Transport Opt-in and Opt-out
Overview
Transport opt-in and opt-out option is used to separate the transport users and non
transport users.
It helps in better planning of fleet requirements and helps in reducing wastages.
Delighted employees as they get an option of opt out and opt in from the next window irrespective of status in the current window.
Transport team get segregation of opted-in and opted-out.
The opt in and opt out feature is a highly customisable feature thus can be used as per the requirements of the client. Below is a summary of the types of this feature.
Type 1. Opt in and Opt out for login and logout.
Opt in and opt out window to capture opt in and opt out preference for future month/s.
Schedule edit window (time during opt in preference remains applicable) configurable up to 12 months but min 1 month.
Email to employees (present on ETS) at opening opt in and opt out window.
Capturing the preference for login and logout shift types separately.
Remove schedule edit option for opted out period.
Privileged roles to have option to change the preference for an employee once in edit window.
Opt out shift visibility. A shift level flag to make certain shifts visible even to opted out.
Shift pair selection.
Hiding opt out for female if one of the shifts is night.
A report to capture the opt in and opt out preference as given by employees. This report is as per schedule edit window.
Type 2. Opt in and Opt out for general shift and night shift.
Opt in and opt out window to capture opt in and opt out preference for future month/s.
Schedule edit window (time during opt in preference remains applicable) configurable up to 12 months but min 1 month.
Making few shifts night and rest general. Night shift is a shift where a flag ‘Night’ is attached with shift.
No impact on scheduling i.e. even after opting out user will be allowed to book schedule.
Opt in and opt out for general shifts. Or Opt in specifically for night shift.
Type 3. Opt in and opt out at day level.
Taking opt in and opt out preference for each day.
Like user provides shift timings, in addition to that user also provide opt in and opt out preference.
No impact on scheduling.
If user opts out then his schedule not to be considered for routing.
This status as provided is saved with schedule.
Report is available to pull out data.
Type 4. Opt in and opt out as a dedicated feature.
Single feature to remain visible on landing page. That means no other operation allowed to employee apart from opt in and opt out.
Opt in and opt out window to capture opt in and opt out preference for future month/s.
Schedule edit window (time during opt in preference remains applicable) configurable up to 12 months but min 1 month.
Capturing preference by single button i.e. transport preference Optin or Opt out.
Shift pair. Shift pair to be shown to user. A user should pick one pair.
For a female and night shift a declaration to be shown.
Default status of new employee is opt out.
Copying status from previous to next month.
Downloadable report.
New employee can provide the transport preference in middle of current month.
Type 1 - Opt in and Opt out for login and logout
Feature settings
Enable/Disable Feature
In the respective URL/deployment/buid, go to site admin section.
In the “Scheduling Management” choose “Opt-in and Opt-out configurations”.
Switch on the feature “Opt-in & Optout”.
Set the opt-in & opt-out window. This value is in days. These are count of days before the last day or after the first day of a month during which every employee to find an opt in and opt out link on their interface.
Choose between “First day of month” or “End at last day of month”. Accordingly, the opt-in and opt-out window will be open.
Slide to choose Schedule edit window. One month as minimum duration and it is in a multiple of a month.
Create shift pairs
In the respective URL/deployment/buid, go to site admin section.
In the “Scheduling Management” choose “Manage Shift Pairs”.
Click on Add Shift Pair Button.
Two drop downs one for login shift and other for logout shift are provided.
Choose login and logout shifts to make a pair.
Hit save icon.
Shift pair is created.
A login or logout shift can be used for multiple combinations.
Making a shift night shift
Decide which shifts are night shifts. This is for both login and logout shifts.
Get the flag added with selected shifts either by SE team or from backend.
Once the Night shift flag is appended, this should be visible in shift management with those shifts as true.
Opt-in and Opt-out status by an employee
When Opt-in and Opt-out window is open, all employees to find a link ‘Update Opt-in and Opt-out’ on their profile page. When user logs in to moveinsync web application. A pop up will be default open as shown below.
If user chooses to close the pop up then it can be opened again by clicking on the link ‘Update Opt-in and Opt-out’ as highlighted below.
Click on the link. A pop-up to open.
Select a shift pair.
Provide opt in and opt out status for login and logout separately.
The response in recorded.
Find the response in Opt in and Opt out report.
Default status of user to be copied from previous month.
Female employee - Night shift and Opt-out
A shift (login or logout) can be categorised as a night shift.
Currently, categorisation of night shift can only be done from back end. A request to be raised with team which manages scheduling server.
When a female employee chooses night shift as part of a pair, then she can not opt out from transport. System to throw message and will not register the response.
In this scenario, either the female employee should choose to opt in or change shift pair.
Email to employees for opt in and opt out window open
An email is automatically triggered to all employees at midnight on the first day of Opt-in and Opt-out window.
Email template
Subject: Transport Opt-in and Opt-out window open
Dear transport user,
Please provide your choice for transport opt-in and opt-out for the period between dd/MM/yyyy to dd/MM/yyyy [dates of schedule edit window]. Please visit your respective profile on MoveInSync web portal and update it. Your default state is copied from previous schedule edit window.
Best wishes,
Transport team
*This template yet to be enabled. Some work is required at the back end.
Email to employee when response recorded
An email is triggered to employee when employee changes the status.
Email template
Subject: Transport Preference of December 2017
Hi <User Name>,
We have recorded the transport Optin/Optout preferences for the month.
Transport Preference : <Shift pair>
Login opt-in and opt-out status -
Logout opt-in and opt-out status -
Updated at: 02:00 PM, 21 Nov 2017.
Thanks
Transport Team
*This template yet to be enabled. Some work is required at the back end.
Privileges of Team Managers or Transport team
A team manager or transport team member should be able to make changes in the Opt-in and Opt-out status of constituents of his team at any point of time including when Opt-in and Opt-out window is closed. He is allowed to change Opt-in and Opt-out status only once during the schedule edit month and when Opt-in and Opt-out window is closed.
He is allowed to make change for one employee in one go and not allowed to make changes to multiple employees in one go.
Email to employee when response recorded
An email is triggered to employee when team manager or transport manager changes the status.
Email template
Subject: Transport Preference of December 2017
Hi <User Name>,
We have recorded the transport Optin/Optout preferences for the month.
Transport Preference : <Shift pair>
Login opt-in and opt-out status -
Logout opt-in and opt-out status -
Updated at: 02:00 PM, 21 Nov 2017.
Thanks
Transport Team
*This template yet to be enabled. Some work is required at the back end.
Opt-in and Opt-out Report
Report is part of business analytics ETS.
Login to ETS.
Hover on business analytics tab.
Click on Reports on drop down.
On the left hand side, scroll to bottom.
Report can be found.
Click on icon of csv.
The downloaded report has following fields and captures opt in and opt out status for a period.
Type 4 - Opt in and opt out as a dedicated feature
Feature settings
Enable/Disable Feature
In the respective URL/deployment/build, go to site admin section.
In the “Scheduling Management” choose “Opt-in and Opt-out configurations”.
Switch on the feature “Opt-in & Optout”.
Set the opt-in & opt-out window. This value is in days. These are count of days before the last day or after the first day of a month during which every employee to find an opt in and opt out link on their interface.
Choose between “First day of month” or “End at last day of month”. Accordingly, the opt-in and opt-out window will be open.
Slide to choose Schedule edit window. One month as minimum duration and it is in a multiple of a month.
Enable engineering property SHIFT_PAIR_SINGLE_OPT_IN_ENABLED.
Create shift pairs
In the respective URL/deployment/build, go to site admin section.
In the “Scheduling Management” choose “Manage Shift Pairs”.
Click on Add Shift Pair Button.
Two drop downs one for login shift and other for logout shift are provided.
Choose login and logout shifts to make a pair.
Hit save icon.
Shift pair is created.
A login or logout shift can be used for multiple combinations.
Making a shift night shift
Decide which shifts are night shifts. This is for both login and logout shifts.
Get the flag added with selected shifts either by SE team or from backend.
Once the Night shift flag is appended, this should be visible in shift management with those shifts as true.
Default statuses and specifics
For new user, default status is Opt out.
For returning user, the status is copied from last month.
A new user can provide the transport preference in middle of the month.
Opt in and Opt out status to have no impact on requesting for transport.
Opted out can still book transport. ]
Opt-in and Opt-out status by an employee
When Opt-in and Opt-out window is open, employees to log in to ETS using valid credentials.
Select appropriate transport preference i.e. Opt in or Opt out.
Select Shift timings. This is a pair in which you generally come to office.
Submit your choice.
Opt-in and Opt-out status by a female employee
A female employee if chosen a shift pair in which at least one shift is night shift and if she is opting out then she has to accept a declaration.
Report
Go to the business analytics section.
Choose the time period.
Download the report by clicking on file icon.
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