What this help guide covers:
Overview
Activity codes are labels you create and assign to shifts on your roster. Each code has a name, a short code, and an optional colour. You can use them to tag shifts by the type of work being done, for example, Cleaning, Front of House, or Training.
Set up Activity Codes
Create a Code
To create your Activity Codes:
Navigate to Settings > All Settings > On-Cost Config > Configure activity codes.
Click + Add Activity Code.
Enter a Name for the code, for example, Cleaning. This is what managers see when selecting it on the roster.
Enter a short Code, for example, CLN. This appears on shift cards and in reports.
Optionally, tick Assign a colour and choose a colour. The colour appears as a band on the shift card in the roster.
Choose which locations, team groups and/or teams this code is for with the Applies to field.
Click Create.
Edit a code
To edit your Activity Codes:
Navigate to Settings > All Settings > On-Cost Config > Configure activity codes.
Click Edit next to the activity code, make your changes, and click Save.
Deactivate a code
To deactivate your Activity Codes:
Navigate to Settings > All Settings > On-Cost Config > Configure activity codes.
Click Deactivate.
The code is hidden from new shift selections, but all past assignments are kept, so historical reporting is not affected. Deactivated codes cannot be reactivated, but are visible when toggling the Status filter to Deactivated.
Assign an Activity Code to a shift
Once you have set up your codes, managers can assign them to shifts directly from the roster.
Go to Rotas.
Click the menu icon on a shift you want to add activity codes to.
Open the Activities tab in the shift detail modal.
Select which code should be the default for the entire shift in the 'Unallocated time is' section. Leave this as Uncategorised if you want activity codes to apply to only part of the shift:
To add codes for part of the shift, click + Add Activity on this page and set the following:
The Activity Code
When the code should apply: This can be done by manually entering start/end times, or by extending and dragging the bar to the correct times
Repeat this for as many activities as you want in the shift.
Note that only one activity code can apply at once in a single shift. You can have multiple codes set, but they cannot overlap.
The shift will display the code's colour band at the top so you can see at a glance which work type is assigned.
Costs by Activity Code Report
The Costs by Activity Code report (Reports > Costs by Activity Code) shows scheduled hours and costs broken down by each activity code.
You can filter the report by date range, location, team and category. Shifts with no activity code assigned are grouped under Uncategorised.
Import and Export Activity Codes
If you have a large number of codes to set up, you can import them in bulk using a CSV file.
To import:
Go to Settings > All Settings > Activity Codes.
Click Tools and select Import activity codes (CSV).
Follow the on-screen instructions to download a template and upload your file.
To export your existing codes, click Tools and select Export activity codes (CSV).