Alkimii Customer Success Centre

Alkimii Property

Shift Notes

Navigating Shift Notes

Mastering Shift Note Navigation: Efficiently Adding, Searching, and Commenting

Navigating the world of shift notes is a crucial aspect of maintaining efficient and well-informed operations across various industries. Alkimii equips you with a user-friendly Shift Notes page, allowing you to add shift notes, search for specific entries, apply filters for targeted results, and engage in seamless communication through comments and replies. In this article, we will guide you through the comprehensive process of mastering shift note navigation.

Using the menu, navigate to Shift Notes
Your screen will always default to a list of all Shift Notes visible to you

Screenshot 2024-10-07 at 11.21.39

Click through the links below to learn more!

Add a Shift Note Manually

Add a Shift Note Using Templates

Search and Filter your Shift Notes

Comment/Reply on a Shift Note

Adding a New Shift Note Manually

Select "add shift note" in the top right-hand corner.

Now you can add the information to the shift note

You can colour-code the shift note using the clear box in the top right. If needed you can add an attachment by clicking on the paper clip icon.

The date will default to today. However, this can be changed if needed by selecting the date using the calendar function.
The site and department will default to your Alkimii access, however, if you have access to a number of sites or departments you will be able to select this from the dropdown menu.

Choose a category and location, if applicable.

Categories will only appear when a department has been selected.

To add, set or edit room numbers, contact the Alkimii Customer Success team here

Select a location, if applicable. You can add multiple rooms from this dropdown. Add tags, if applicable. If you wish to "Notify" a specific role or individual to ensure they receive a notification when the shift note has been created, select from the dropdown menu.
Depending on your access level - You have the option to restrict the shift note if you wish, by selecting visible to notifees. Please contact us to find out more. If you have chosen a specific role to notify, you will now have the option to change or add additional sites

IMPORTANT: It is not possible to edit another User's Shift Notes.

Now you can add the shift note content into the free text field. If needed, you can mention an employee within this body of text and they will be notified of this.
If you have restricted the view of the shift note, the mentioned employee will be added to the list of notifees.

Add a Shift Note Using Templates

Select "add shift note" in the top right-hand corner.

Choose a template from the dropdown menu on the top left-hand corner.
Once chosen, the questions from your template will auto-populate and prompt an answer.

The date, site and department will auto-populate to the current site you are within, however, if you have access to multiple sites or departments you can select the site from the dropdown menu. Additional you can use the calendar to adjust the date or time.

Select a location, if applicable. You can add multiple rooms from this dropdown.
Add tags, if applicable.
If you wish to "Notify" a specific role or individual to ensure they receive a notification when the shift note has been created, select from the dropdown menu.

Depending on your access level - You have the option to restrict the shift note if you wish, by selecting visible to notifees. Please contact us to find out more.
If you have chosen a specific role to notify, you will now have the option to change or add additional sites

In the Content body, the template questions will auto-populate. You will need to either enter text, select Yes/No, select a date or provide numerical answers to each item.
Mandatory (required) questions will appear with an asterisk symbol (*) beside them.
If the question has been marked as required in the template, you will not be able to save the shift note until that question has been answered.

To add your entry to the shift notes screen, click the "Save" button in the bottom left
If you need to edit or delete your entry, you can do so by clicking the 3 ellipses on the shift note within the shift notes dashboard.

IMPORTANT: It is not possible to edit another User's Shift Notes.

Search and Filter Shift Notes

To search for an existing shift note, you will need to use the filter options available along the banner at the top of your screen.

If the shift note has been restricted by the creator, you will not be able to search or view it unless you have been added to the list of notifees.

Example:

If you wish to search for an employee, you can filter by "User", this will prompt the dropdown menu for "Created By". You can either select the employee's name from the list or use the search bar to type it in.

Replying/Commenting on a Shift Note

You have the ability to reply via comment to any Shift Note.

To reply, type out your comment and click the blue arrow.
You can add any emoji by clicking the 😀 icon.
You can also reply directly to an existing comment within the shift note.
Type @ to mention colleagues in the comment. If the shift note has been restricted, the colleague mentioned will now be added to the list of notifees.

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