How to use Shifts in Microsoft Teams

hi everyone kevin here today i want to show you how you can use microsoft shifts first off what is microsoft shifts it's a schedule management tool that's available in microsoft teams it allows you to both create and manage schedules when would you use something like this well let's say that you own or maybe you manage a retail location and you want to manage everyone's schedule or maybe you work at say a hospital a technology company and you have someone who's on call or maybe you have your incident manager and you want to manage those schedules microsoft shifts can help with all of those scenarios i'm going to show you step by step first off how you could set up a shift and then how you can manage those i'll show you what it looks like from a manager's point of view and from a team member's point of view all right let's jump on the pc and see how we can start taking advantage of shifts here i am on my pc and i have microsoft teams open i'm responsible for all of these different locations for the kevin cookie company i have to manage employee schedules i need to make sure that we have people covering all of these different shifts now i don't want to do this manually i think microsoft shifts could really help me with this first off how do i get to microsoft shifts and how do i launch it over on the left rail there's an ellipses let's click on that within here you'll see shifts as one of the recent apps you can go ahead and click on this to launch microsoft shifts now let's say that you're going to be using shifts often you might want to pin it directly onto the left rail to do that you can simply click on shifts and then drag it over and that'll place it on the left hand rail for quicker access in the future for now let's click into shifts this drops me on a screen where i can create a team schedule to be able to create a team schedule you also have to be the owner of the team in this case i own three different teams one for each one of our retail locations for the kevin cookie company today for this example i'm gonna set up the schedule for the new york city location but i can always come back in the future and add a schedule for london and also hyderabad for now let's click on create on new york city on the next screen it asks me to confirm the time zone for new york city now i'm based out of seattle but new york is on the east coast so i'm going to select the appropriate time zone once i select the time zone i'm also going to select the closest city now that i have both the time zone and the closest city selected i'm going to click on confirm and this will now create the schedule or the shift for this retail location this drops us into microsoft shifts and there's quite a bit of functionality here i'm going to walk through an example with our new york city location so you get a feel for how shifts work just to orient you to what appears here across the top we have the days of the week and down on the left hand side i have all of my employees this is a brand new shift so there's not much here yet but let me go ahead and start adding some content first off i want to add two different groups at the kevin cookie company we have service staff you can think of this as people who work at the cash register maybe they stock inventory they clean the floor they respond to customers and then we have the kitchen staff these are the people who are making our delicious cookies so i want to set up groups for each one of these because the kitchen staff well they're experts in the kitchen but not dealing with customers and vice versa our service staff they don't really know how to cook so we're going to create two different groups now by default i have an unnamed group here so let me give this a new name i'm going to click on the ellipses here and then simply rename the group this opens up a prompt to rename the group and i'm going to call the first one service staff once i finish typing in the name i'm going to click on ok i have one group if i want to add an additional group to shifts i can navigate up to the top and i can add another group by clicking on this button let's click on add group this adds another unnamed group and just like before i can click on the ellipses and i can then click on rename group for this group i'm going to call it kitchen staff once i'm done i'm going to click on ok i now have my two groups but it's still pretty empty here and i don't have any of my employees appearing on here so i need to start adding some people to add people to these groups over on the right hand side click on the icon in the text that says add people this opens up a prompt where i can start adding members to the service staff now if someone doesn't appear who you'd expect first you need to add that member to the team and whoever's part of the team you can also then bring them into shifts i have a whole bunch of different employees here for the kevin cookie company so i'm going to start adding people and i'll start with nestor he's a fantastic worker on the front and customers always rave about his customer service once i finish selecting him i'm going to click on add i have to go through one by one and select each person who i want to add so i'll just add a few of my employees to the service staff once i'm done adding employees i'll click on close i also need to start adding some kitchen staff i'm going to do the exact same thing where i click on add people and add a few of our team members i've now added a whole bunch of people into these two different groups i have my service staff i have my kitchen staff and i have a whole bunch of people appearing here tomorrow is a very big day for the kevin cookie company we're gonna have a michelin reviewer visiting the kevin cookie company if we could get a star or two from michelin that will basically ensure success for this business up on the top row here there's a section called day notes for tomorrow i could click into this and i can add a note for this note i'm going to type in michelin reviewer visiting by typing this in all of my staff will be able to see this and they'll realize that tomorrow's a big day and they'll have to make sure they smile and provide extremely good customer service next i want to start adding some shifts i want to make sure nestor is at the kevin cookie company tomorrow so i'm going to select this box under tomorrow on nestor's row and i'm going to double click in it this opens up the add shift dialog and now i can fill out the details related to nester's shift first off i see that the shift is from 8 to 5 pm tomorrow nestor's selected and here again i can see the time the kevin cookie company is only open between 8 and 5 p.m so he's going to be on point for the entire shift now let's say that it's a hospital or maybe a tech company and someone's going to be on call you can also turn it to 24 hours by clicking on this toggle and that'll just adjust it for the entire day i could type in a custom label here for instance if i type in cookie you'll see cookie appear here on the shift schedule i'm going to remove that for now and just stick with the time down below i could also give nestor a break during the day i'm going to give him a 30 minute break just to decompress throughout the day i know tomorrow is going to be a high stress day with such an important visitor coming next i could also add a shift note this will be visible to nestor as he looks at his schedule i'm just going to add this in i like including this but remember to smile to customers i know we all try to remember to do that but sometimes it's easy to forget these are all the core steps of creating a shift but we can also define it in a more granular way by clicking on shift activities i'm going to add some activities for nestor's shift for instance one thing that i like that all of my employees do at the beginning of their shift is make sure that all the inventory on the store floor is stocked up so for the first step i'm going to say restock inventory you could add a code if you look up above you see the code appear there now you could assign a color for this maybe i'll assign green to this and then i could set the time for when this activity occurs now restocking inventory is pretty quick so i'll leave it at 15 minutes and yes of course this is a paid activity i would feel bad if i made this unpaid because it's adding value to the kevin cookie company i can now go through and add a few more activities i've now gone through and i've added a whole bunch of activities for nestor throughout the day he's gonna start with inventory then he's gonna man the cash register then he's gonna clean and then he'll be back on the cash register now i applied different colors for these different activities and i also indicated the times the nice thing here is when nestor looks at his shift for the day here visually he could quickly identify what his day and what those activities are going to look like once i'm satisfied with all of these selections i'm going to click on done i've now finished filling out all the details of nester's shift once i'm satisfied with all of it i could click on save and if i want to share the specific details with nester i could click on share for now i'm going to click on save because i want to go through and finish the entire shift view before i share it with the team i'm now back on the main shift screen and i could go through and i could assign shifts to each individual employee or instead of doing that i could simply set up an open shift that my employees can go in and claim i think i'm gonna go do that instead to create an open shift up here there's a row for open shifts there are currently zero shifts but let me double click into here to add some additional shifts when i click in this opens up a view similar to what we saw before instead of choosing an individual though this is going to be an open slot here you can see that the toggle is set to open i can also untoggle it and type in a specific individual's name i want this to be an open shift so i'm going to toggle this on now along with nestor working as one of our service staff members i want two other people to work alongside nestor i'm going to click on this drop down and i'm going to select two slots here too i could choose the timing of that slot i could even give it a custom label i could add notes just like i could before and i could add activities for now i'm just going to leave it all as is and click on save i've now added some open shifts for the service staff i'm going to go do the same for our kitchen staff i've now added a whole bunch of open shifts and i've also assigned one i want to show you what else we can do within shifts if we look up at the top right hand corner there are different ways that we could visualize all of the shifts right now the view that we see is a weekly view we see seven days worth of shifts if i click up here i could also switch it to just a daily view so i could see one day at a time and here i could shift it to a monthly view so however you want to visualize your data you could very easily change it along with shifting the week i can also click on print so once i'm satisfied with my schedule and maybe once other people have come in and they've claimed some of these shifts i could print it out so when people show up at the retail location they could just confirm what their shift looks like along with being able to print i also have different filters that i can apply to my shifts down below when i click on filters i can filter it by my different groups of employees for instance if i click on service staff it'll hide the kitchen staff view and i can bring kitchen staff back i could also narrow down my shift by individual employee let's say that nestor came by my office and he had some questions about his shifts i can go down here and i could click on nester and i could sort the view only to him moving across the top i also have different views for all of the shifts for instance i could look at my shifts right now i have it set so i see the entire team shift my shift is simply a way of filtering down to what my schedule looks like i could view by people or alternatively i can view by shift when i click to view by shift here i see that i have one assigned shift tomorrow and i have two open for the service stack and staff and three open for the kitchen staff within view i also have different options in terms of how i view this i could break it up by groups i currently have this broken up by groups i could also view it by open shifts and availability so there are many different ways that i could visualize what my schedule looks like for this retail location now that we've looked at a few different ways that we could visualize our data i want to show you what some of the other options are within shifts when i go up to the top bar currently we're in the schedule tab or the schedule view when i click on requests this is where i can see any requests that have come in from my employees for instance if they want to request time off or maybe they want to select or claim one of the open shifts i can go ahead and approve those requests here in a moment we'll have one of our employees come in and we'll see what this looks like next we could click into settings and here within settings once again i could go through i could modify the time zone i could set when the week starts i could copy shifts open shifts these are various categories that my employees can request if they want to request time off for instance vacation unpaid sick day these are a lot of the common ones but you might have other reasons that you want to include on your list now the last one here and this is a very cool feature you can turn on a time clock so when your employees arrive at the retail location so with the kevin cookie company when someone shows up in the morning i want them to start the clock and when they leave in the evening i want them to stop the clock so let's click on begin setup to see how this works this opens up the time clock setup now if you just turn on the clock as is anyone could go into the shifts app via microsoft teams and they could clock in and they could clock out now one of the problems is maybe the employee is not actually at our location when they're clocking in now that wouldn't work too well so i'm going to check this box to include location detection for the mobile app now what's neat about this is if it detects that the employee is near these coordinates it'll clock them in properly but if they're somewhere else they won't get credit so i'm going to copy these location coordinates and just use this as an example and i'm going to turn on the time clock setup now any of your employees who use this if you turn it on they'll need to make sure they turn on location tracking within the team's app i'm going to click on turn on now that i've turned on the time tracking and reporting let's say that maybe at the end of the week i just want to verify that all my employees showed up for their shifts as i expect them to i could export a report and all get information on when they checked in when they checked out when they took any breaks and also if they were at the appropriate location when they took those actions i've now gone through and i've configured the schedule exactly how i want it to be now on a week to week basis this schedule won't really change that much and i'd really hate to have to recreate it luckily up here in the top right hand corner there's the option to copy the schedule if i click on this i can take my current schedule for this week i can make some tweaks to it and then i can paste it into several weeks into the future so that way i don't have to go back and recreate any of these shifts i'm feeling pretty good about this shift schedule coming up and i want my employees now to go in and claim some of these open slots to do that first i need to share this shift schedule with my team to do that up in the top right hand corner there's a button that says share with team let's click on that this opens up the share with team dialogue and i could select what time period i want to share with my team i'm going to select this week in october and i'm going to choose to share it with my entire team now if i made only some modifications for some of my team members and not all i could also set it up so it only notifies affected team members in this case i want to share it with the entire team since we're going to have some open shifts next i'm going to click on share i'm now in nestor's account and i want to show you what it looks like from a team member's perspective just like we did before to access microsoft shifts we're going to click into the ellipses and then click on shifts this opens up microsoft shifts and it's a little bit cleaner than before because it's filtered down just to me nester and i could see my specific schedule now i'm really excited because kevin has assigned me a shift tomorrow when the michelin reviewer is visiting so that must mean that kevin really likes my customer service now i could see over here that there's an open shift on friday and also on saturday now i could use a few more hours i want to make some more income so let me claim the friday shift i'm going to click into the friday shift once i click on it this opens up a dialogue and i can now request this shift i've now requested the friday shift and on saturday i don't know if i necessarily want more time i like having the weekend with my family so i'm actually going to request a day off to request a day off i'm going to go up to the top bar and click on requests within requests i can see my shift request here i'm also going to click on new request when i click on new request it's set by default to time off i'm going to select saturday as the time that i want to take off and it's going to be for vacation now if i go over i could also see that i have the ability to swap shifts with other employees and i can even offer up my shift to others for now i'm going to go ahead with my time off request once i'm ready i'm going to click on send request i now see two requests are pending and i need my manager kevin to go in and approve these requests i've now requested both a shift on friday and i've also requested some time off on saturday now when i actually start my shift i'm gonna have to make sure to click on this clock in button i could do this from both the desktop and i could also use it on my mobile device via teams and going into the shifts app experience i'm going to click on clock in and this is going to kick off my clock in time i'm going to click on yes once i click on yes it indicates that i've been clocked in and here above i can see how long i've been on point once i'm all done once again i'll click on here and i can either start a break or i could clock out back here on kevin's screen i can see that there's a vacation request and there's also a request for the friday time slot i could either click into these and approve or i could click on requests to see a summary of all of the requests i've already gone in and i've approved nester's vacation request and here i see that he also requested a shift on friday i'm going to click on nester's name and then i'm going to click on the button that says approve you know nester is a fantastic employee he's working really hard so i'm glad he requested some time off on saturday now that we've gone through most of the core functionality in microsoft shifts i want to show some additional settings that you have available to you up here in the top right hand corner there's the more options menu under the ellipses let's click on this here i can view a shared schedule let's say i made some edits that i didn't mean to make i could recall the shared schedule make my changes and then publish it out again here i can even export a schedule or import a schedule when you import a schedule you can import an excel file it'll give you a template that you could use to import a schedule it might be a little easier working there then within the shift's interface lastly over on the left hand side there's the hamburger menu if we click on this this is where you can jump between schedules now i have a schedule set up for my team called the new york city times square flagship but if you remember from earlier i have two other locations as well if i click down in the bottom left hand corner i could add a new schedule for these other locations that way i could manage and track each schedule individually along with being able to manage shifts here within microsoft teams on the desktop or within a browser you can also use microsoft shifts on your mobile device all you need to do is launch the teams app and then just like you can on the desktop app you can click in and access the shift's experience this way your employees or you can access this same experience on the go alright that was a quick look at how you can use microsoft shifts within microsoft teams with this michelin reviewer coming tomorrow hopefully we can get our star or two i've heard that that can make or break your business if you enjoyed this video please give it a thumbs up if you want to see future videos like this hit that subscribe button that way you'll get a notification anytime new content like this comes out and lastly if you want to see me cover any other topics in the future leave a note down below and i'll add it to my list of videos to create alright that's all i had for you today i hope you enjoyed and i hope to see you next time bye you

Channel: Kevin Stratvert

Views: 97,304

Rating: 4.9674592 out of 5

Keywords: kevin stratvert, teams, microsoft, microsoft teams, microsoft shifts, shifts, teams shifts, teams shift, shift, schedule, scheduling, team scheduling, team schedule, microsoft 365, 365, 360, Staff, staff hub

Id: 7nPuWYC-wFs

Length: 20min 7sec (1207 seconds)

Published: Thu Oct 08 2020