Daily Shift Report

fish 20 Reputation points Microsoft Employee
2024-09-05T09:15:57.33+00:00

I need a way to have multiple staff in multiple locations share a daily report of what happened in their shift as front desk assistants. They need to be searchable. There needs to be a way for certain staff members to comment on the daily report to provide updates and corrections.

We have used team channels (one per building) for this, however, when someone comments on a post it makes them go out of order so is hard to find a specific shift report.

We use SharePoint and Teams regularly as part of our operations so what tool within there is best to do this?

Microsoft Teams
Microsoft Teams
A Microsoft customizable chat-based workspace.
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SharePoint
SharePoint
A group of Microsoft Products and technologies used for sharing and managing content, knowledge, and applications.
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Accepted answer
  1. LiweiTian-MSFT 20,415 Reputation points Microsoft Vendor
    2024-09-06T02:34:17.8933333+00:00

    Hi @fish

    Using SharePoint and Teams together can be a powerful solution for your needs. Here’s a structured approach to achieve what you’re looking for:

    1. Create a SharePoint List for Daily Reports
    • SharePoint Lists are great for structured data and can be easily searched and filtered.
    • Each front desk assistant can fill out a form at the end of their shift, which populates the list with their report.
    1. Set Up Columns in the SharePoint List
    • Date and Time: Automatically capture when the report is submitted.
    • Location: Dropdown to select the building.
    • Shift Details: Text field for the report.
    • Comments: A section for updates and corrections.
    1. Enable Versioning and Comments
    • Versioning: Enable version history on the list to track changes and updates.
    • Comments: Use the built-in comments feature in SharePoint to allow staff to add updates and corrections without altering the original report.
    1. Integrate with Microsoft Teams
    • Teams Tab: Add the SharePoint list as a tab in the relevant Teams channel for easy access.
    • Notifications: Set up alerts or use Power Automate to notify specific staff members when a new report is added or updated.
    1. Search and Filter
    • Search: Use SharePoint’s powerful search functionality to find specific reports.
    • Filter: Apply filters based on date, location, or other criteria to quickly locate the needed report.

    If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

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