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
  • Select one Location or Area to display
  • Use a text search to find your Location or Area
  • Select multiple Locations or Areas to display
  • Hide specific Areas from view
• Filter to see specific date periods
• Filter to see specific team members
  • by name
  • by training
  • by stress profile
  • by pay rate name
• Use the advanced filter and sort tool
  • Sort your team member list
  • Filter the team member list by specific criteria
  • Filter shifts
• Use a shift status filter

Filter to see specific Locations or Areas

If you are scheduling across multiple Locations and Areas in your organization 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.

Tips:

• 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:

• day
• week
• 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

Filter by team member name

You can type a name (or even part of a name) in the search bar at the top of the team member list to filter to team members with that name. 

Futhermore, 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.

Filter by team member training

In the search bar on the Schedule tab, you can type the name of a training module to see which team members have that training assigned.

In the example below, the manager wants to schedule a team member with first aid training so types "first aid" into the search bar to show only team members with valid first aid training assigned to their profile.

Other examples using training tags to improve scheduling are adding "FT", "PT" or "CAS" training records to each full time, part time or casual team member as relevant and then using these tags in the search bar to filter for, say, all the casual team members in the schedule.

Filter by team member stress profile

In the search bar on the Schedule tab, you can type the name of a stress profile to see which team members have that stress profile assigned.

In the example below, the manager wants to schedule a team member with "Max 20 hours a week" stress profile assigned so types "max" into the search bar to show only team members with that stress profile assigned to their profile.

Filter by pay rate name assigned to team member

In the search bar on the Schedule tab, you can type the name of a pay rate to see which team members have that pay rate assigned.

In the example below, the manager wants to schedule a team member with "HIGA" pay rate assigned so types "HIGA" into the search bar to show only team members with that pay rate assigned to their profile.

Use the advanced filter and sort tool

In addition to filtering by a quick text search (which searches for team member names, training tags, stress profiles and pay rates), you can use the Filter and sort tool to:

• Sort your team member list
• Filter the team member list by specific criteria
• Filter shifts

You can apply as many filters as you like to quickly narrow down the team members or shifts you want to schedule.

Sort your team member list

While this doesn’t directly change how shifts appear in the schedule, you may find it useful to adjust the order of your team member list to make it easier to work with.

To use the Filter and sort tool, click the filter icon next to the search bar, then use the Sort by drop-down menu to choose how your team members are ordered.

In this example, the team member list is sorted by total scheduled hours in descending order.

The categories you can Sort by are:

• First name
• Last name
• Total hours
• Scheduled cost
• Base cost
• Stress
• Age
• Role
• Most qualified
• Tenure
• Leave / Available
• Employment type
• Pay rate
   

Clicking on the sort icon to the right-hand side of drop-down arrow allows you to reverse the original order. 

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.
 

Filter the team member list by specific criteria

Using the Filter and sort tool, you're able to filter team members by the following criteria:

• Training

• Stress profiles

• Employment type

• Access level

• Primary location

• Pay rate

The filter uses "or" logic, which means the results include team members who match any of the options you select. For example, if you select two training tags such as “RSA” and “Barista”, any staff member that has RSA OR Barista will be returned in the employee list.

When you apply filters, the schedule also highlights shifts assigned to those team members, making them easier to review or update.

Tip: You can select more specific shifts if you need with out multi-select feature.

Filter shifts

Using the Filter and sort tool, you're also able to filter the schedule based on:

• Shift types

• Published status

Alongside the quick text search, these filters let you include or exclude shifts based on these  characteristics, making it easier to spot specific shifts, fill gaps, or perform bulk updates.
 

Use a shift status filter

At the very bottom of each schedule page, there is a status bar showing a count of how many shifts/people in the schedule you currently have displayed have the following status. You are able to click on some of the labels to see these specific shifts in the displayed schedule.

Each time you click on the link you will be taken to the next sequential shift with that specific status.

• empty shifts
• unpublished shifts
• published shifts
• shifts requiring confirmation
• open shifts
• warnings
• leave approved (not clickable)
• leave pending (not clickable)
• people unavailable (not clickable)