Overview
The Summaries page enables administrators to configure scheduled automated emails that deliver comprehensive activity overviews for specified timeframes.
Examples of this includes, a comprehensive summary for the relevant manager, to receive at 9am each Monday, that includes a summary of all the shifts and scheduled users for the upcoming week.
Or a breakdown of the signups from the prior day or week, summaries are a useful automated tool to assist with the managing of your users within Rosterfy.
Available Summaries
Currently there are two summaries available:
Shift User Summary: Summary of shifts and users for upcoming period.
Shift User Signup Summary: Summary of user shift signups for the prior period.
There are a number of steps that need to be completed to have the Summaries set up on the Rosterfy platform, including:
Creating the Email Template
Configuring the Summary
Setting up Communications
Setting up the Automations
Below we will step you through these simple steps.
Part 1: Creating the Email Template
A mail merge tag has been created, Shift Users By Shift:
*|custom_shift_users_by_shift|*
This merge tag will display all shift users (and their status) based on the rules defined in the Summary. The merge tag can be updated to add additional information.
To create the email template, follow these simple steps:
Navigate to Communications > Email > Templates.
Click Create and setup the email template as required, and add the mail merge tag, Shift Users by Shift to the content, and click Save.
For assistance in creating an email template, check out the Email Templates article.
Part 2: Configuring the Summary
Follow these simple steps to configure the summary as required:
Navigate to Communications > Summaries.
Click Create.
Complete all required information:
Type: Shift User Summary Email or Shift User Signup Summary Email
Frequency: Select between Weekly or Daily
On Which Day: Only relevant if Weekly was selected for Frequency.
Time of Day: Select what time you'd like the summary to be sent.
Timezone: Allows you to set the applicable timezone for the Time of Day.
Start and End Date: Choose when you'd like the summaries to stat and stop.
Email Template: Select the email template you created in Part 1.
Target Shifts that fall within: Choose between the Previous/Upcoming Week or Previous/Upcoming Day
Recipients are sent to Notifiers: This allows you to have the Signup Summaries either sent to the notifiers assigned to each event or add the required recipients in Part 3. (Only relevant to Shift User Signup Summary Email type.)
Additional Shift Rules: Allows you to add any rules relating to the Signup Summary.
Click Save.
Part 3: Assign Recipients
If you have select the Shift User Summary type or Recipients are sent to Notifiers is unticked on the Shift User Signup Summary type, then a Recipients field will be available on the Summary after pressing Save.
If Recipients are sent to Notifiers is ticked, then you will need to add notifiers to the Events, follow these simple instructions on how to do this:
Navigate to Events > Events.
Click More Options against an Event and select Update.
Click Actions > View Notifiers.
Here you can add any of the required Notifiers.
