Shifts & Scheduling

Live Activity and No-Shows

Watch who is on site right now, see booked workers who have not clocked in, nights included, and get cover in place: book someone straight away or offer the shift to several workers so the first YES is booked.

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Before You Start The Live Page Not Clocked In Alerts Find Cover What Happens Next Limits Troubleshooting Related Guides

Before You Start

Who can see it and who can act.

Before you start

  • Agency console: anyone with the Live activity page can watch, including the Read-only preset. Arranging cover needs the Coordinator preset, Admin or super admin.
  • Client dashboard: a Viewer can watch. A Manager or Admin can arrange cover.
  • Shifts must be booked and published on the Shifts board. Drafts are never watched.
  • For offers to reach workers, the client needs texts or emails switched on and the worker needs a mobile or email with consent.

The Live Page

Who is on site now.

Agency console: Today > Live activity. Client dashboard: Today > Live activity.

The page refreshes itself every 30 seconds. From top to bottom it shows:

Filters: All Clients and All Locations in the agency console, All Locations in the client dashboard.
Currently On Site: a headcount of workers, visitors and contractors.
Camera Feeds, which you can open or close, from kiosks that send a camera picture.
The Not clocked in list (the no-show watchlist).
A card per site listing who is clocked in there. A night worker who clocked in before midnight is tagged since yesterday.
Recent Activity: the latest clock-ins and clock-outs.

Not Clocked In

The no-show watchlist.

The Not clocked in list shows every booked worker whose shift is running now, who is past the client's late grace, and who has not clocked in. It covers today's shifts and yesterday's night shifts that run past midnight. Each row shows the worker, their reliability score, the site, the booked times (marked overnight where it crosses midnight) and how many minutes late they are. A cover tag means the row is itself a cover booking; at risk means the worker has a risk flag.

Note

The late grace is the client's Late after (minutes past start) setting, 10 minutes unless the client sets another. A worker drops off the list the moment they clock in.

Alerts

Sound, title count and the bell.

When a new name appears, a toast pops up, a short tone plays, and the browser tab title shows the count, for example "(2) Live View". Browsers block sound until you click once on the page, so click anywhere after opening it.
The Alerts off button on the Not clocked in card switches on a tone and a browser notification for new no-shows. It shows Alerts on when it is on. The choice is kept in that browser only.
Each new no-show also adds one notification to the agency staff bell, but only while someone has a Live activity page (either console) or the Command Centre open.
These alerts only reach someone with the page open. For an email when nobody is watching, set up an exception alert rule (see Alerts and Automation).

Find Cover

Book someone now, or offer the shift.

Click Find cover

On the row, click Find cover. A list of eligible workers opens, best first. It shows the best 10 only, all from that client's own workers. Anyone with a clash, an approved absence, a marked unavailable date or a do-not-return or suspension is left out. Rest, weekly hours, availability and role show as warnings. Tags show who is available and who has worked here before.

Set how to record the absence

Choose Record absent worker as: No-show, AWOL or Sick. Choose when Cover arrives in (30 min, 1 hour, 90 min or 2 hours), so the cover worker is not flagged late before then.

The absence choice applies to Assign only. An offer always records the absent worker as a no-show; change it on the Shifts board afterwards if they were sick.

Option A: book one worker now

Click Assign next to a worker you have already spoken to. They are booked straight away and the absent worker's booking is kept, recorded as you chose. If the worker has a hard block that may be overridden, a box asks for a reason of at least 5 characters; click Override and book (agency console, or an Admin in the client dashboard; a client dashboard Manager cannot override). The override and reason go in the audit log.

Option B: offer to several workers

Tick the workers to ask, then click Offer to selected. Each gets a text or email with a reply code. The absent booking is marked no-show so the place is free, and the first worker to reply YES is booked. A toast tells you exactly who was contacted and who was not, and why.

This needs the booking to belong to a requirement on the Shifts board. If its date, time or site was changed there, it became a named shift: the workers get a plain text with no reply code, nobody is booked automatically and the absent worker is not marked, so phone whoever replies and use Assign.

An assigned worker is booked on the same requirement and linked to the absent worker's booking. The no-show stays on the absent worker's record.
With an offer, the first valid YES is booked and everyone else who replies is told the shift has been filled. An offer for a shift that has started stays open until the shift ends.
The absent worker is marked no-show as soon as you send the offer. If they then turn up and clock in, the offer stays open and the first YES is still booked, so you will have two people on the shift. Tell the cover worker they are not needed and cancel their booking on the Shifts board, then change the absent worker's booking from no-show.
A "Cover requested" notification goes on the staff bell as the record of the request, and the request is written to the audit log.
Once the booked shift ends, a real no-show appears on Time & Pay > Exceptions under No-shows.

Limits

What the page does not do.

Sites still on paper (not marked live) are left out of the watchlist.
Find cover shows at most 10 candidates, all from the client's own workers. To ask anyone else, book from the Shifts board.
An offer is not withdrawn if the absent worker turns up after it has gone out: the first YES is still booked. Cancel the cover booking on the Shifts board if you no longer need it.
The list shows at most 50 workers and has no next page; the count stops at 50 too. For the full list use Time & Pay > Exceptions, Late starts tab ("Not arrived").
Texts need the SMS add-on and the client's own text switch. If nobody can be reached, the toast says so: phone them, then use Assign.
Tracked offers only work for a booking that still belongs to a requirement. A booking moved to another date, time or site on the Shifts board is a named shift: Offer to selected sends a plain text only (no email, no reply code), books nobody and does not mark the absent worker.
In the agency console the Read-only preset can watch but not arrange cover ("Your account can view but not arrange cover.").
The client dashboard has no Messages sent page. Agency staff can check delivery on Schedule > Messages sent.

Troubleshooting

Common questions.

What you see Why, and what to do
No sound Click once anywhere on the page. Browsers only play sound after you interact with the page.
A booked worker is not on the list Their shift has not started, they are inside the late grace, the booking is a draft, or the site is not live yet.
"Nobody was contacted" Texts are off for the client, or the workers have no consent or no valid mobile. See Confirmations and Cover Offers.
No eligible workers found Everyone in the pool is blocked for that shift. Book from the Shifts board and override with a reason if you must.
A Coordinator's Day
Confirmations and Cover Offers
Attendance Roll-Call
Handling Exceptions
Reliability Scores
Previous Worker Availability Next Confirmations and Cover Offers
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