How to view and manage shift status on the Back Office Dashboard?

The Shift Status feature in GuardsPro helps admins monitor and manage the confirmation status of standard shifts assigned to guards. Once a shift is published, the assigned guard receives a prompt through the mobile app to confirm the shift.

This feature helps ensure that guards are aware of their assigned shifts and provides better visibility into shift confirmation and attendance. Please note that Shift Status applies only to standard shifts and not to open shifts.

📌 Prerequisites

Before managing shift statuses, make sure:

• You have authorized access to the GuardsPro Back Office Dashboard.
• Standard shifts have been created and assigned to guards.
• The shifts have been published if you want guards to receive confirmation prompts through the mobile app.

✅ This guide will walk you through the steps to view & manage shift status on the Back Office Dashboard:

🚀 Step 1: Navigate to Shift Status

• Log in to the GuardsPro Back Office Dashboard.
• From the left-hand menu, go to Scheduler.
• Click Shift Status.

• You will see a list of all scheduled shifts along with their current confirmation status.

💡 Note: By default, all standard shifts have a Pending status. Once the guard confirms the shift, its status is automatically updated accordingly. 

🔎 Step 2: Filter Shift Statuses

You can use the available filters to quickly find specific shifts.

You can filter shifts by: Client ,Post Site, Guard, and Date and Time Range.

If you frequently use the same filter combinations, you can save them for future use.

• Apply the filters you want.
• Click Save Filter.
• Access your saved filters from the Saved Filters tab.

💡 Note: The date and time range will not be saved with the filter. You will need to manually select the date and time each time you use a saved filter.

✅ Step 3: Manage Shift Statuses

As an admin, you have full control over the status of standard shifts. You can:

• Confirm a shift on behalf of a guard.
• Unconfirm a shift if required.
• Delete a shift if it is no longer needed.

You can manage shifts in two ways.

Option 1: Manage Multiple Shifts in Bulk

1. Select multiple shifts using the checkboxes next to the shifts.
2. Click the Action dropdown.
3. Select Confirm.

This allows you to manage multiple shifts at the same time.

Option 2: Manage an Individual Shift

1. Locate the shift you want to manage.
2. Click the three-dot menu (⋮) next to the shift.
3. Select the required action:
   • Confirm
   • Unconfirm
   • Delete

Choose the action based on what you need to do with the shift.

💡 Note: If a shift is confirmed, you can unconfirm it when needed. Similarly, if a shift is unconfirmed, you can confirm it. 

📤 Step 4: Export Shift Data

If you need to save or share shift information, you can export the shift list.

1. Click the three-dot menu (⋮) in the top-right corner.
2. Select one of the available options:
   • Export as PDF
   • Export as Excel
   • Print
   • Email Report

The shift data will be exported in the selected file format.

📧 Step 5: Email the Shift Report

You can also email the shift report directly from the Shift Status screen.

1. Click the three-dot menu (⋮) in the top-right corner.
2. Select Email Report.
3. Choose the required file type.
4. Enter the recipients' email addresses.
5. Send the report.

👥 Admin and Guard Permissions

The Shift Status feature provides different levels of control for admins and guards:

• Admins: Can view, confirm, unconfirm, and delete standard shifts.
• Guards: Can view and confirm their assigned standard shifts through the mobile app.

💡 Note: The Shift Status feature applies only to standard shifts and does not apply to open shifts.

🎯 That's it! You can now easily monitor and manage the confirmation status of standard shifts from the Shift Status section of the GuardsPro Back Office Dashboard.

Admins can filter shifts, manage them individually or in bulk, export shift data, and email reports as needed, while guards can view and confirm their assigned shifts through the mobile app.

If you have any further questions, please don't hesitate to contact our GuardsPro Support Team anytime.