Work Distribution

Work Distribution allows you to send either an individual Staff Member or a whole Group their planned work schedules from 1 Month upto 6 Months. This allows staff to be able to print it off so that they can plan ahead if they want to take leave.

From the Work menu select Work - Distribution

  • Using the Distribute To drop-down box select either Group or Staff Member
  • Then depending on your choice select the Group or Staff Member to send their Work to.
    • If you have selected to send it to a Staff Member, you will be able to choose to send either a Schedule view (in a calendar format) or a Detail view which lists any Working Days only within the given time frame, this view will also show any work attribute labels that have been assigned to the users working days from the Work Planner.
  • Select the Month you wish to start from
  • Then the number of Months (up to 6 months) you want to send and click Prepare Distribution

Clicking Prepare Distribution will present information on the selections made above i.e. the selected Staff Member(s)* and Email Addresses, if you cannot see any particular user in this list you may want to check that they are in this Group and have their Email Status set to either HTML or Text, this can be checked through their User profile.

*In line with each staff member you can Untick the Send? option to stop this staff member from receiving a work schedule as part of this distribution (they might be on holiday during this period).

Then on the right hand side of the screen you will be able to choose the Format of the Schedule, these can be explained below;

  • Individual (Planner) - This sends each selected staff member their own schedule in a calendar format for the specified period
  • Individual (Breakdown) - This sends each selected staff member their own schedule in a list view, detailing only their planned working days and will also display any work attribute labels that have been assigned to the users working days.
  • Team View (Shows all staff on planner) - This sends each selected staff member their Groups work schedule in a calendar format for the specified period, this helps them to see when they are planned to work and when their colleagues are planned to work.

You also have the option to customise the message that is sent along with the Schedule before you send it, perhaps with instructions on who to contact if any changes are required.

It is important to note that this tool can be run as many times as necessary, in the event that there are numerous updates made to the schedule it is a good way of communicating those changes to your staff.


Title: Work Distribution
Category: Work
Posted: Friday, 14th Nov 2014
By: Callum Ellis
Direct link: https://www.whosoffice.com/support/knowledgebase/work-distribution


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