Team Communications

Learn how to use the various communication tools in the Shifts platform to effectively communicate with your team, send notifications, provide feedback, and keep everyone informed.

Overview

Effective team communication is essential for smooth operations and employee engagement. The Shifts platform provides managers with multiple communication channels to keep their teams informed, coordinate schedules, provide feedback, and manage notifications. This article explains the key communication tools and how to use them effectively.

Notification System

Accessing Notifications

To manage team notifications:

1. Navigate to Team Management > Notifications
2. View all notification types and current settings
3. Configure who receives which notifications
4. Create new notification rules for specific events

Types of Notifications

The platform supports several notification categories:

• Shift Notifications: Assignments, changes, cancellations
• Attendance Alerts: Late arrivals, missed shifts, early departures
• Performance Updates: Ratings, feedback, recognition
• System Announcements: Platform updates, maintenance alerts
• Compliance Reminders: Required training, certification expiration

Configuring Notification Rules

Create custom notification rules based on specific conditions:

1. Go to Notifications > Rules
2. Click Create New Rule
3. Select the trigger event (e.g., “Late Check-in”)
4. Define conditions (e.g., “More than 15 minutes late”)
5. Choose recipients (specific managers, all managers for a location, etc.)
6. Select delivery channels (in-app, email, etc.)
7. Save your rule

Shift Communications

Shift Assignment Notifications

When assigning employees to shifts:

1. Select the shift from the schedule
2. Assign team members using the assignment tool
3. Toggle the “Send notification” option
4. Add an optional custom message
5. Complete the assignment

The system will automatically notify employees of their new assignments.

Shift Change Communications

When changing existing shifts:

1. Navigate to the shift details
2. Make the necessary changes
3. Select who should be notified about the changes
4. Add explanatory notes if needed
5. Save the changes

Affected employees will receive notifications about the updated shift details.

Marketplace Announcements

Promote available shifts to eligible team members:

1. Go to Shift Management > Marketplace
2. Create a new marketplace listing
3. Set visibility options (all eligible employees, specific teams, etc.)
4. Add attractive details or incentives
5. Publish the listing

Team Invitations

Invite new team members to join the platform:

Sending Email Invitations

1. Navigate to Team Management > Team Invites
2. Click Send New Invitation
3. Enter the recipient’s email address
4. Select their role and location
5. Customize the invitation message
6. Set an expiration date (optional)
7. Send the invitation

Managing Invitations

Track and manage all outstanding invitations:

1. Go to Team Management > Team Invites
2. View all pending invitations
3. Check invitation status (sent, opened, accepted)
4. Resend invitations if needed
5. Revoke invitations that should no longer be valid

Performance Feedback

Provide structured feedback to team members:

Shift Performance Ratings

After shifts are completed:

1. Navigate to the completed shift
2. Click Add Performance Rating
3. Rate the employee’s performance on a 1-5 scale
4. Add detailed feedback comments
5. Select whether to share the rating immediately or during reviews
6. Save the rating

Attendance Feedback

Address attendance issues promptly:

1. Go to Attendance Management > Issues
2. Select the attendance record requiring attention
3. Click Provide Feedback
4. Document the issue and your recommendations
5. Choose whether to request acknowledgment
6. Save and send the feedback

Email Communications

Customizing Email Templates

Personalize standard email communications:

1. Navigate to Team Management > Communications
2. Select Email Templates
3. Choose the template to customize
4. Edit the content while keeping the required variables
5. Preview the template
6. Save your changes

Sending Group Emails

Communicate with multiple team members at once:

1. Go to Team Management > Communications
2. Click New Group Message
3. Select recipients by location, role, or individually
4. Compose your message
5. Schedule sending time (immediate or future)
6. Send or schedule the message

Managing Attendance Communications

Approval Workflows

Streamline attendance issue communications:

1. Navigate to Attendance Management
2. Review records requiring attention
3. For each record, choose to:
   • Approve with a note
   • Request additional information
   • Reject with explanation
4. Add detailed comments explaining your decision
5. Complete the action

Setting Up Automated Alerts

Configure the system to alert you about attendance patterns:

1. Go to Notifications > Attendance Rules
2. Create rules for issues like:
   • Consecutive late arrivals
   • Absence patterns
   • Missed check-outs
3. Specify notification thresholds
4. Choose delivery methods
5. Save your alert settings

Using AI-Powered Communication

Leverage the AI assistant for team management tasks:

1. Navigate to AI Assistant > Team Management
2. Ask questions about scheduling, attendance, or performance
3. Request suggestions for managing specific situations
4. Generate communication templates for common scenarios
5. Analyze communication patterns and effectiveness

Best Practices

For optimal team communications:

1. Be Consistent: Establish regular communication channels and schedules
2. Set Clear Expectations: Clearly communicate policies and requirements
3. Personalize When Possible: Tailor communications to individual employees
4. Use the Right Channel: Choose appropriate communication methods for different messages
5. Keep Records: Document important communications for future reference
6. Be Responsive: Reply promptly to questions and concerns
7. Balance Automation and Personal Touch: Use automated tools but maintain human connection

Related Resources

• Managing Profiles
• Compliance Reports
• Team Dashboard
• Notification Settings

This article should be updated when:

1. New notification types are added
2. Changes to the communication workflow
3. Updates to email template capabilities
4. New team management communication features
5. Changes to notification rule configuration
6. Updates to the AI-powered communication features