Overview:
Creating a Forecast within Schedule
Copying Schedule
Unassigned Shifts
Bulk Select
View Options
Add Time Off Shift
Add Shift
Publish Changes
Creating a Forecast within a Schedule
Employees must be scheduled in order to clock in, which is why this page is so important. The first step with any schedule is making sure the Forecast is complete.
If no forecast is set, there will be a warning message like below stating this.
To correct, click on the Set Forecast link on the right.
IF PRO TIP: From here, you have the ability to set the forecast and create the schedule in just a few clicks!
Copying Schedule & Set Forecast
To import a schedule and set a forecast at the same time, select the Import From drop down to either copy from a previous week.
Then select the time frame you wish to copy from. Once the week is highlighted, select the Copy Schedule in order to copy the actual employees and shifts over from the week selected.
You can select to copy one or more department. You can select one department at a time or click the Select All on the bottom of this drop-down menu.
By default, it will automatically Copy all users, but you must select which week’s schedule to copy – last week or two weeks ago, and the same for copying the shifts.
If copying last weeks scheduled users + shifts, you can either copy shift assignments or leave those shifts unassigned.
IF PRO TIP: Copying the users + shifts + shift assignments will recreate last week’s exact schedule.
Here’s what it would look like when you copied the Actuals into the Forecast, then copied the Users, Shifts, and the Shift Assignments.
Unassigned Shifts
Copying the users + shifts but unselecting Shift Assignments will take all shifts from last week and put them at the top in Unassigned. When unassigned, you can drag those shifts down to the user who should have that shift.
Below is an example of what a schedule would look like if copied over. This screen also is showing you the schedule by User.
The Unassigned shifts were copied over from last week, and you can drag and drop them into the user who needs that shift.
Bulk Select
If you click on an unassigned shift, you can Add another shift by selecting Add. Clicking Edit allows you to edit the shift you’ve highlighted. Assign allows you to add it to someone’s schedule.
Bulk Select is another great tool to use.
IF PRO TIP: By selecting multiple shifts at once, then selecting Assign at the bottom of the page, makes scheduling fast and efficient!
This will take those shifts and assign them to the user selected within a few clicks!
By selecting Assign, you can either scroll through the employee names, or use the Search function to save time.
As you add shifts, the shift color will appear in light orange. These are considered “unpublished” shifts. These shifts are active, but they haven’t been published. Published means the users are alerted that the schedule has been completed.
View Options
You can also change the view and sorting of the schedule page.
You can sort either alphabetically or view the users with Overtime at the top.
You can also view this by showing All Users, or just a specific Department or Position.
If Department is selected, the page will show all departments, pending on user access. You can then open to view the schedule by department and by position.
Depending on which view you prefer, by Users, Department or Position, you have the ability to set this to your Default View. Using the Settings option on the top right, you can set to Save as Default View for when you access this page next time.
Add Time Off Shift
On the top right is where you can add a Time Off Shift.
When you select Add Time Off Shift, the below pop-up appears. Once you select a user, you then can select which Type of PTO. Depending on the PTO types, you may see PTO, Vacation, Sick, etc. There will always be a Do Not Schedule option.
Do Not Schedule doesn’t take away from any PTO bank. It’s just a reminder that that user cannot work that day.
For example, there’s a Front Desk Agent that has a doctor’s appointment, you can add a Do Not Schedule shift in place of that day should they not be available.
Once the details are added, you can either add additional days or times, or select Add Time Off to add this to the schedule.
The schedule will show similar to below:
Add Shift
You can select Add Shift if you have a specific shift to be added to the schedule. An example is if you have a new hire, or a new shift, that wasn’t copied over.
When selecting Add Shift, the pop-up will appear to select the Department, Position, Date and a Start & End Time.
You then can add this shift to multiple users at once.
Should any users have a conflict, like they’re already scheduled, their row will show accordingly.
Publish Changes
As changes are made to the schedule, they are all active scheduled shifts. There is now an option to select Publish Changes where employees who have signed up to receive automatic notifications will receive either a text message or an email.
You can also select the Print Schedule in order to Print the schedule and publish it at the same time!
