Understanding Blocks, Flags, Errors, and Informational Messaging
While utilizing ZoomShift you may run into Blocks, Flags, Errors and Informational Screens or Blurbs related to Settings on the account you are a part of. These are primarily implemented by Managers, and can, at times, cause confusion for staff. In this Help Doc we will break down common Blocks, Flags, and Informational Messaging so you can better understand why they are occurring, and when possible, how to resolve them.
Errors are related to Timesheet Error Rules & Shift Error Rules, and are established by Management level Team Members. Errors are Flags or Blocks that have been triggered on a Shift or Timesheet. Errors look like this when viewing from the Schedule or Timesheets screen, and are there to notify management that they may need to take a closer look at this Shift or Timesheet:
Blocks are implemented by a Manager and stop you from completing a task. Blocks can occur at the Schedule Level for Managers and Supervisors, however, they most often occur with Timesheets when Team Members are attempting to clock in and Out. If you are a manager, please refer to these docs for further explanation on how to adjust and understand blocks: Timesheet Error Rules & Shift Error Rules
Schedule blocks occur when a schedule is attempting to be built and the scheduling of that shift would conflict with a block on the Shift Error Rules set by Management. If you attempt to create a Shift or Save a Shift that conflicts with an Error Rule, you will see an Error pop up on the Shift and you will be blocked from saving the shift.
In this example the Shift Error Rule for Availability Overlap is set to Block, and I am creating a Shift for a Team Member whose Availability is that they are unavailable that day:
If I attempt to Save this shift now, or I click on the Errors tab, I will get this screen:
Timesheet Blocks occur when a Timesheet is attempting to be created or Updated and the creation of that Timesheet would conflict with a block on the Timesheet Error Rules set by Management. If you attempt to create, complete, or Save a Timesheet that conflicts with an Error Rule, you will see an Error pop up on the Timesheet and you will be blocked from saving the Timesheet.
The most common Timesheet Blocks are experienced when Team Members are attempting to Clock in.
In this example a Team Member is attempting to Clock In for a 2pm Shift, and it is only 10:16am (The Managers have set a Block on Clocking In more than 10 min before):
In the case that this Employee is too Early, they would now need to wait until closer to their shift time to Clock In. However, if they were called in Early, they may need to contact a manager to start the Timesheet for them or change the shift time so they can now Clock In.
In this Example a Team Member is Blocked from Clocking in due to being Too Far From Location. This is a common Block for Mobile Time Clock, as Managers want to ensure that Team Members are on Location to Clock In:
If you receive this block and you note the Failed to Capture Location message (As seen Below), then this Block can be resolved by turning on Location Services for ZoomShift:
(Resource: Turning on Location Finding for ZoomShift)
If your Location is successfully captured, you will see this instead:
Please note that it is still possible to be Blocked for being Too Far From Location, even if your Location is found. This usually means you are outside the allowable area for clocking in. If you continually experience this issue reach out to your Manager.
Flags are implemented by a Manager, and are strictly used as a way to draw attention to the Scheduler or Manager that they may need to rethink the scheduling of a shift, or review a Timesheet more closely. Flags will not prevent Shifts or Timesheets from being created. If you are a manager, please refer to these docs for further explanation on how to adjust and understand Flags: Timesheet Error Rules & Shift Error Rules
In this example the Shift Error Rule for Availability Overlap is set to Flag, and I am creating a Shift for a Team Member whose Availability is that they are unavailable that day:
An Error will be noted on the Error Tab, and if I click it, I can view the Error(s) triggered:
In this case I might consider scheduling someone else, as I know Benny is unavailable that day.
In this example a Team Member is attempting to Clock In for a 2pm Shift, and it is only 10:15am (The Managers have set a Flag on Clocking In more than 10 min before the Shift Start Time). They are also not allowing Location to be viewed, and therefore, the Flag for Too Far From Location was triggered:
In this case the Team Member can view the flags, but can still Clock In.
Throughout ZoomShift we provide informational messages to help you understand why you might be unable to view something, or to help you understand why something may be happening.
Private Team Member Information
This informational statement will appear if you attempt to access the Team Page, and the account's Settings make Team Member information Private.
This informational statement will appear if you attempt to see the Schedule for All Team Members, and the account's Settings make other Team Member's Schedule's Private. In this case only the Yours section of the Schedule is viewable by you.
These boxes will show up to alert you of sudden changes to what you are working on, or to inform you of something you missed.
In this example Multiple People are being assigned to a Shift, which resulted in Position, Location, and Wage becoming greyed out. This informational box will then become visible while hovering to explain:
In this example a Note was attempting to be saved without a Title. This Pop up Message is there to inform you that in order to complete the task you need to do something more:
By then filling in the missing information you can move on to Save it.
Orange Banner Message
These messages will show up when starting an action, and are just to inform you of important information.
In this example a Manager is attempting to Replicate Shifts as Timesheets. This message is letting them know that Breaks are not replicated with the shifts.
See an Error, Flag, Block, or Informational Message you want to know more about? Reach out to Support: https://www.zoomshift.com/support