Administrator Features

If you are an administrator of a group, you have access to a powerful set of tools to manage your group’s schedule, members, and operations. You can access these tools by tapping the Admin Panel icon (an admin shield) in the app bar of the home screen.

The Admin Panel

The Admin Panel is your central hub for all administrative tasks. The first thing you need to do on this screen is select the group you want to manage from the dropdown menu at the top. All actions you perform on this screen will apply to the group you have selected.

The panel provides access to the following tools:

  • Shift Management
  • Manage Group Members
  • Manage Roles
  • Manage Locations
  • Group Communication
  • Shift Tracker (Terminal Mode)
  • Time Clock Reports
  • Live Map

Shift Management

This is the most powerful tool for managing your group’s schedule. You can access it by tapping the Manage All Shifts button. On this screen, you can:

View and Filter Shifts

The main view lists all shifts for your group within a specific date range. You can: * Change the start and end dates to view different periods. * Filter the list to show shifts for a specific user, role, or location. * Clear all filters to see all shifts in the selected date range.

Manual Shift Operations

  • Add a Shift: Tap the “Add Shift” button to open a dialog where you can create a single new shift, define its start/end times, and assign it to a user, role, and location. The system will prevent you from creating shifts that overlap with a user’s existing shifts.
  • Reassign a Shift: Tap the “Reassign” button on any shift to assign it to a different user.
  • Delete a Shift: Tap the “Delete” icon (a trash can) on any shift to permanently remove it.
  • Assign Recurring Shifts: For schedules that repeat weekly (e.g., every Monday and Wednesday), use the “Assign Regular Shift” feature. This allows you to set a start and end date, select the days of the week, and assign the schedule to one or more users at once.

Bulk Shift Upload (CSV)

For creating many shifts at once, you can use the CSV upload feature. 1. Tap the Upload Shifts from CSV button. 2. Choose the CSV file from your device. 3. The app will process the file and create the shifts.

CSV File Format: To upload shifts successfully, your CSV file must have a header row and the following columns in order: date, startTime, endTime, group, role, location, comment, assigneeEmail.

  • The group column must exactly match the name of the group you have selected in the app.
  • If an assigneeEmail belongs to a user who is not yet in the group, the system will automatically add them.
  • If the CSV contains role or location values that don’t exist in your group’s settings, they will be automatically added.

You can download a pre-formatted example file by tapping the Download Example CSV button.

Manage Group Members

Tapping the Manage Group Members button takes you to the group management screen, where you can add or remove members and manage who has admin privileges.

For more details, see the Groups documentation.

Manage Roles & Locations

The Admin Panel gives you shortcuts to manage the predefined lists of roles and locations for your group. * Manage Roles: Opens a screen where you can add new roles or delete existing ones from the list that appears when creating shifts. * Manage Locations: Opens a similar screen for managing the list of work locations.

Group Communication

You can easily communicate with all members of the selected group at once. * Message Group: Sends an in-app message to every member of the group. * Text Group: Initiates a group SMS message to all members who have a phone number registered.

Shift Tracker (Terminal Mode)

The Shift Tracker button launches the tracker in Terminal Mode. This mode is designed for a stationary device (like a tablet) at a worksite. In this mode, you can manually clock users in and out of their shifts and record “unscheduled” clock-ins for users working outside of a scheduled shift. From the tracker, you can also send messages to all currently clocked-in staff.

Note

Monitor Mode vs. Terminal Mode

The Shift Tracker has a second mode, Monitor Mode, which allows you to remotely view the real-time status of shifts. This mode is accessed from the Shift Monitoring icon (a heartbeat monitor) on the home screen’s app bar, not from the Admin Panel.

Time Clock Reports

This tool allows you to generate and view payroll or time-tracking reports. 1. Select a start and end date for the report. 2. The screen will display a summary for each user in the group, showing their total hours worked and the number of shifts completed within that period. 3. You can tap on any user to see a detailed breakdown of their individual shifts.

Live Map

The Live Map shows you the real-time location of your clocked-in team members on a map, provided they have enabled location services on their devices. This is invaluable for coordinating mobile teams or ensuring staff are where they need to be.

  • View Locations: See markers for each user on a satellite or street map. Tapping a marker shows the user’s name and latest update time.
  • Customize View: You can set and save the default map center and zoom level for your group to ensure the map always opens to your primary work area.
  • No GPS List: A list on the side shows users who are clocked in but do not have location data available, allowing you to follow up if necessary.

All Shifts Calendar

The All Shifts Calendar provides a comprehensive monthly view of every shift scheduled within your group. This tool is designed for high-level oversight and scheduling conflict resolution.

  • Color & Shape Coded Markers:
    • Blue Circle: Assigned shifts for the current user.
    • Orange Triangle: Shifts where a trade has been requested by the owner.
    • Green Square: Shifts that are available for you to pick up (requested by others).
    • Light Purple Diamond: Shifts assigned to other members of the group, allowing you to see the full team coverage at a glance.
  • Daily Details: Tapping a day shows a detailed list of all shifts occurring on that day, including assignee names, roles, and locations.

Shift Tracker & QR Codes

SwapSanity uses advanced QR code technology for secure and accurate time tracking.

  • Terminal Mode: Set up a central tablet or phone at your location. Employees scan their personal QR codes to clock in and out instantly.
  • Rotating QR Codes: To prevent fraudulent clock-ins, user QR codes rotate every few seconds (depending on your plan), ensuring that the user must be physically present at the terminal to scan.
  • Unscheduled Shifts: If a user works outside their normal schedule, they can still clock in using “Unscheduled” mode, which will be recorded and displayed clearly in your reports.