Scheduling - Creating and Maintaining a Scheduling

This article will explain how to setup the Scheduler.



The scheduling module is built around a shift. A shift is determined by the company schedule. Once a shift is created, employees are associated to a shift and the system auto-creates an overview of your schedule. To create a shift, go to the Preferences tab and select Shifts and select create a new shift.


The below will be displayed if there are already shifts created, if there are no Shifts setup select "Create New Shift" on the top right of the page.



Give your shift a name, such as Opening Shift.

The start date will allow you to create rotating shifts so that moves based on the rules that you set.

The start and end times are there to give value to the duration of the shift.

If you use the advanced scheduling features, the system allows you to input estimated breaks for reporting features.

The rounding of breaks is a practice that is not favorable with the US Department of Labor. We recommend that you check with your HR department if you wish to use this feature.

Shift recurrence tells the system that this shift is supposed to be ongoing. Once in the scheduler itself, you are allowed to create shifts on the fly, and that recurrence is defaulted to not occurring more than once. If you have special shifts that are only for a short duration, you can the system to stop scheduling after a certain time. If there is no end, please leave those values blank.



The recurrence pattern is a very easy way to alternate work loads and work times. If you mark the pattern as weekly and choose a combination of days, that shift will occur every week on those days only. The following patterns are outlined below.


Daily allows for 3 days on, 2 days off, for example. It is important that if you are using this feature that you start the shift date on the day that you want this rotation to take effect. The system counts the days from the beginning of that time frame and moves forward. Altering that start time will effect all the alterations of the original setup.



The weekly pattern allows for combination of times with the week as the source. If you create a shift that is every 2 weeks and the days worked are Monday - Wednesday, and you have correctly set the start date, you can then create another shift that is every 2 weeks with the days as Thursday and Friday and alternate the pattern of the shift. Remember to set the correct start date of the second shift so that it does not overlap the first start date.



The monthly pattern is for those shifts that are very few and far between. The are mainly used for special events or scheduling of a time that is consistent, but needs to be automated.



Completed shift - Weekly Pattern



Shift Overview - once you hit the submit button for the shift that you just created, you will see an overview of that your shifts. There are some tools on this screen that will greatly help you see your parameters of the shifts.



If you click on the link under the Repeats header, the system will display a calendar of the time frame and pattern of that particular shift. This is extremely helpful if you have created a rotating shift and you want to see an overview of how it will scheduled out in the main scheduler window. In this case we have displayed a simple Monday - Friday shift, repeating every week.




Once you have created the shift, you are ready to assign people to that shift, this is done with the associated button.


Select the "Create New Association" button


From this screen you can select the employees you want to associate to the shift.


If you see an employee that is listed more than once, this means that the employee is associated to multiple departments, and you can choose from which department you want the shift to apply the employee.

Shifts have now been assigned to employees.

Once this is done, the system automatically creates the schedule, based on the shift parameters that you have defined. 




Your schedule will default to your current pay period. This menu at the top allows you to view your schedule in any parameter you choose. Because departments are assigned to locations, you can choose which department is the relevant to see. You may also select a certain shift from a list of shifts that you have created. By setting a default, the schedule will return to the choices selected when you return to the Scheduler.



The shifts will only be displayed if there is data. If the day is marked as a holiday, a notice will be displayed stating that the office is closed for business.



 Below is an explanation of what the colors indicate.



If you click on the time next to the employee, you are allowed to edit that time entry, complete the time entry, or start a new time entry. You have all the same functionality creating expenses and changing the association of the time entry.


If you click on the name of the employee in the shift, you can create a day off entry for that person, change the shift, associate the shift to someone else and remove the person from that schedule for that day.


Creating a shift on the fly: By clicking on the department name, the system allows you to create a shift for just that particular day, and assign to a particular person. This shift will not be seen on the general shift list. It is only applicable to that day and that person.


To finalize the schedule and make it visible to the employee, click the red light bulb and it will post it to the employees view. You will only post the current pay period. You can now select the drop box and work on the next pay period.






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