What is an unscheduled shift?
An unscheduled shift is when a member of staff clocks in to a shift that wasn't pre-planned on the rota. This can happen when someone is called in at the last minute, covers a colleague at short notice, or arrives for a shift that hasn't yet been added to the schedule.
Why this is useful
Without this feature, staff arriving for an unscheduled shift had no way to clock in through Florence - no audit trail and hours worked being miscalculated.
With unscheduled clock-ins enabled, staff can record their attendance in real time, and admins are immediately notified so they can take action.
N.B. A tablet is required for Unscheduled Shifts and you will need to ask a Florence admin to enable the feature.
Staff: How to clock in to an unscheduled shift
Access the Location clock-in tablet
Enter your name
You won't see a scheduled shift — but you can still start a clock-in by selecting Unscheduled shift
Confirm your worker type, unit, and location when prompted
Add the start time and expected end time of your shift
The tablet will prompt you to take a photo to verify your identity
Admins: What to do when you receive an unscheduled clock-in notification
When a staff member clocks into an unscheduled shift, Florence will send you an email notification straight away.
The email will include:
The worker's name
Their worker type
The unit and location
The clock-in and clock-out times
Once you've received the email, you'll need to:
Confirm the shift times and break details with the worker
Go to the Rota in Florence Web
Navigate to the correct date and unit
Create a new shift for the worker with the confirmed times
You can then review and approve the timesheet as normal