Configure Call Log

To ensure compliance and fairness in scheduling practices, managers can log the outcome of each call they make when filling open shifts using the Call List. The Call Log tracks data related to open shift requests to provide an audit trail for managers to view the responses obtained for offered shifts.

The Call Log can be viewed using the Audit tab in the Schedule Planner and includes important information about the open shift requests, such as who was notified, what time they responded, what the outcome was, and details about the shift. The data in the Call Log can be displayed by shift or by employee, and can be exported to an Excel spreadsheet by selecting Export.

The Call Log data is available in Information Access (IA) as part of the Schedule Call Log entity. The following columns are available to use in Dataviews and reports:

  • Call Log Shift ID
  • Call Log Shift Start Date
  • Call Log Shift End Date
  • Call Log Shift Label
  • Call Log Shift Job
  • Call Log Outcome
  • Call Log Entry User
  • Call Log Note

Step 1: Allow access to the Call Log

When you assign Call Log access to a manager, they will be able to enter the outcome of each employee call when offering open shifts from the Call List. Managers can access the Call Log by selecting Call Log from the Audit menu on the Audit tab in the Schedule Planner.

  1. From the Main Menu, go to Administration > Application Setup > Access Profiles > Function Access Profiles.
  2. Select the manager profile you want to work with.
  3. Expand Scheduling and locate View audit trails in Schedules.
  4. Select Allowed from the Access Scope drop-down.
  5. Locate Call List.
  6. Select Allowed from the Access Scope drop-down.
  7. Locate Call Log.
  8. Select Allowed from the Access Scope drop-down.
  9. Click Save & Return.

For more information about function access profiles, see Function Access Profiles.

Step 2: Configure Employee Call Log Comments

Configure Employee Call Log comments which are used as outcomes in the Call Log. By default, the system provides the Accepted comment. Other outcomes can be defined by each organization depending on what outcomes they want to track. These configured comments display in the list of selectable outcomes in the Call List and also in the Sort By drop-down on the Rule configuration page.

  1. From the Main Menu, go to Administration > Application Setup > Common Setup > Comments.
  2. Click New to create a new comment.
  3. In Comment Text, enter the comment name, such as Declined or No Response.
    Note: The Accepted comment is configured by default.
  4. In Available Categories, select Employee Call Log and move it to Selected Categories.
  5. Click Save & Return.
  6. Add more comments as needed for your organization to track outcomes.

Step 3: Configure Employee Sorting Rules

You can configure employee sorting rules based on logged outcomes to use for sorting employees when Procedure Sets are run in the Call List.

  1. From the Main Menu, go to Administration > Application Setup > Scheduler Setup > Sorting and Matching > Rules.
  2. Click New or select a rule and click Edit or Duplicate. For more information, see Configure sorting and matching rules.
  3. In Context, select Sorting Employees.
  4. In Sort By, select the outcome type to use when sorting.
    • Select Call Outcomes to sort employees who have recently had an any outcome entered when they were notified about an open shift to the top or bottom of the selection list.
    • Select Call Outcome: [individual outcome] to sort employees to the top or bottom of the selection list based on a specific configured outcome. For example, you may want to sort employees with the outcome Call Outcome: Declined to the bottom of the list.
  5. Select Ascending or Descending to indicate the sort order.
  6. Click Save & Return.
  7. From the Main Menu, go to Administration > Application Setup > Scheduler Setup > Sorting and Matching > Rule Sets.
  8. Click New or select a Sorting Employees rule set and click Edit or Duplicate. For more information, see Configure sorting and matching rule sets.
  9. In Available Rules, select a rule sorted by a call outcome and move to Selected Rules.
  10. Click Save & Return.
  11. From the Main Menu, go to Administration > Application Setup > Scheduler Setup > Sorting and Matching > Procedure Sets.
  12. Click New or select a Call List Tab procedure set and click Edit or Duplicate. For more information, see Build a sorting and matching procedure set.
  13. Select the Employee Rule Set that includes the rule sorted by a call outcome.
  14. Click Save & Return.