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Thursday, August 30, 2018

Switch Between Aladtec Systems


Aladtec members who work for numerous services may have access to multiple Aladtec systems. These systems can be linked together, allowing the member to easily switch between the Aladtec systems without having to log in to each system.

To switch between Aladtec systems, contact Aladtec Support to link the systems together. After the systems are linked, to switch systems, simply log into one Aladtec system, select the service name in the upper left of the system, and then choose a system. In the example below, a member logged in to one Aladtec system and has the option to switch to two other Aladtec systems.



If you have any questions or would like to switch between Aladtec systems, please contact the Support Team at 888.749.5550 or support@aladtec.com. As always, thank you for using Aladtec!

~Your Aladtec Team

Enforce Strong Passwords

Password security can be improved by enforcing strong passwords for all members in the Aladtec system. When strong passwords are enforced, the Aladtec system requires each member to create a password using a combination of uppercase and lowercase letters, numbers, and symbols, making it more difficult for a security breach to occur.

To enforce the use of strong passwords in the Aladtec system, select the service name in the upper left of the Aladtec system, then choose Setup. Within Setup, select Security and update the Enforce strong passwords setting, as shown below. When a password is updated, the member will be required to use a strong password.




If you have any questions or would like assistance in enforcing strong passwords in your system, please contact the Support Team at 888.749.5550 or support@aladtec.com. As always, thank you for using Aladtec!

~Your Aladtec Team

Get the Most Out of Your Aladtec System

Aladtec encourages customers to take advantage of a free system optimization at least once a year. Over time, not only do the needs of a customer change, due to policy or organizational changes, but the Aladtec system is continually enhanced.

A system optimization is a great time to:
  • identify process improvements, such as replacing paper forms with electronic forms; forms in Aladtec can be submitted from anywhere via Mobile.
  • review Aladtec features, such as Minimum Staffing to quickly identify schedules missing qualified members.
  • understand any new policy changes which may have impacted current configurations such as work limit rules, overtime, trades, or time off.
To schedule a free system optimization for your Aladtec system, please contact the Aladtec Support Team at 888.749.5550 or support@aladtec.com. As always, thank you for using Aladtec!

~Your Aladtec Team

Monday, August 13, 2018

New Options for Administrative Notifications

Aladtec has enhanced notifications, giving administrators greater flexibility in which notifications they receive for other members' requests. With this added flexibility, administrators can better focus on the administrative notifications they really need.

For example:
  • Shift commanders can limit notifications to requests from members on a specific shift, e.g. Shift A.
  • Time Off administrators can receive notifications for just time off.
  • Managers can monitor notifications for groups, like trainees, regardless of which schedule the request may effect.


An administrator must have schedule authority to be notified of other members' requests. Administrative notifications are set up via the My Info page.



Administrative notifications will be sent for specific requests based on groups of members, i.e. Access Levels or Work Groups. Keep in mind, this does not necessarily mean an administrator will receive all requests generated by a particular group, because the administrator must also have Schedule Authority over the request.



Administrators can choose to receive administrative notifications for Sign-Ups, Time Off, and Trade requests as an email, text, or as both email and text.



In the example below, the administrator has chosen to receive administrative notifications for Sign-Ups and Trades based on two Access Levels, but only receive administrative notifications for Time Off based on one Access Level. This allows the administrator to receive the proper administrative notifications needed to manage the schedule and to receive only the Time Off administrative notifications they need.



For additional detail on how to set up administrative notifications, watch this video.

For questions or additional help with administrative notifications, please contact the Support Team at support@aladtec.com or 888.749.5550. As always, thank you for using Aladtec!

~ Your Aladtec Team

Monday, July 9, 2018

Removing Scheduled Time with Date Range Delete

Date Range Delete can be used to quickly remove scheduled time for a specific period of time. Use Date Range Delete to:

  • remove block time on a special events schedule, e.g. open up shifts for EMT coverage of football games
  • remove a member’s scheduled shifts, in the middle of their rotation, for a temporary schedule change
  • remove all scheduled shifts for a single schedule after a specific date
  • remove multiple shifts that were scheduled manually, i.e. a rotation doesn’t exist to modify or delete

Date Range Delete can be used to remove block time, remove one or all employees, or remove both block time and employees for a schedule. The delete can be narrowed down further to specific positions, days, and time ranges all within a specific date range. Keep in mind that Date Range Delete is deleting scheduled shifts from the system, so it’s a good idea to confirm the entered information is correct prior to selecting continue.

The example below shows using Date Range Delete to remove block time from two positions on the Special Events schedule, specifically from 18:00 to 22:00 on Fridays between August 24, 2018 and October 26, 2018.



To learn more about using Date Range Delete, watch the video below.


If you have any questions or need additional assistance with Date Range Delete, please contact the Support Team at 888.749.5550 or support@aladtec.com. As always, thank you for using Aladtec!

~Your Aladtec Team

Monday, June 11, 2018

Resolving Conflicts with Repeats & Rotations

Repeats and Rotations are quick and easy to use when scheduling complex rotations for members. Before applying a repeat and rotation, Aladtec will automatically check for conflicts. If any conflicts are found, a warning will be displayed. The warning will help identify whether:
  • the member is already scheduled for a different shift.
  • another member is already scheduled for the shift.
  • shifts are not open for the member to work.
  • the member already has scheduled Time Off. 

When applying a Repeat and Rotation, if any conflicts occur, a warning will be displayed. The date/time and type of each conflict will be included in the warning. As a helpful reminder, a key describing the conflict types is displayed at the bottom of the warning page.
In the example below, the warning shows the member will be successfully scheduled where blue squares are displayed. If the member is already scheduled, pink squares with the letter S are displayed. The option to either leave the member’s time as currently scheduled or change the member’s time to the new rotation is provided. To view additional information on where the member is already scheduled, use the Schedule Views or the Hourly Editor.


When time is already taken by another member or block time, a warning will display pink squares with the letter T, as shown in the example below. Confirming the rotation will not overwrite the time already taken. If the member needs to be scheduled into the time that’s already taken, use the Hourly Editor to remove the currently scheduled member and then reapply the repeat and rotation.


When a member has approved Time Off during the requested rotation, the warning will include orange squares with the letters TO, as shown in the example below. Confirming the changes will not overwrite the Time Off. If the member needs to be scheduled, use Schedule Views, or My Schedule, to cancel the approved Time Off.


To learn more about resolving conflicts in Repeats and Rotations, watch the video below.

If you have any questions or need additional assistance with Repeats and Rotations, please contact the Support Team at 888.749.5550 or support@aladtec.com. As always, thank you for using Aladtec! ~Your Aladtec Team








Friday, April 13, 2018

Trade Shifts Quickly on Desktop or Mobile


In Aladtec, trades make it easy for members to manage their own schedule changes and are a great way to reduce administrative workload. Simply set up trades in your system to allow members to giveaway or swap their scheduled shifts. Additional options can be configured for trades, such as requiring approval, sending notifications, and limiting the time, duration, and shift schedules that members are allowed to trade. Once set up, trades can be processed in a few quick steps!

Configuring Trades

Trades can be configured based on the needs of your service. For example, only allow trade requests within the current month; require shift swaps to be repaid within the same pay period or for the same schedule; or only allow shifts to be given away rather than swapped. To configure the trades in Aladtec, go to Setup, then edit each Work Group to modify the trade types, swap rules, approvals, and notifications, as shown below.


Initiating a Trade

Members or administrators can initiate trades both in the desktop or mobile versions. On the desktop, trades can be initiated from My Schedule or the Trades page. On mobile, trades can be initiated from Upcoming Shifts or the Trades screen. Requesting a trade from the Upcoming Shifts screen in mobile is shown below.



After requesting a trade, the type of trade (i.e. giveaway or swap), the times, and the recipients can be modified, if needed. Additionally, notes can be added for the administrator and the recipients. To be an eligible recipient, a member must be both permitted to work in the position on the schedule and be available to work (i.e. not already scheduled and not on Time Off). See below for an example of a Trade Request via mobile.

Accepting a Trade

On a giveaway, a recipient can take the shift via their My Schedule page. For a swap, a recipient needs to offer a shift back to the member who initiated the trade, and then, the initiating member can accept the offered shift. After the members have completed the giveaway or the swap, the schedule will automatically update to reflect the trade, unless administrative approval is required.

The member initiating the trade must confirm the swap by choosing an offered shift, as shown below.


Approving a Trade

For trades requiring administrator approval, administrators can approve or deny from multiple locations in the desktop view, including the Dashboard, Schedule Views, My Schedule, and Change Requests. In mobile, administrators can approve or deny from the Admin Tasks - Pending Trades displayed in the Dashboard.

An example of processing the trade request from the desktop Dashboard is included below.

For more information on processing trades, watch our help video below.




If you have any questions or need additional assistance with trades, please contact the Support Team at 888.749.5550 or support@aladtec.com. As always, thank you for using Aladtec!

~Your Aladtec Team