Site Admin Configurations

Site Admin Configurations

1. Site Administrator Page Overview

The Site Admin page is used for configuring scheduling-related functions such as shifts, cut-offs, notifications, and employee scheduling logic.

2. Scheduling Management

Used to configure:

● Shifts

● Shift cutoffs

● Auto SMS and email triggers

3. Manage Shifts

Navigation Path:

Site Administrator → Scheduling Management → Manage Shift

To create a shift:

1. Go to Manage Shift

2. Click Add New Shift

3. In the “Add New Shift” window, fill in the fields:

● Shift Type: Login / Logout

● Login: Shift start time (when employee is expected at the office)

● Logout: Shift end time (when employee is expected to leave)

● Time of the day: Define actual shift timing

● Avg. Speed: Estimated average vehicle speed (used for travel time calculation)

○ Peak hours: 20–25 kmph

○ Non-peak hours: 40–45 kmph

● Avg. Waiting Time: Time a cab waits for employee (recommended: 2–3 mins)

● Pick Up: Choose pickup/drop type (Nodal / Home)

● Female Constraint: Rule for deploying a guard/escort when a female employee travels

○ Options: First/Last Female, Second/Second Last Female, Any Female, or Disable

● Gender: Choose if shift is visible to Male/Female employees

● Office: Select one or multiple office locations associated with the shift

Important: Once created, a shift cannot be deleted.

To edit a shift:

● Click Edit next to the shift.

● You can update:

○ Avg. Speed

○ Avg. Waiting Time

○ Pickup type (Nodal/Home)

○ Female Constraint settings

○ Gender visibility

○ Office locations

To view shift history:

● Click on History next to a shift.

● View creation/edit timestamps and who made the changes.

4. Manage Shift Category

Used to:

● Define shift cutoffs for scheduling, cancellation, ad hoc requests, and no-shows.

● Create categories for employee groups and link them to teams.

To create a new shift category:

1. Navigate to Manage Shift Category

2. Click Add Category

3. Enter category name and click Apply
   

To remove a shift category:

1. Click Remove next to the category.

○ If the category is unused by any team, confirm deletion in the popup.

○ If the category is associated with a team, an error will appear, asking you to reassign the category before deletion.

To configure cutoffs for a shift category:

1. Select the desired category.

2. Choose:

○ Shift Type (Login/Logout)

○ Shift Time

○ Cutoff Type

Cutoff Types:

● Schedule Edit Cut-off: Hours before shift when edits are allowed

● Schedule AdHoc Cut-off: Allows edits beyond the Schedule Edit Cut-off window

● Schedule Cancel Cut-off: Last window before shift ends during which cancellation is allowed

● Schedule No Show Cut-off: Defines when an employee will be marked as 'No Show' if cancellation occurs late

5. Q&A for Common Issues and Resolutions:

Q1: What should I do if I can't add a shift due to missing or incorrect fields?

Resolution:

Ensure all required fields are completed, including valid Shift Start/End Times, Avg. Speed, Pickup Type, and Female Constraint.

Q2: How can I remove or delete a shift?

Resolution:

Shifts cannot be deleted. You can edit or mark it as inactive by removing associated offices or adjusting other parameters.

Q3: How do I view shift history or track changes made to a shift?

Resolution:

Go to Manage Shift → Click History next to the shift to see timestamps and user information related to edits.

Q4: I cannot delete a shift category. What should I do?

Resolution:

Reassign the category to a different team or ensure it is no longer in use before attempting to delete it.

Q5: How do I configure shift cutoff types?

Resolution:

Navigate to Manage Shift Category, select the category, and define the cutoffs for Schedule Edit, AdHoc, Cancel, and No Show.

Q6: I can’t see a shift option for the employee gender. What should I do?

Resolution:

Ensure the Gender setting is configured correctly during shift creation or editing.

Q7: Why is the system not sending SMS or email notifications?

Resolution:

Verify Auto SMS and Email Triggers settings and confirm correct integration with notification gateways.

Q8: What should I do if employees are not receiving notifications on cancellations or changes?

Resolution:

Ensure notification triggers are enabled and employee contact details are accurate in the system.