Set activity rules and catch inactive members

Each department has its own shift settings. They decide how hours are counted, how many hours each rank should do a week, and what happens to people who stop showing up. Set them once and LonexOne keeps an eye on activity for you.

Before you start#

• The Department Panel module needs to be installed.
• You need the Edit shifts and set activity rules permission in the department.

Open the shift settings#

1. In the left sidebar, under Department Panel, click Shifts & activity.

2. Click Settings at the top right.

3. If you manage more than one department, pick the department from the list.

   

Every setting below is saved with the Save button at the bottom of the form, except voice patrol channels, which save as you add them.

How shifts are logged#

If you switch to Automatic only while members have logged shifts waiting, you can only deny those, not approve them.

Longest shift#

Type a number of hours, from 1 to 72, in Longest shift (hours). Any shift still open after that long is closed at exactly that length and marked Closed automatically. This catches people who forget to clock out or go off duty. Leave it blank for no limit.

Open shifts are checked every five minutes.

Weekly quota by rank#

Each rank in the department has a box. Type the hours that rank should do each week, from 1 to 168, or leave it blank for no quota.

Quotas show on the Hours tab of Shifts & activity, on reports, and to members on their Shifts page, as Quota met, Behind quota or On leave. Days on approved leave lower the quota for that week by the same share, so 10 hours a week with 2 days of leave needs about 7.1 hours.

Inactivity#

The inactivity rule finds people who haven't had a shift in a set number of days.

1. Type the number of days, from 1 to 365, in the box after After.
2. Pick what happens after days without a shift:
   • Tell command: posts a list of the inactive members, with their callsigns, to the department's shift log channel.
   • Set inactive: changes their status to Inactive.
3. Click Save.

To turn it off, clear the days box and save.

The check runs once a day. It looks at members who are Active or In training and skips:

• people who joined the department less than that many days ago,
• people who've had approved leave at any point in that time,
• people who are on duty right now.

Each person is only flagged once for each quiet spell. They're flagged again only if they do a shift and then go quiet again.

For Tell command to reach anyone, the department needs a Discord log channel for Shifts. See Post logs to Discord channels.

Voice patrol channels#

Time spent in these Discord voice channels counts as a shift in the department.

1. Under Voice patrol channels, pick a channel from Add a channel. Channels are grouped by server.
2. Click Add.

You'll see a message saying time in that channel now counts. Members already sitting in the channel need to leave and rejoin for it to start counting.

To stop a channel counting, click Remove next to it. Anyone on a voice shift in the department is clocked out.

If a channel shows Not found, it's been deleted in Discord or the bot can't see it any more.

Something not working?#

"Pick what happens to inactive members." You typed a number of days but didn't choose Tell command or Set inactive.

"Connect a Discord server with the bot first." Voice patrol channels need a connected Discord server with the LonexOne bot in it. See Connect your Discord server.

"That channel isn't in a connected server." The channel couldn't be found. Refresh the page and pick it again.

Couldn't load channels from a server. The bot can't read that server's channels. Check it's still in the server and has permission to see the voice channels.

Nobody is being flagged as inactive. Check the days and action are both saved, and remember the check runs once a day. People with approved leave in the window, or who joined recently, are skipped.

Someone was set inactive while they were away. Inactivity only skips approved leave. Ask members to request leave before they go, see Approve leave requests.