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Posted on 2015-02-19
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Need to find an easy solution to receiving and responding to shift swap requests.  Requests do not need to be authorised just received and acknowledged once actioned.

Was considering using google drive as have used successful on a  project in the past and liked the simplicity of the form layout and use.  However, this is a little more complicated as need the requester to indicate which two shifts are being swapped and who they are swapping with.  Then I need to be able to respond once actioned with that request being marked as done on google drive? The user input on the part of the requester has to be very minimal - currently requests are being submitted to an individual via email which everyone is familiar with so the other option was to continue using email but have the requests submitted to a generic email account - possibly with an email template?  Have Office 2010 on majority of machines.

Any advice/recommendations on the above or any other options would be appreciated.
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Question by:jaffageek
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Christopher Jay Wolff earned 500 total points
ID: 40626341
Hello.

You may want to look into Business Contacts Manager if using Outlook.  

My Outlook 2013 is with my Surface RT 8.1 so I cannot run VBA.  I made a prototype without VBA in Excel 2013 and imported it to Google Sheets and now after it's been  cleaned up a little you can view it at the link here.

https://docs.google.com/spreadsheets/d/1BF45fVlvNWUDwaohH62BV_4IWlVjBiNe0nqrA2VQuKw/edit?usp=sharing

Had some fun making this.  I have a sort of step-by-step that needs cleaning up.  You may not need them, or you may want more detail.  I thought before I spend any more time on this I'd see if it looks appealing to you.  The spreadsheet would sit at Google for employees and Admin to access.  The second sheet is hidden and called Admin and contains the imported CSVs of employee information and scheduling.  Admin would load the weekly schedule into the hidden Admin sheet every week from CSV unless you automate this also.  When Admin gets an email of Shift Swap Notice, Admin can go to the hidden Admin sheet and update the schedule by swapping the two names on shifts.  I installed a bulletin board post of the all-employee schedule on the main Shift Swap sheet.  Currently it is hidden depending on whether you want that feature.  It is a little redundant since an employee can see the whole schedule in the drop down.  But the drop down is supposed to be modified to only display the shifts of the particular employee.  When that repair is done, you may want the all-employee schedule visible on the main Shift Swap sheet so employees can view if it.  Again, Admin swaps two names in the Admin sheet, and it is automatically gets mapped to the all-employee schedule listing on the main Shift Swap sheet.  The appearance of the swapped info could also serve as acknowledgement of notice.

In Outlook I exported my contacts to CSV to make an employee list, only exporting the fields first name, last name, and email address.  Then I imported this CSV to the Admin sheet.  Then I created a work schedule in Outlook Calendar for one week with those employees, and exported the schedule to CSV, while limiting fields in the wizard to name, start date and time, end date and time, and location.  Then I imported this CSV to the Admin sheet too.  Whatever scheduling software you use should be able to accomplish this.

This prototype may not do the job, but it might be a good concept with which to begin.  While the email function is working, I would like to clean up the permissions for employees' access on Google sheets.  Maybe someone here knows what it needs.   Also would need to limit shifts available in the pull down, to the shifts of the employee selected rather than all employee shifts.

Please use EE private message to send your gmail address to me if you like and I'll provide edit priveledges so you can see it all and actually make the drop downs function.  Please do not edit my copy but copy to your gmail account and play with it there if you like.  I hope this is at least a conversation starter.

Please let us know.
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by:Christopher Jay Wolff
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The email link is working.

Couple screen grabs here to make it more interesting.  The Admin worksheet ...
Screen Grab of Admin Worksheet.
and an example of one of the drop downs...

Screen Grab of One of the Drop Downs.
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