StaffHub is the latest member of the Office 365 family of tools and features, and is a great new way to take the hassle out of managing and maintaining shifts and rotas with part time and shift-based workers. Whether you’re managing a restaurant, school, retail outlet, or IT support team, StaffHub is your home for rotas and shifts.
While StaffHub is very easy to use, it’s still very new – so today’s article will explore some top tips around how to make the most of your rotas and shifts. So, without any further delay, off we go!
Getting into StaffHub
StaffHub is available on Office 365 for those who subscribe to K1, E1, E3 or E5 plans (or the education version equivalents). Accessing StaffHub is done one of two ways – if you’re a manager who will be setting shifts and organising a team, you’ll need to sign in through the web with your Office 365 account at staffhub.office.com. If you’re a staff member who will be checking your shifts and requesting trades or times off, you’ll need to download and open an app from the App Store on iOS or Google Play on Android.
For now, we’ll assume you’re signing in as a manager, and move on to the first real lesson:
Everything is asynchronous!
If you’re not too technically savvy, or don’t know what we mean by that term, it’s really very simple – you’ll find there are no save buttons or “Submit” forms. Everything you type or change will update and save instantly and immediately. You can try it right away by clicking on a particular day, and choosing to add a new shift. As soon as you type in the details, the shift appears – with no waiting for a save or submit in sight.
… and everything is Keyboard enabled!
Maybe just as modern and exciting as the point above – you can use simple keyboard shortcuts to navigate and set shifts. Wondering how you can select a particular day pattern for 5 employees at once, and copy them into multiple days in the future? Just hold shift and click to select all the days you want to copy – then just hit Ctrl-C (Cmd-C on a Mac), and Ctrl-V (Cmd-V on a Mac) to copy and paste to your heart’s content.
Work week by week
StaffHub is geared towards those teams who may see regular changes in shifts and need to move people’s responsibilities and days off and on around the calendar on a regular basis. As such, it doesn’t currently support creating “recurring shifts” or setting dates far off into the future. Instead, concentrate on just one or two weeks at a time – set your shift carefully, and publish those weeks in plenty of time for employees to know when they’re expected on site.
Because of this, it’s important to dedicate a little time as the team manager to go to the site in plenty of time, navigate to the next week, and set up the next set of Rotas. If you’re in a team where most of the time things are roughly the same with only minimal changes, then don’t forget to use the handy “Copy Last Schedule” button in the top right corner of the screen. This takes the last week, and copies it into the present week, ready for whatever shuffles and tweaks are needed.
Use “Files” for critical and compliance documents
Do you work in an environment where you need to prove you’ve given your employees health and safety documentation? Or do you have a critical document you need to be 100% sure employees are never without? Upload them to the “Files” section (in the top right corner of the screen for managers). Any documents uploaded here will become available to employees whenever they open the app, so you know they’re to hand. We recommend this should contain at least your employee handbook, code of conduct, and any health and safety documentation you need to distribute.
Take heed though – this is not a SharePoint site with advanced document management features. It’s best to keep the “Files” here to a minimum, otherwise things may rapidly become unmanageable.
Search for Shifts to keep things aligned
Instead of manually setting up the same details each and every time you fill in a cell, click in the drop down next to the cell, and type the start time for an existing shift – e.g. “8”. You’ll see the list of suggested shifts updates, allowing you to quickly reuse one – including times, colour, and paid leave allowance.
Use colour coding
When you create a shift, don’t neglect the “Colour” feature. This will set the background of your shift time to a specific shade, so you can quickly categorise particular shifts in a particular way. It can be handy to sort shifts at a glance by location, type of work, or even which “band” of time a shift occupies. There’s no restriction on how you can use Colour coding, so you’re free to choose an approach which works best for you.
As StaffHub is very new, many changes are expected in the near future. However, if you have a new tip to get the most of StaffHub, leave it in the comments below. And if you want to explore what StaffHub and the other fantastic offerings in Office 365 can do for you, get in touch with Kinseed today – we’ll be glad to help guide you on your journey.