This article describes how to filter your schedule to find just the information you need to see.
Since Deputy's bulk update features only apply to shifts that are visible on the schedule, learning how to effectively filter your schedule is also an important step to performing Bulk Shift Updates on the Schedule.
This article will show you how to:
- Filter to see specific Locations or Areas
- Filter to see specific date periods
- Filter to see specific team members
- Filter the team member list order in the schedule
Filter to see specific Locations or Areas
If you are scheduling across multiple Locations and Areas in your organisation you will need to use the Location selector to display the Location or Area you wish to view.
Select one Location or Area to display
Click on the Location Selector and either:
- click on the Location name to display the whole location
- click on the arrow next to the location name to expand the menu and then click on the Area you wish to display
Example: the scheduler uses the location selector to view the area called Front Desk at the Location called The Azure.
Use a text search to find all matching Locations or Areas by name
From the Location Selector, you can type the name of the Location or Area in the search bar to display all Locations or Areas with that name.
Click on the Location Selector and then type in the name of the Location or Area you wish to display then select the desired Location or Area from the list that is returned.
Any Locations or Areas that contain the text you specified will be displayed.
Example: If you search Bar, the schedule will display Areas with Bar in the name and the scheduler select the Bar Attendant area to display.
Example 2: The scheduler wants to find the Location called The Cobalt so types in Cob and selects it to display the whole location in the schedule. This may be useful if you have a long list of locations and don't want to scroll through the menu.
Select multiple Locations or Areas to display
If you would like to display a curated selection of multiple locations or areas on the one schedule page, open the location sector and click on Select multiple at the top left of the selector.
Tick the checkboxes to select which Location or Areas you wish to display and then click on Done are ready.
- You can click Select all or Deselect to assist with making your selections.
- If you just want to return to the menu that allows you to go directly to the Location or Area you want then click on Quick select and leave Select multiple mode.
Example: the scheduler uses Select multiple to choose exactly which areas they want to display from two different locations and when they click Done all of these areas are displayed on the one Schedule page.
Hide specific areas from view
First, ensure you are viewing the Schedule in a View by Area View
If you are viewing a whole Location's schedule you can also hide certain Areas from view by expanding and collapsing the arrow next to the Area Name.
Example: Removing the Areas called Pop up van and Front Desk from the Schedule view.
Note: rather than individually click on each area arrow to expand and collapse areas one by one you may find it faster to:
1. Click on Options on the Schedule page
2. Select Expand / Collapse Area
Then just expand the areas you need to view.
Read more about why you might want to hide certain areas from view when applying Bulk Shift Updates to the Schedule.
Filter to view specific date periods
Use the date selector to find the schedule for the time period you wish to view.
The number of days you will be shown on the Schedule page is always determined by the view you select with the view selector.
You can choose to view the schedule by the:
- 2 weekly
- 4 weekly (in team member view only)
- monthly (in team member view only)
You can select the date period you wish to view a number of ways.
You can advance the period sequentially using the arrows on either side of the currently selected date period displayed.
You can click on the currently selected date period to display a calendar to select a new date period to display or just Jump to Current Week.
If you need to find a date that is quite different to the dates already selected you may wish to use the date sector to skip directly to another month or year as shown below:
Filter to see specific team members' schedule
When viewing the Schedule in View by Team Member you can also use the search bar at the top of the team member list on the Schedule to select specific team members' shifts to display.
1. Select Team Member View on the Schedule page
2. Type the name of the team member's schedule you wish to view.
Example: The manager is trying to view Harriet's schedule. When they type 'ha' all team members with 'ha' in their names start to appear on the list. Typing 'har' narrows the list down further to Harriet.
Filtering the team member list order in the schedule
While not directly affecting how shifts are displayed in the schedule itself, you may find it useful to manipulate the order of your team member list in the schedule.
When you click on the arrow next to the search bar above the team member list you can choose how you wish to sort the order of your team members.
Example: This team member list is sorted alphabetically by First Name A to Z.
Clicking on the sort icon next to the arrow allows you to reverse the original order. Clicking on another category sorts the team list order by that category.
System administrators can customize which team member filter category they wish to display on the Schedule page by configuring the setting in Business Settings > Schedule.