Schedule Call List and Call Log

The Call List and Call Log

Managers can use the Call List feature to fill open shifts to ensure the right staff coverage. They can also record the call outcomes in the Call List and view those outcomes in the Call Log.

• The Call List enables you to easily identify the best employee to fill an open shift from a list of qualified employees generated by a procedure set.
• You can then choose an employee from the list and assign the shift directly to them from the Call List.
• When attempting to fill open shifts, the Call List allows you to record the outcome of phone calls, such as whether the employee accepted or declined the offer or there was no response. This helps eliminate duplicate calls and documents attempts to comply with regulations or policies, and it can even be used to sort employees when attempting to fill open shifts in the future.
• The Call Log provides an exportable audit trail of Call List activity during the time period that is loaded in the schedule.

Access Call List

You can access the Call List to fill an open shift.

Navigation: Main Menu > Schedule > Schedule Planner with Absence Calendar

1. From the Schedule Planner with Absence Calendar page, ensure that the correct time period and location are loaded, and then access the Call List using one of the following methods.
   1. Right-click an open shift and select Call List from the glance.
   2. Select Tools > Call List from the action toolbar.
2. From the Call List slider, do one of the following, if presented with a list of open shifts:
   1. If checkboxes appear next to the open shifts, the feature that allows filling multiple open shifts at once is activated in your environment. Select up to three open shifts, then select Next.
   2. Select the More (vertical dots) icon on an open shift and then select Find People.
3. Select a procedure set.
   1. The solution displays a list of employees who are eligible to fill the shift, based on the procedure set criteria.
4. Select the More (vertical dots) icon next to an employee for more information and actions.
5. Select View Details to see more information about the employee.
6. Select Assign to move the shifts to that employee’s schedule or select Back to Employee List.
   1. Note You can also assign the open shift from the More icon on the employee card in the Employee List.
   2. A confirmation message displays when the open shift has been successfully assigned.
7. Repeat steps 2-6 to assign additional open shifts, if needed.
8. Select Cancel or Close to close the Call List.

Record a Call Outcome

The Call List allows you to enter the outcome after you contact an employee to offer them an open shift.

Navigation: Main Menu > Schedule > Schedule Planner with Absence Calendar

1. Access the Call List.
2. On the Call List slider, locate the employee whom you contacted and select More.
3. Select Add Outcome.
4. On the Add Outcome slider, access the Outcomes drop-down list and select the appropriate option.
5. Choosing the Accepted option logs that outcome and automatically assigns the open shift to that employee.
6. (Optional) Type an entry in the Notes box to add information about the outcome.

View the Call Log

The Call Log provides a comprehensive audit record to ensure that proper steps were followed, such as demonstrating regulatory compliance and fairness in scheduling practices, when filling open shifts using the Call List.

Navigation: Main Menu > Schedule > Schedule Planner with Absence Calendar

1. From the Schedule Planner with Absence Calendar page, confirm that the correct time period and location are loaded.
2. Access the Audit add-on.
3. From the Audit drop-down list, select Call Log.
4. By default, the Call Log displays data in Grid View. To review data as a collection of individual cards, select List View. To return to the default view, select Grid View.
5. (Optional) By default, all employees and jobs are included in the Call Log. Select a specific employee or job from the Employee or Job drop-down lists, as needed, and then select Reload.
6. (Optional) By default, the Call Log sorts by shift. Select a different column heading to sort by different criteria, as needed
   1. Tip Select the down arrow on a column heading to access functionality to change the sort direction, hide the column, or group data by the column.
7. (Optional) Select Export to download the Call Log data as an Excel file.