Documentation for Tapir, a member management website
Shifts can be created individually. The shift creation page is accessible from the sidebar for accounts with member office access.
Most shifts are derived from an ABCD shift. By using a dedicated command, developers can generate all shifts corresponding to ABCD shifts up to a given date. For example, if there is an ABCD shift “Wednesdays at 12:00 on week B” and the command is run, assuming that the week starting Monday 03/10/22 is a B week, a single shift will be created for “Wednesday 05/10/22 at 12:00”. Information are copied from the ABCD shift to the single shifts (name, description, slots).
Single shifts are often colloquially called “flying shifts” or just “shifts”. In this documentation, in order to avoid confusion, we will try to always specify “ABCD” or “single”.
A single shift has the following information:
Even though it is often said that “a member registers to a shift”, members actually register to single shift slots instead of shifts. A shift has one or more shift slots. Each slot has the following information :
Single shift slots can be edited or added to a shift from that shift’s page.
A shift slot may require capabilities. A capability represents a special training that the member must have followed before they can work the corresponding shift slots.
A member can only register themselves to a single shift slot if they have the required capability. Accounts with member office access can register members to slots that the members don’t have the capabilities for, the page then produces a warning that must be acknowledged.
Which capabilities a member has can be edited by accounts with member office access, use the edit button on the shift card for the member’s page.
The list of capabilities :
Shift slots may have one or more associated warnings. When a member registers to a shift with warnings, they must acknowledge each warning to confirm the registration. Warnings don’t restrict the registration in any other way than this confirmation.
Members can freely register themselves to single shift slots, provided that :
Accounts with member office access can register any member to any slot. They will get a warning if the member doesn’t have the required capabilities.
For attendances that are not derived from an ABCD attendance, the member can unregister themselves up to 7 days before the shift stats without any consequence. For ABCD attendances or within the 7 days time period, members have to look for a stand-in.
Manual registrations to shift slots (that is, those that don’t happen through the generation of single shifts from ABCD shifts) triggers the creation of a log entry.
Once a member registers to a shift slot, their attendance to that slot is tracked. An attendance is always in one of the following states :
The shift page shows for each slot :
Accounts with member office access can edit current and cancelled attendances from the shift page.
All updates to shift attendances trigger the creation of a log entry.
If an attendance is set to missed, the member that didn’t show up receives an email.
Accounts with member office access can cancel shifts using the dedicated button from a shift’s page.
When cancelling a shift, the following happens :
A member that cannot attend a future shift and that cannot unregister themselves from it can notify that they are looking for a stand-in. The slot then gets highlighted with a moving icon on the shift calendar page.
Normal members can register that they are looking for a stand-in up to 2 days before the shift.
Members can register themselves to a slot currently occupied by someone that is looking for a stand-in. The attendance of the looking member is then set as cancelled, and the attendance of the replacing member is set as pending.
When the slot is taken over, the searching member receives an email notifying that a stand-in has been found, and a log entry gets created.
Seven days before a single shift, members receive a reminder email with the date of the shift. Those emails are sent every two hours.