Create a grouped replacement

You have a request for several replacements of the same type for a more or less long period of time, creating a grouped replacement is a good solution.

1.Open a "Grouped replacement" window, to create a new request, click on the icon (Insert).

2.Click on the icon (List of values) to the right of the "Client" field to open the selection window. Search and select a client, then click on .

3.The "Selection of values" window is displayed, select the type of replacement among the suggested list, click .

4.The information related to the recipient and payer clients comes from the relations added to the client's file, use the icon (List of value) to modify them if necessary.

5.In order for a task to remind you to follow up with your client a few days before the end of the request, check "Warning at the end of the request" and enter the number of days in the box.

6.Click on the icon (Save). PRIM has assigned a number to the group.

7.Move under the tab "Info/Ranking/Criteria", choose and check the options that apply to your request.

8.Check if the criteria and options checked are required or considered an asset. Make changes if necessary.

9.Click on the icon (Save).

10.The entry of the criteria for this grouped replacement is completed, click on the magnifying glass and choose "Entry completed".

11.The grouped replacement becomes "Assigning".

The example below illustrates the addition of punctual requests in a group for a period of 2 weeks.

1.Move to the "Punctual" tab and the "Add new shifts" sub-tab to create replacements.

2.If necessary, select a department, a contact, add a reference number and a note.

 It is important to select the contact for all replacements at this time. Otherwise, after saving, you will have to add it manually for each replacement.

3.Use the calendar to select the date.

4.Check the shift and change the beginning and end times, if necessary. Click on .

5.You can create replacements individually or use the recurrence to add replacements more quickly.

6.Click on the icon (Save).

7.You will find the replacements under the "Replacements" tab.

A recurrence in a replacement is the repetition of a schedule established on a cycle of 1 to 4 weeks.

Here are two examples:

•A client asks for a candidate with a day schedule for the first week and an evening schedule for the second week, for a period of approximately 2 months, without a known end date.

•A client makes a request for 2 weeks and would like a specific candidate for all the work shifts. However, this candidate is not available for all those work shifts, you can replace him to completely fill the request.

You are still in grouped replacement file in creation.

To activate the recurrence, move to the "General Information" tab.

1.Check the box "Active".

2.Enter the starting date of the recurrence.

3.If it is known, enter the end date of the recurrence.

4.Specify the number of weeks per cycle.

5.Click on the icon (Save).

In a grouped replacement, a category is a set of schedules or shifts.

A candidate is assigned to a category rather than a schedule or shift. If there is only one category, the selected candidate will be assigned to all shifts in the group

If it is necessary to assign more than one candidate to a group, you must create additional categories, for example:

•In the same day, the request includes a day shift, from 8 h to 11 h and an evening shift, from 17 h to 20 h. Two categories are needed.

•On the same day, the request includes a day shift, from 7 a.m. to 10 a.m. and from 2 p.m. to 5 p.m. Two categories will be required if the same candidate cannot be assigned to both schedules.

•If there are multiple types of services to give according to the day of the week, and we would like to assign different people depending on the care to give. Multiple categories are needed.

•The service must be given in three different departments according to the schedule, and we would like to assign different people according to the departments. Three categories are needed.

•There will be two work shifts in a day, one during the day and one during the evening for the classification. Two categories are needed.

You are still in the grouped replacement file, under the “Recurrence” tab.

1.Move to the tab "Categories".

2.Click in the area to insert a line.

3.Assign a name to the new category. For example, evening.

4.If applicable, click the icon (List of values) and select a department from the list, click .

5.Click on the icon (Save).

6.If applicable, click the icon (Edit), in the list of choices, to choose a particular service attached to the category.

7.Click on the icon (Save).

Each week up to the end date of the grouped replacement, PRIM will create replacements according to the schedule that you have registered.

If you have not entered an end date, PRIM will continue to create new replacements until you specify an end date.

If the schedule of your grouped replacement is one week schedule, the drop-down list "Cycle week" will not be available.

If there is only one category in your grouped replacement, the column "Category" will not be displayed.

PRIM allows the addition of more than one work shift in a day or 2 different schedules in a same work shift. These two schedules should not intrude one on the other and could be filled by different candidates if you add categories in your grouped replacement.

You are still in the grouped replacement file, under the "Recurrence" tab.

In the example below, we will add a schedule which will be repeated every 2 weeks.

1.Select the week for which you want to add a schedule. It is preferable to start with the week 1 of the cycle.

2.Select a day and click on the icon (Insert), choose the work shift.

3.Repeat this operation to complete this day schedule.

4.You can change the start and end hours if they are different from the proposed schedule.

5.If applicable, select a record, click on the icon (List of values) in the "Category” column to display the list of choices.

6.Choose a category, click on . If a department is attached to the category, it is automatically added.

7.If applicable, select a record, click on the icon (List of values) in the "Department" column to display the list of choices.

8.Click on (Save).

9.If there are services to specify for this schedule which are not checked in the category, move to the tab "Schedule specifications".

10.Under this tab, click on , select one or more choices to add.

11.Repeat these operations for the second week to complete your schedule.

It is not possible to delete a schedule in a recurrence, however you can uncheck a schedule to disable it. It will not be duplicated in the creation of future replacements in the recurrence.

12.Click on (Save).

13.Close the window.

14.When the schedule is completed for the two weeks, click on the icon (List of values) at the right of the field "Status" and choose "Entry completed."

15.The status of the grouped replacement will change from "In Creation" to "Assigning".

16.The replacements will be displayed under the "Replacements" tab.

It is possible to easily add one or several specific requests to a grouped replacement. This request has no recurrence and will not be duplicated as other replacements of the group.

You are still in the grouped replacement file, under the “Punctual” tab.

1.Move to the tab "Add new shifts".

2.Fill in the information in the section "New shifts information".

3.In the calendar, select the date.

4.Select the shift and change the start and end hours, if applicable.

5.Click on , the replacement is added in the list.

6.Repeat the operations 2, 3, 4 and 5 if necessary.

7.If the additions are convenient , click on the icon (Save).

8.You will find them under the tab "Replacements".

If needed, see "Create a batch request" for more details.