Managing WorkforceHero: Jobs, Shifts, Reports & Alerts

This article covers the day-to-day management of WorkforceHero, including creating jobs, assigning workers to jobs and shifts, exporting activity reports, and managing alerts. For initial setup — hardware, permissions, badge printing, and kiosk configuration — see WorkforceHero Dashboard Setup & Configuration.

Table of Contents

• How to Create and Assign Users to a Job
• How to Create and Assign Users to a Shift
• How to Export Historical Data
• How to Read & Manage Alerts
• Additional Alert Options

How to Create and Assign Users to a Job

From the WorkforceHero dashboard, click the Create Job button in the top right corner and enter a name for the new job. After a job has been created, users can be assigned to it.

Assigning Users to a Job

From the Table view, users can be assigned to a job. This action can be performed individually or in bulk. Workers will see their assigned job when they scan their badge at the WorkforceHero kiosk. If a user is already assigned a job and a new job is added it will be displayed in the Next job column.

To Assign a job to a user:

1. Open the Table view of WorkforceHero.
2. Select the Users and click the Assign job button.
3. Select the Job from the pop-up module and click Assign.

Unassigning Users From a Job

From this view, users can also be unassigned from a job or have their shift ended.

How to Create and Assign Users to a Shift

A shift is a scheduled work period that groups workers and managers together for a defined time window. Shifts can be edited, users added or removed, and managers can be changed. 

To create a shift:

1. Open the Workforce Hero > Shifts page.
2. Click the Create Shift button.
3. Name the shift, select the Days and Hours and click Next.
4. Assign the Manager(s) and click Next again.
5. Assign team members to the shift and click Next again.
6. Review the shift details and click Save. If needed, click the Edit button to make changes to the corresponding section.

Assigning Users and Managers to a Shift

Users and managers can be assigned to a shift during the creation process or added to a shift that already exists. 

To edit the Users assigned to a shift:

1. Open the Workforce Hero > Shifts page.
2. Click the Edit icon on the shift, then click the Edit icon for the Managers or Team member section.
3. Select/deselect the users and click next until you get to the Review page. 
4. Click Save.

How to Export Historical Data

You can view activity logs for each job and export historical data for reporting purposes, including billing clients for special projects or work orders.

Exporting Job Activity Logs

1. Open the WorkforceHero > Live View page 
2. Click the 3 dot icon on a job to open the menu and select the View activity log option. 
3. Enter the time period of data you need to view and click the Export to CSV button to download the report.

Exporting Individual Employee Logs

You can also view and export activity logs for individual employees.

How to Read & Manage Alerts

Alerts are triggered when a worker is late returning to their shift. An alert will only trigger if an employee exceeds a configured time limit while officially assigned to a job or on a designated lunch or paid break. By default, the alert threshold is 15 minutes for a paid break and 30 minutes for lunch. 

Alert thresholds can be customized in Settings. To configure:

1. Go to Settings at the bottom of the left-hand menu.

   

2. Click WorkforceHero on the right-hand side of the screen. The WorkforceHero warnings screen will appear. From here you can set the idle time intervals for different jobs, as well as break and lunch durations.

   

Additional Alert Options

Alert details can be viewed in three locations:

1. By clicking on the user with the alert in the general Workforce dashboard.

   

2. By clicking on the warnings callout at the top of the general Workforce dashboard.

   

3. By clicking on the Team Members Report.