Your Guide to the Essentials Plan

The Essentials Plan is a free version of ZoomShift, that allows you to utilize Scheduling, Chat, Notes, and Shift Confirmation. In this Doc we will walk you through the basics of setting up your account, and utilizing these Essential Plan features:


Adding Team Members

Inviting Team Members

Scheduling your Team

Shift Confirmation

Creating Shift Notes: Public & Private

Utilizing our Team Communication tool: Chat


Adding Team Members

You can add up to 20 Team Members on the Team Page . You can Locate the Team Page on your Browser, on the top of the window on the Navy Blue banner. If you are using the Mobile App, it is in Settings>Team Members.

Browser view

Once on the Team Page, click +New button in the upper right on the browser, or the Green + button in the lower right of the Mobile App, to Add a Team Member.

Browser View

Inviting Team Members

There are 3 ways to Invite Team Members: You can Invite them as you create them, Invite one or more using the Invite button, or via Sharing a Registration Link


Inviting a Team Member as you Create Them

You can create an auto invite when adding a team member as long as you enter a valid email, and keep the toggle ON to Send Invite. Once you click Create, the Team Member is officially added to your Active Team Members list. 

Inviting One or More Team Members by Email

To send email invites to all team members who haven't registered for their ZoomShift account, click on the Invite button. You should see a pop-up like the one below. Select the team members you would like to send invitations to, and click Send Email Invites

Sharing the Public Registration Page

You can also invite team members to join your organization by sharing your Registration page. 

Click Invite at the top right of the Team page and choose Share Registration Page at the top of the box that pops up.

Simply copy this link and share it with your team.


*Please note: in order to use the registration page you will need to have it enabled in Settings>Registration Page.


Scheduling your Team

Once you have Team Members added, you can begin scheduling. Scheduling is done on the Schedule page located on the top of your Browser window, or on the bottom of your mobile App window.

Simply click the +New button on your Browser, or the Green + button the on Mobile App, to create a Shift.

The Shift box will look like the below. Simply enter information, and choose if you wish to keep the shift Unpublished (Save), or Publish it to the Schedule where Team Members can view it.

Unpublished Shifts (Noted by the wavy lines through them) can only be viewed by Supervisors, Managers, and the Owner of the account. Published Shifts can be seen by Employee Level Team Members as well.

You can create a schedule up to the next full week in the future with the Essentials Plan.

Shift Confirmation

Employee Shift confirmation is a feature that provides the opportunity for greater transparency and flexibility in the scheduling process. By turning on this feature you open up a channel of communication where you can offer a shift or multiple shifts to your Team Members and have them confirm their intent to work them. This ensures that Team Members are actively viewing their schedules and are aware of their shifts, as well as makes employees and management aware of needed schedule changes earlier. 


Turning Shift Confirmation on

You can find the Employee Shift Confirmation feature in Settings>Shift Notifications

Simply click the toggle next to Require Employee Shift Confirmations. When the toggle is to the right and is green, it is on.

How it Works

When you publish shifts individually or in bulk, notifications will go out to each scheduled Team Member letting them know they have shifts to confirm. Shifts pending confirmation have an orange hourglass in the upper right corner. 

When Employees click on pending shifts they have two options. They can Confirm the shift or choose to speak to a manager to possibly re-assign the shift.

If they confirm the shift, it will have a green thumbs up on the schedule.

Creating Shift Notes: Public & Private

Notes are a great way to deliver information to your Team, but, they can also be a great way to document. Below we will discuss how to utilize Public and Private Notes on Shifts and on Team Member Profiles.


Private Vs Public Notes

When creating a note on a Shift, Manager level Team Members will have the option to choose whether to create a Public or Private Note.

Public (Visible): Visible to Everyone (Shifts)

Private (Not Visible): Visible to Manager level Team Members only 


Manually Creating a Note on a Shift

Notes can be entered at the Time of Creation of a Shift or after they have already been created. Public and Private notes can by a Manager or Owner. Supervisors can only create Public notes. Here are the steps: 

1. Click the Notes section of the Shift:

2. Click Add A Note, and Fill out the form and choose Visibility:

Creating a Note on a Team Member Profile

As a Manager or Owner you may need to add important information to a Team Member Profile. You can do this via the Team Page. Here are the steps:

1. Choose the Team Member you want to Add the Note to and open their Profile. 

2. Click the Notes button at the top:

3. Choose Add a Note

4. Enter Note content:

*Important: Notes entered on the Team Page can only be entered by Managers and Owners and they default to Private.


Utilizing our Team Communication tool: Chat

Chat is a quick and easy way to communicate directly with one or more members of your team, as well as share work related documents and image files. Essentials customers get all the features of Chat, with a 30 day storage of those chats.


When utilizing a browser, Chat is located in each Organization in ZoomShift under the Messages header, and Chat Inbox.

Browser

When utilizing the Mobile App, you will find Chat for the organization you are in, under Messages at the bottom of the screen.

Mobile App

Your Chat Inbox will hold all of your outgoing and incoming messages for the Organization you are

currently viewing.


Simply use the +New Chat button (Browser) or the Green + button (Mobile App) to create a group or Individual chat with a Team Member.

Browser View

Mobile App View

Want to send an attachment? Click the attachment button next to the text entry area.

Acceptable file types are doc, .docx, .xls,.xlsx, .ppt, .pdf, .png, .gif, .jpg, which are smaller than 50mb.


Tip: Want to find all the attachments shared with you in that particular chat? Click the View Details button & scroll down to Attachment History.


Want to get a really in-depth look at Chat and all of its features? See this help doc: https://help.zoomshift.com/article/86-chat


Didn't find the answer to one of your questions? Reach out to ZoomShift support at Support@zoomshift.com. We are here to help!

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