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Question

Question

Has anyone ever done a sign up sheet with multiple options

asked on April 22, 2021

I am trying to work through a process were our employees can sign up for additional shifts. I want to show all available shifts on the form, but remove or gray out a shift is someone sign up for that shift. I do not want to manually have to remove the shift since we are a 24 hour operations and someone could sign up for a shift at 2AM. 

 

Here is my thought process (that I an not sure if it will work)

Form is posted with the available shifts - email with link to the for is sent to staff

CSR select the shift they want and submits

Submit fires an email to HR to add shift to the CSR. 

The remaining shifts are still listed on the form and the next CSR that clicks the link can still make a selection and submit...

 

Opinions welcome - Thanks

 

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Answer

SELECTED ANSWER
replied on April 23, 2021

If you have Forms Professional, then you're best bet is almost certainly going to be an external database and a lookup on the form.

You could give HR a form or some other process that will update the available shifts in the database, then on the employee side, when you load the form it would pull from the database to populate the list.

When the employee submits the form, run a workflow immediately after that to change a column in the corresponding row(s) of the table to indicate the shifts have been claimed.

You could include an approval task on the HR side just in case you need a way for them to "deny" the request and make the shift available again.

Also, you should include some kind of back-end validation in the workflow to cover the possibility of two people submitting a request for the same shift at the same time.

Alternatively, you could allow multiple people to select the shift and populate that data to a separate table, then on the HR side you could have a single location where they could pick one person to approve, then mark it as claimed at that point and notify the employees.

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Replies

replied on April 23, 2021 Show version history

I believe I do something similar to what you need.  Mine allows people to schedule meetings. 

There are 2 tables one with the available meeting dates/time and the maximum number of slots available.  The second records each submission of a users choice.  I use a view to provide the slots that are still available (have not hit their maximum).  The view shows in a dropdown field.

Since you need more than 1 condition in the lookup, I include a Radio Button for them to click to get the most recent available slots.  In JS, when then click the button, it triggers an autofill to refresh the data in the dropdown.  

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replied on April 23, 2021 Show version history

Thanks both replies are great options!

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