How to configure the Working/Shift Hours or Out of Office (OOO) per User in Q-assign

Description

Q-assign has the ability to define Working/Shift Hours per User and to be able to configure the Assignment Groups in a way that it only assign out the records to the Users during their Working/Shift Hours. You can also add the individual OOO (Out Of Office)/Holidays entries per User that each user can Edit/Manage. 

• Users can set their working hours themselves (from any Assignment Group where they are added as Members) as well as from the QA User Status tab
• Working/Shift Hours of the Users/Members are visible in their respective Assignment Groups
• The Green dot  shows that the Member is available for the assignments while Red dot  indicates that the Member isn’t available or Out of Office (OOO)

Configure the Working/Shift Hours per User 

To set the Working/Shift Hours or Out of Office (OOO) hours for a User, please follow the steps below:

• Go to the QA User Status tab
• Go to the section User Shift and OOO Settings
• Set options for the 'Default Shift / Working Hours' or for the 'OOO / non-working times' accordingly. [From Q-assign v4.876 onwards,  '2nd Default Shift / Working Hours' enhancement has also been introduced.]
• Press the Update Settings button to save your settings.

User Shift and OOO Settings

• My Default Shift / Working Hours: A User can be associated with any Business Hour which can be configured here. This will allow a User to only receive assignments during these hours.

1. If 24/7 is selected, this will allow a User to receive assignments all the time (i.e., 24/7)
2. If Use a Business Hour scheduled is selected, this will allow a User to only receive the assignments during a specified Business Hour
3. If Use My Calendar is selected, this will allow a User to only receive assignments during the specified time set in Events/Calendar

• Reversed - Use hours only OUTSIDE of this Business Hours schedule:  When checked the User will be active outside of the Working Hours & if unchecked User will be active inside the working hours
• Which Calendar Entries are my shift?: This will allow you to see 'All of the calendar items', 'Times outside of all the calendar items' or 'Just specific type of calendar items'
• Filter: This will allow you to apply a filter on Show Time As 'Busy' or 'Out of Office' 
  • Note: if you are on version 4.866 and on wards, you can use this:  
    In addition to the existing Show Time As filter, the user shift settings now include a new filter Type. This enhancement allows users to apply two types of filters, improving customization and flexibility in managing shifts and assignments.
• My Upcoming Shifts: This will allow you to see the calendar items in a list, filtered by Show Time As

• My 2nd Default Shift / Working Hours: From Q-assign v4.876 onwards, 2nd Default Shift option has also been introduced. This gives flexibility to choose either of the default shifts to be considered by an assignment group for a member. All of the options available for My Default Shift are also available for My 2nd Default Shift. The use of either of the shifts can be configured via Member Settings.

• My OOO / non-working times: A User can be associated with any Business Hour/OOO which can be configured here. This will allow a User to not receive any assignments during these hours.

1. If None is selected, OOO / non-working times will not be applicable
2. If Default (from Global Setting) is selected, this will allow a User to not receive any assignments during the time configured in QA Control Panel | GLOBAL - impacts all Schedulers / Assignment Groups | Default User Settings
3. If Use My Calendar is selected, this will allow a User to not receive any assignments during the specified time set in Events/Calendar
    

• Which Calendar Entries are OOO? This setting will allow Q-assign to see the 'All the calendar items', 'Time outside all the calendar items' or 'Just specific type of calendar items' in which assignment will not be made
• Filter: This will allow you to apply the filter on Show Time As 'Busy' or 'Out of Office'
  
  Note: if you are on version 4.866 and on wards, you can use this:  
  In addition to the existing Show Time As filter, the user shift settings now include a new filter Type. This enhancement allows users to apply two types of filters, improving customization and flexibility in managing shifts and assignments.
   
• My upcoming OOO Calendar Entries: This will allow you to see the calendar items in a list, filtered by Show Time As

Please contact support@ortooapps.com for any questions.