selected, the checkmark will change to green and the position will be removed from the Open Positions list for employees.
Leave the position as In-Progress to continue to keep the position visible to employees.