Introduction
Shift Comments and Quick Notes offer the ability to record additional information relating to a Shift that has been assigned within Empeon’s Advanced Scheduler. For any circumstances relating to a Shift that may benefit from documentation, a Comment or a Quick Note can be added.
While both Comments and Quick Notes serve the same purpose, they differ in how they are applied. Comments are long-form, manually entered comments, whereas Quick Notes are pre-configured comments that have been set up on the company-level so that they can be quickly assigned rather than typed out.
Configuring Quick Notes
Quick Notes are pre-configured comments set up on the company level so that they can be quickly applied within a Shift. Given this dynamic, Quick Notes are better suited for more common reasons why a Shift might require documentation, such as when it was picked up by an employee or added despite exceeding the budget.
To set up or maintain Quick Notes at the company level, navigate to the Quick Notes Card located within the Scheduling section of the Company tab.
A screen will appear showing any Quick Notes that have already been set up. For existing Quick Notes, there will be options to view, edit, delete or deactivate it, if needed. To add a new Quick Note, click the blue "+ New Quick Note" button.
Upon creating a new Quick Note, the system will prompt for a Code and Description. The Code should reflect the "comment" being documented, and similar to other areas within the system, there is a ten character limit. The Description field is where the actual "comment" can be entered.
Please note that Quick Notes can also be added to the company level directly from within the Scheduler. However, this functionality is limited only to creating new Quick Notes and does not extend to maintaining existing Quick Notes that have already been set up. Editing or deleting existing Quick Notes must be done within the Quick Notes Card in the Company Setup tab. Steps for creating a new Quick Note from the Scheduler will be covered in the next section: Assigning Quick Notes.
Assigning Quick Notes
Employee View
Within the Employee View, every assigned Shift will have a three-dot menu with various options to manipulate the Shift. Among the options is "Quick Notes". To apply a Quick Note to a Shift, simply select this option.
A pop-up will appear with a menu of available Quick Notes that can be applied to the Shift. Additionally, a "+ New Quick Note" button will be available, allowing the creation of a new Quick Note directly from this menu. Any Quick Note created here will automatically be added to the company level and made available to applied moving forward. When applying a Quick Note, there is the ability to add multiple Quick Notes, if desired. Be sure to click "Save" to finalize the assignment of the Quick Note.
Daily View
Within Daily View, the specific Shift, and the date it is taking place, will need to be selected first in order to view the employees that have been assigned. Each employee that has been assigned to the Shift will again have a three-dot menu with various options to manipulate the Shift. Among the options is "Quick Notes"—select this option to apply a Quick Note.
The same pop-up will appear with a menu of available Quick Notes that can be applied to the Shift. There will again be a "+ New Quick Note" button available to add a new Quick Note to the company level.
Assigning Comments
While Comments do not require company-level configuration, they do involve manually typing out the comment for each Shift that requires additional documentation. Therefore, Comments may be better suited for unique, one-off circumstances that warrant documentation.
Employee View
Within the Employee View, the option to apply a "Comment" toward a Shift will be available within the three-dot menu, right below the Quick Notes option.
A pop-up will appear where a comment can be entered. Once a Comment has been entered, be sure to click "Save".
Daily View
Within Daily View, the specific Shift, and the date it is taking place, will again need to be selected first in order to view the employees that have been assigned. Each Shift will have a three-dot menu where the option for "Comment" will be available right below the Quick Notes option.
The same pop-up will appear allowing for the entry of a Comment.