How to limit shifts to specific positions

In any given schedule, you may have certain shifts that are intended for staff members in certain positions. For example, a circulation desk schedule may have shifts for supervisors, front-line workers, book shelvers, etc. Instead of setting up separate schedules for each position, you can now create dedicated shifts that can only be filled by staff in those positions.

When enabled, you can limit a shift to one or more positions from your Organizational Hierarchy. When assigning the shift, staff members who are not in an eligible position will appear as unavailable -- just like if the shift were outside their working hours, they had time off that day, etc. Although you can still override this when assigning shifts manually, Auto Scheduler will not automatically fill a shift with a staff member who is not assigned to the designated position(s).

This Springboard will walk you through the steps required to set this up, from creating your organizational hierarchy to assigning shifts.

Adding positions to your organizational hierarchy

Each staff member you add to LibStaffer can be assigned to a specific location, department, and position in your organizational hierarchy. Admin users have the ability to add, edit, delete these location, department, and position names by going to Admin > Org Hierarchy. Locations, departments, and positions comprise the three levels of the organizational hierarchy.

  • A location is the top level of your organizational hierarchy and indicates where each staff member is based. If you are using LibStaffer for a single library, then you may only need to add a single location. But, if you're using a single LibStaffer system to manage staff across multiple branches, libraries, or campuses, then you may want to add a location for each.
  • A department is the second level of your organizational hierarchy and can be used to indicate the individual units or service points where staff are assigned to work. For example, you may have departments for Administration, Reference, Access Services, and Technical Services. Or, if you are a larger or more specialized library, you may also have departments for Library Systems, Archives, Special Collections, Government Documents, and so on. Each department you add can be assigned to staff in any location, so you do not need to recreate the same department for multiple locations.
  • A position is a job title or classification assigned to each individual staff member. For example, you may have really specific positions like Library Director, Head of Reference, or Systems Librarian that are assigned to just a few specific people. You may also have positions shared by multiple staff members, such as Circulation Assistant, Student Assistant, Library Page, Shelver, etc. Each position you add can be assigned to staff in any location or department, so you do not need to recreate the same position for multiple locations.

​Before you can begin creating shifts for specific positions, you must first add those positions to your organizational hierarchy. (It is not necessary to create locations and departments before creating positions -- they can be added independently of the others.) To add new positions, simply click on the Positions tab on the Organizational Hierarchy page.

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Assigning staff members to positions

After adding your position titles to LibStaffer, the next step is to assign them to the appropriate staff members. Admin users can do this by editing a user's LibStaffer account under Admin > Accounts. You can assign a user to one or more positions, as needed, or no positions at all.

These position assignments will determine whether or not the staff member is eligible to work a shift that is limited to a specific position. When swapping or claiming shifts on a schedule with shift positions enabled, users will only be able to swap or claim shifts for eligible positions. For example, if a staff member has the position of "Circulation Assistant", they will not see available shifts limited to the "Student Supervisor" position.

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Enabling shift positions for a schedule

To begin creating shifts for specific positions, you must first enable shift positions in your schedule's settings. Once enabled, schedule Admins will see the Position option appear in the Add/Edit Shift windows.

To get started, go to Admin > Schedules Settings and edit your schedule. You'll find this option in the Shift Positions panel under the Name & Info tab.

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Creating shifts for specific position(s)

Now that you've created & assigned your position titles and enabled shift positions in your schedule, you're ready to add positions to your schedule's shifts. You can do either when creating a new shift, or editing an existing one -- just look for the Positions dropdown in the Add/Edit Shift window and select the position(s) that can work the shift. It really is that easy!

When assigning a shift that has been limited to a position, staff members who have not been assigned to the designated positions will appear as unavailable. Although you can still manually override this (like you can for when a user is unavailable for other reasons), Auto Scheduler will skip these ineligible staff members when filling shifts.

  • If a shift has been assigned to multiple positions, a user only needs to belong to one of them in order to be eligible for the shift. For example, if you have a shift assigned to the "Supervisor" and "Circulation Assistant" position, then staff in either position can be assigned to it.
  • If a shift has no position assignments, then it can be assigned to any available staff members from that schedule.
  • If a user swaps or gives up a shift assigned to a position, it can only be swapped with or claimed by other users from that schedule who are also assigned to that position.

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