Athletify Platform: Setting and Managing Limitations for Staff Scheduling
This tutorial will guide you through setting up and understanding the limitation features within the Athletify platform. These features allow you to control maximum working hours, shift counts, and manage scheduling restrictions based on age.
Accessing the Limitations Settings:
Navigate to the Organization Tab: On your Athletify dashboard, locate and click on the "Organization" tab in the main navigation menu.
Go to Settings: Within the Organization tab, find and click on the "Settings" option.
Scroll to Limitations: On the Settings page, scroll down until you find the section labeled "Limitations." Click on it to access the limitation settings.
Understanding the Types of Limitations (Currently Available):
As of this video, Athletify offers a few types of limitations:
Global Limitations: These are default restrictions that apply to all staff members within your organization.
Individual Staff Limitations: These allow you to set specific limitations for individual staff members, overriding the global defaults.
Age-Based Limitations: These allow you to set restrictions based on the age of your staff members, which can be useful for adhering to legal or organizational policies regarding younger employees. Using this setting will give particular staff members that fit the criteria an age badge next to their avatar or profile picture.
1. Setting Global Limitations:
Global limitations establish the default maximums for your entire staff.
Locate Global Limitations: In the Limitations section, you'll see the "Global Limitations" area.
Set Default Maximums: Here, you can define the following default limits for all staff:
Maximum Hours Per Staff Per Week: Enter the maximum number of hours any staff member should be scheduled in a single week.
Maximum Number of Shifts Per Day: Enter the maximum number of shifts any staff member should be scheduled for in a single day.
These settings will be the default for all staff unless overridden at the individual staff level.
2. Setting Individual Staff Limitations:
You can customize limitations for specific staff members who may have unique scheduling needs.
Navigate to the Staff Tab: Click on the "Staff" tab in the main navigation menu.
Locate the Staff Member: Find the staff member you want to set a custom limitation for. You may need to browse through the staff list or use a search function.
Edit Staff Details: Once you've found the staff member (e.g., Aiden in the video), click on the option to "Edit Staff Details" for that individual. This might be represented by an "Edit" button or a similar icon.
Find the Limitations Section: Within the staff member's details, scroll down until you see a section related to "Limitations" or "Scheduling Limits."
Disable Organization Defaults: You will see an option like "Use Organization Defaults." To set a custom limit, you'll need to uncheck this box and check the box for setting custom limitations.
Set Custom Limits: Enter the specific limitations for this staff member. For example, to ensure a staff member doesn't work more than 15 hours per week, enter "15" in the "Maximum Hours Per Week" field and so on for max number of shifts per day.
Save Changes: Once you've set the desired custom limitations, click the "Save" button to apply these changes to the staff member's profile.
3. Setting Age-Based Limitations:
This feature allows you to define scheduling rules based on the age of your staff.
Locate Age Limitations: In the Limitations section, find the area for "Age Limitations."
Create New Age Limitations (if needed): If you don't have any age limitations set up yet, you'll see an option to "Add New Age Limitation." Click this button.
Define Age Range: Specify the age range this limitation will apply to. For example, you might set a limitation for staff "Under 15."
Set Restrictions for the Age Group: For the defined age group, you can set the following restrictions:
Maximum Age Number of Hours Per Staff Per Week: The maximum weekly hours for staff within this age range.
Maximum Number of Hours Per Staff Per Day: The maximum daily hours for staff within this age range.
Maximum Number of Shifts Per Day: The maximum number of shifts a staff member in this age range can work in a day.
Do Not Schedule Before: Set a specific time of day before which staff in this age range cannot be scheduled (e.g., 7:00 AM).
Do Not Schedule After: Set a specific time of day after which staff in this age range cannot be scheduled (e.g., 7:00 PM).
Add More Age Limitations (if necessary): You can create multiple age-based limitations by clicking the "Add Age Limitation" button, allowing you to define different rules for various age groups.
Ensure all relevant age limitations are configured according to your organizational or legal requirements.
Viewing Limitation Conflicts in the Schedule:
Once you have set up your global, individual, and age-based limitations, the Athletify platform will help you identify potential scheduling conflicts.
Navigate to the Schedule View: Go to the "Schedule" section of the platform.
Identify Conflicts: When a scheduled shift violates any of the set limitations for a staff member, you will see a visual indicator, such as a small exclamation point (!) next to the shift or the staff member's name.
Review Conflict Details: To understand the specific conflict, you can click on the shift in question.
Scheduling Staff with Conflicts: When assigning staff to a shift, the platform will often display a list of "Available Staff" as well as a section for "Staff with Conflicts." This section will show you staff members who are available but would violate a limitation if assigned to that particular shift. The platform will usually indicate the reason for the conflict (e.g., "Hannah's gone over her weekly hours," "Ethan's under 15 hours," "This shift ends after 7 PM").
Warning, Not Prevention: It's important to note that while the platform warns you about limitation conflicts, it may still allow you to schedule a staff member despite the conflict. This provides flexibility, but it's crucial to review these warnings and ensure you have a valid reason for overriding the limitations.
Auto Scheduling: When using the auto scheduling feature, all these limitations are considered in the scheduling algorithm.
Conclusion:
The limitation features in Athletify provide administrators with powerful tools to manage staff scheduling effectively, ensuring compliance with organizational policies and individual staff needs. By understanding and utilizing global limitations, individual overrides, and age-based restrictions, you can create schedules that are both efficient and considerate of your team's availability and any applicable regulations. Remember to regularly review your limitation settings to ensure they remain accurate and aligned with your organization's requirements.