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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

Thursday, March 22, 2018

Simplify Your Schedules with Block Time

With the use of block time, schedules are much easier to manage by only showing shifts that need to be filled. Block time is similar to a placeholder for a position or shift and once applied, that position or shift is no longer open or available.

Block time can simplify your schedule in the following situations:

  • Non-Shift time - when a schedule does not require 24/7 coverage, block time can be used to prevent members from signing up for shifts when coverage is not needed   
  • Find Coverage Alerts - when sending find coverage alerts, any shifts with applied block time will not be included 
  • Special Events schedules - schedules that only need open shifts during specific dates and times (i.e. football games, parades, training, etc) 
  • Different Staffing Levels - a single schedule may require different coverage for different days of the week or during specific hours (i.e. 3 medics during the day but only 2 medics in the evening)

A monthly calendar view will show a lot of extra open shifts when block time is not used, see below.

That same monthly calendar is much simpler after block time is applied, see below:

Using Repeats & Rotations to Add Block Time

Just as members are scheduled for recurring shifts, block time can be scheduled using Repeats & Rotations. Instead of selecting a member’s name for the Repeat and Rotation, select Block Time. After selecting Block Time, the steps are the same as if it were a member being scheduled (e.g. select the schedule and position(s), then enter the details of the rotation for the dates and time to block). Once the rotation is applied, the open shifts will no longer display on the calendar view.  If ranges of block time ever need to be removed, simply use the Date Range Delete feature.

On the Repeats and Rotations page, select Block Time from the Member list, shown below:

Using the Hourly Editor to Add Block Time

Block time can be applied one shift at a time through the Hourly Editor. To add the block time, select the position under the Schedule, then select Block Time from the Member drop-down list at the bottom of the screen. Select the time to be blocked and click Add. A gray bar will now appear to show the position is blocked. To remove block time, simply click the trash can on the scheduled block time.

From the Hourly Editor page, select Block Time from the Member list, shown below:


For additional details on how to simplify your schedule with block time through Repeats & Rotations or the Hourly Editor, please watch the how-to video below:


For questions or additional help with simplifying your schedule using block time, please contact the Support Team at 888.749.5550 or support@aladtec.com. As always - thank you for using Aladtec!

~ Your Aladtec Team

Monday, March 12, 2018

Sync Your Aladtec Calendar to Your Personal Calendar

Syncing your Aladtec calendar to your personal calendar is a great way to keep track of scheduled shifts, time off, and events - all in one location! Using iCal, it’s easy to set up the sync.

Follow the steps below to Find the Subscription Link, then Add the Subscription Link to your Personal Calendar. Keep in mind, the frequency and volume of information synced is controlled by your personal calendar provider (i.e. Google, iOS, etc.).

Find the Subscription Link 


A subscription link is required to sync your Aladtec calendar to your personal calendar. Log into Aladtec on the same device you are using to sync the calendars and copy the subscription link, using the following steps:

  1. Navigate to My Schedule in Aladtec - if on a mobile device, use the Full Site View
  2. Select “Configure” under the iCal heading
  3. Select which schedules to sync to your personal calendar, then click “Subscribe” - for the best performance, only select the schedules you need
  4. Select your personal calendar program, then copy the subscription link

Add the Subscription Link to your Personal Calendar


Google Calendar

To view your Aladtec calendar in your personal Google calendar, add the subscription link via a non-mobile device, e.g. laptop or desktop. Once the Google Calendar is set up on the non-mobile device, Google will sync this calendar on your mobile devices that are connected to the same Google account. The sync may take several hours depending on the Google syncing schedule.

To add the subscription link in your personal Google calendar, complete the following:

  1. Click the “+” next to “Add a coworker’s calendar”, then select “From URL”
  2. Paste the subscription link from the Find the Subscription Link section above, then select “Add Calendar” - it may take a few minutes to sync before the calendar is added
  3. The calendar will appear in the list of Other calendars, as “Aladtec Member Schedule” - depending on Google, this may also show up as a link which can be modified in the next step
  4. (Optional) To modify the name of the calendar, complete the following:
  • From the Google Calendar, under “Other Calendars”, select “Settings” for the new calendar
  • Edit the “Name” for the calendar, then click the arrow to exit “Settings”

iOS Calendar 

For iOS (e.g. iPhone, iPad), add your Aladtec calendar using the steps below. Once completed, your Aladtec calendar will be viewable as part of your iOS calendar.

1.  Navigate to “Settings”
2.  Select “Accounts & Passwords”
3.  Select “Add Account”
4.  Select “Other”
5.  Select “Add Subscribed Calendar”
6.  Paste the subscription link in “Server” - use the link copied from the Find the Subscription Link steps above
7.  Select “Next”
8.  Modify the following “Subscription” settings, then Save
     •  Edit the Description (optional)
     •  Leave “User Name” and “Password” blank
     •  Select “Use SSL”
     •  Turn on/off  “Remove Alarms” (optional)

9. The calendar will appear in the list of Other calendars, as “Aladtec Member Schedule”, unless the default Description was modified in the “Subscription” settings step above 


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

~ Your Aladtec Team

Monday, February 12, 2018

Attach Files to enhance Forms and Member Information

New Feature Release! Aladtec has released an enhancement to Forms and the Member Database allowing files to be attached to form submissions and to a member’s My Info page.


This enhancement will increase efficiency, eliminate paper filing, and streamline processes. For example, using this new feature will allow for:
  • Quickly assessing damage to vehicles by reviewing the attached pictures of damages found during daily rig checks
  • Keeping copies of licenses and certifications for each member allowing for easy access and validation
  • Attaching invoices and receipts to purchase orders, expense reports, etc.

To take advantage of this new enhancement, an administrator will need to add an Attachment field via the Form Configurator or the Member Database Configurator. To add the Attachment field in either configurator:
  1. Drag and drop the Attachment field into the chosen form or the Member Database
  2. Name the field 
  3. Customize the field (i.e. required, number of files, etc.) 
  4. Save

The Form Configurator has a new field available called Attachment, see below.





In the example below, via the Form Configurator, the Attachment field was added to a form and named “Documentation”.

The “Documentation” field below has been customized to allow for three Attachments.



Once the “Documentation” field is available on an individual form, or in My Info, members with the correct permissions can easily attach a file.

In the example below, an image of a damaged vehicle is attached when submitting the form.


Files attached to submitted forms can be viewed on individual submissions, as well as in Form Reports. Files attached to member profiles can be viewed where member attributes can be viewed, including: My Info, the Member Database, and Reports.

In the Form Report shown below, clicking on the number of files gives the ability to view details about each file.



For questions or additional help with attaching files in Forms or the Member Database, please contact the Support Team at support@aladtec.com or 888.749.5550. As always, thank you for using Aladtec!

~ Your Aladtec Team