How to manage briefing rosters in Connecteam

This page assumes you are already familiar with how to add and manage briefing details in Odyssey, and are now ready to sync your team members rosters (shifts) to Odsssey's Advanced Rostering tool, Connecteam.

Setting up the briefing details in Odyssey

• In Odyssey | Main Menu | Details | Depot
• If you have just begun to use the Connecteam advanced module, the Depot tab will have an indictor advising that these briefing detail have not been pushed to Rostering
• Ensure that the briefing date and time, am or pm have been entered, and if desired, a staff member
• Enter the Briefing duration, which is a new, unique field required for Rostering
• Alternatively, the staff member can be assigned in Connecteam
• Use the pencil icon to enter any optional notes regarding this briefing to be pushed to Connecteam. This fields differ from the two other notes field which go to paper based notes

• As soon as all the REQUIRED details have been entered, the briefing will automatically be pushed to Connecteam

NOTE: Once the briefing details have been pushed to Connecteam, the entire Briefings area of the Depot tab will be coloured peach. This reminds Reservations staff that these records have been pushed to the depot for  rostering and planning purposes, and that they must  edit these fields with caution, following their own internal company processes/protocols. e.g. The depot manager may need to be contacted in order for them to review their planning for this day.

In Connecteam

• This briefing shift has now been pushed to the Connecteam Roster.  
• It is currently unpublished, so that the Depot Manager can review and confirm his rostering schedule.  This process is known as Publishing.
• Open Connecteam, and navigate to the correct dates
• Any tasks, such as these briefings, which have not been allocated to staff members, are shown under Unassigned Shifts
• On each shift that has been pushed from Odyssey, the Tour Code, number of people, bags and maybe bikes, and time will be shown, as these factors may influence the skillset of the person who is running the briefing, and how long it will take, etc.

• Assign shifts to team members by dragging and dropping them from the Unassigned shifts to a specific team member, or from one team member to another
• Team members can have more than one shift allocated to them, just check that the timeslots do not overlap 🙂
• Note that team members can advise Connecteam that they are not available for defined periods, inside their app.  This ensures that the person responsible for the Rostering, can make the best possible decisions.

• Any notes that you entered by clicking on the pencil icon in Odyssey, now show on the shift in Connecteam

If you are happy to confirm these shifts, either:

• right click on each shift individually, and select Publish

• or click the Publish button, on the top right hand side of the screen to Publish all
• when a shift is Published, the team member is notified by email, and through the app on their phone, and the Rostering calendar is automatically updated in their Connecteam app.  The user does have an opportunity to accept or decline the shift.

Back in Odyssey

• Where briefings were assigned to different staff members in Connecteam, those team members' names are now sync'ed back to the relevant Tour in Odyssey.

7 Day view

• Depot/operational staff who manage the briefings rosters can also manage them from the Main Menu | Depot | 7 day view

• Click on the briefing count for a day

• Click the button that says "Push to Connecteam" on any record, to push that briefing record to Connecteam