Ishtar.Shifts configuration settings (admin)

Settings screen

The configuration section is accessible only to users with administrator rights. Only administrators can use the button  (in the colored application menu bar), to navigate to this page. The configuration section consists of 4 parts, namely:

• Contact details
• Departments
• Absence types
• Notifications

 

 

Contact details

The "Contact details" tab contains the same contact overview that all users can view via "Contacts" in the navigation menu. More information on changing the view, sorting and filtering of overviews can be found in the user manual. As administrator, you have all management options over this overview in this screen.

Following fields are included by default in Ishtar.Shifts: first and last name of the user, e-mail address, phone number, mobile number, department and position. If additional parameters are required, you can configure them via the "Parameters" button. Once you click this button, all custom parameters are displayed. For each parameter, you as administrator can also determine whether or not the users can be adjusted individually (they will only be able to adjust this for themselves).  To add additional parameters, click the "+" button, then enter the desired name and save it via the "Save" button. In addition to adding, you can also modify the current parameters or, if they are no longer needed, delete them.

To add a new employee/contact, click the "Add" button in the upper right corner. This will bring up a form where you can enter all the necessary information about the employee. Start by selecting the person you want to add. Note that the person must already be licensed for Ishtar.Shifts to be available in the dropdown list. If the person does not appear, you must first assign them a license in Ishtar.365. After you select the desired person, some fixed fields will be filled automatically based on the information from Azure AD. You can fill in any other required information, including additional parameters. If you select one or more departments, this person will also have the ability to assign shifts to themselves in the permanent calendar, as well as the ability to record absences for themselves. After all required information has been entered, you can add the contact person by clicking the "Save" button.

To update the data of an existing contact, select it in the overview. This will display all information for the selected person, along with two buttons to edit the information. Clicking the "Edit" button will display all the information entered for the contact in the contact form. After making some changes, you can save them by clicking the "Save" button.

After you select a contact, all information of the selected person will be displayed. Then you can delete this contact by clicking the "Delete" button. If you are sure of your decision, you should confirm this action again. After deleting a contact, you may also wish to delete the license of this user in Ishtar.365.

 

Departments

The "Departments" tab provides an overview of all departments and their supervisor in your organization. You can filter this overview based on a search term and only the relevant results will be displayed.

To add a new department, click the "Add Department" button in the top right corner. This will display a form where you need to enter the department name, supervisor and phone number. After all the required information has been entered, you can add the department by clicking the "Save" button.

To update the information of an existing department, click the button  next to the desired department. This will display all the information of the selected department in a pop-up form. After making the desired changes, you can save them by clicking the "Save" button.

To delete the information of an existing department, click the button  next to the desired department. If you are sure of your decision, confirm this action again. 

For each department, you can configure template shifts for permanency scheduling. Click on the "Templates" button and then select the desired department. After selecting a department, all template shifts that are already configured are displayed.

To add a new template shift, click (right click) in the weekly schedule on the desired starting block corresponding to the desired day and time. In the pop-up window, determine the start and end of the shift and click the "Save" button.

You need to repeat these steps for all required shifts for the selected department. Although you can also easily copy an existing shift. Right-click on the desired shift, select "Copy" and then choose the day you want to copy it to.

To modify a template shift, right-click on the desired absence and then the "Edit" button. Make the desired changes and save your changes using the "Save" button. 

If you wish to delete a template shift, right-click on the desired shift and then click the "Delete" button. After this, you will be asked for another confirmation. If you are sure of your decision, you should confirm this action again.

 

Absence Types

In the "Absence Types" tab, administrators have an overview of all absence types that apply in your organization.

If you wish to edit an absence type or add a new absence type, click the "Edit" button in the upper right corner. Then all absence types in the overview can be edited. 

You can add a new absence type after you have already clicked the "Edit" button in the upper right corner and then click the "Add absence type" button. An empty item is added at the top of the overview. You can then enter the desired name, for example "Vacation," for the new absence type. Furthermore, you can choose another color via the color picker. In the absence calendar, users can easily recognize each type by its set color.

In edit mode, you can update all absence types as needed. If you wish to delete one or more absence types, you can click the button  next to the desired absence type. The absence type will become transparent across the line to represent that it will be deleted. If you accidentally deleted the wrong absence type, you can undo the deletion by clicking the button again.

 

Notifications

In the "Notifications" tab, you will find an overview of all the notifications that have been set up in Ishtar.Shifts. There are several notifications that Ishtar.Shifts can send out, such as:

• When a new leave request has been registered.
• When a request has been made to take over a shift from someone.
• Automatic notification to all employees who have not yet registered any absences/leaves in the upcoming quarter.

You can also filter this overview based on a search term and only the relevant notifications will be displayed as results.

You can add a new notification by clicking the "Add Notification" button in the upper right corner. A pop-up window will then appear where you can manage all the settings. First of all, you need to define when this notification should be sent. If you want to send an instant notification, choose "Instant messaging." If a specific trigger is needed to trigger a notification, choose "Notification." In either case, you can also set to send this notification repeatedly until a specific date or until a specific condition is met. 

If you want to set the notification to be sent repeatedly, check the "Repeat" option. Next, you need to define from when to when the repeating notifications should be sent. After entering the start and end date, you need to set the frequency. 

• 1-time: Only with '1-time' the set end date is not taken into account. Here the notification will be sent out once at the set day and time.

• Daily: You can specify how many days the notification will be sent, for example every 2 days.
• Weekly: Here you can specify every number of weeks the notification will be sent out and on which days, for example every Monday and Tuesday.
• Monthly: Here you can define in which month(s) a notification will be sent out and on which days or a specific day.
  
  • When you indicate "day(s)", you can select the desired days, just as with "weekly".
  • If you would like to sent a notification on the first or last working or calendar day of the month, choose the second option "On the," then you need to specify the calendar day and then choose between calendar or working day. For example, if you select the 31st calendar day and you designate the month of February, the notification will be sent on the 28th or 29th day of the month. Selecting the 31st day is the same as indicating "last."

In case you wish to send an automatic notification when, for example, a new absence was added, you should select the "Notification" type and indicate the "Trigger" option. Next, the form expands with the setting options for the trigger condition.

• Object type: Here you select the desired trigger. Select one of the possible triggers.

• Trigger: Here you define the status when the notification should be sent out.

• Condition: In the remaining dropdowns you define the condition that must be met before the notifications are sent out. For example, if you want to receive notifications only for absences of employees within a specific department, select "Department" under "Subject", then select "=" as operator and choose the desired department as "value". 

The following button allows you to set an additional condition. Repeat the above steps to add the necessary additional conditions and determine via the AND and OR condition whether both set conditions must be met or one of them must be met. The following button allows you to delete one of the set conditions if it no longer applies.

In addition to the type of notification, you also need to set the channel through which the notification will be sent. Currently, this is only possible via e-mail. Later, the option to send notifications via WhatsApp and Teams will also be added. If desired, the notification can then also be sent through multiple channels.

You also need to determine to whom the notification will be sent. In the "Recipients" drop-down list, select the desired users and/or groups to receive the notification.

To display and/or update the settings of a notification, click the button next to the desired notification. This will display all settings for the selected notification in a pop-up form. After making the desired changes, you can save them by clicking the "Save" button.

If a particular notification should no longer be sent out you can remove the desired notification using the button  next to the desired notification. If you are sure of your decision, you should confirm this action again.