Shift Cancellation Reason Settings

Purpose: The Shift Cancellation Reason settings in Time & Attendance allow organisations to define and manage reasons for shift cancellations. These reasons are used for reporting, compliance, and accountability, ensuring a clear record of why shifts were canceled.

Key Features

Customisable Cancellation Reasons:

• Add specific reasons for shift cancellations to suit organisational needs.

• Examples include ‘Staff Unavailable,’ ‘Client Request,’ or ‘Public Holiday Closure.’

Shift Cancellation Reports:

• Use defined reasons for reporting and analysis of cancellation trends.

Improved Communication:

• Provide clear and standardised explanations for cancellations to clients and staff.

How to Configure Shift Cancellation Reasons

Accessing Shift Cancellation Reasons Settings:

• Navigate to Time & Attendance > Settings from the side navigation menu.

• Select Shift Cancellation Reason.

Step-by-Step Instructions

• Create a New Cancellation Reason:

  • Select Create.

  • Enter the following details:

    • Reason Name: Provide a clear and concise name (e.g., ‘Staff Unavailable’).

  • Select Save.

• Edit an Existing Cancellation Reason:

  • Locate the cancellation reason in the list.

  • Select Edit.

  • Update the reason name or details as needed.

  • Select Save.

• Delete a Cancellation Reason:

  • Locate the cancellation reason in the list.

  • Select Delete.

  • Confirm the deletion and select Save.

Practical Applications

• Reporting and Analytics:

  • Use cancellation reasons in reports to identify trends (e.g., frequent client cancellations).

  • Example: Generate a report showing that ‘Staff Unavailable’ accounts for 15% of cancellations.

• Compliance and Documentation:

  • Ensure all canceled shifts have a recorded reason for auditing purposes.

• Improved Stakeholder Communication:

  • Provide consistent explanations to staff and clients for canceled shifts.

Warnings and Best Practices

• Clear Naming:

  • Use specific and descriptive names for reasons to avoid confusion during reporting.

• Regular Updates:

  • Periodically review and update the list of cancellation reasons to match organisational changes or trends.

• Mandatory Selection:

  • Ensure a cancellation reason is required for every canceled shift to maintain data integrity.

Troubleshooting

• Issue: Missing cancellation reason in reports.

  • Solution: Confirm that all shifts are assigned a cancellation reason before saving.

• Issue: Duplicate cancellation reasons.

  • Solution: Review and consolidate similar reasons into one clear option.

• Issue: Staff unable to select cancellation reasons.

  • Solution: Verify that permissions for managing cancellation reasons are assigned correctly.

Examples of Common Cancellation Reasons

• Staff Unavailable

• Client Requested Cancellation

• Public Holiday

• Transportation Issues

• Weather-Related Closure

• Shift Reassigned

• Emergency or Unforeseen Circumstances