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Creating and Editing a Schedule

1.       Start by clicking on the Schedules – Everyone’s Schedule button:

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2.      If you want to see only the shifts for the selected location, please go to Filter button and check the option "Show Only Shifts For Current Location". Under Filter you will find additional filters for showing all employees in the company and for showing only scheduled employees:

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3.      Employees are grouped in Schedule by “Employees”, “Department” and by “Position”.

 

  • If you have selected “Employees” view, you will see the current weekly schedule for all employees from the location. If you want to create (edit) future shifts you have to choose this future date or week from the calendar above the schedule table.

To assign shift to an employee you have to simply click on the time slot you want to create the shift for. The following dialog box will open:

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You can assign only one shift for the date or you can use the repeating options to assign more than one shift for a period (Daily, Weekly, every weekday Mon-Fri, every Tue and Thursday, every Mon, Wed and Friday)

If you want to edit an employee’s shift simply click on the respective shift and edit its details as desired.

 

  • If you have selected “Department” view, you will see the current weekly schedule for all department s from the location. If you want to create (edit) future shifts you have to choose this future date or week from the calendar above the schedule table.

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To assign shift to an employee you have to simply click on the time slot you want to create the shift for. The following dialog box will open:

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This assign shift window is similar to the previous one, the only difference is that here you have to choose the employee and his position from a dropdown list. Here you can use repeating options too. If you want to edit an employee’s shift simply click on the respective shift and edit its details as desired.

 

  • If you have selected “Position” view, you will see the current weekly schedule for all department s from the location. If you want to create (edit) future shifts you have to choose this future date or week from the calendar above the schedule table.

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To assign a shift to an employee you have to simply click on the time slot you want to create the shift for. Similar assign shift dialog window will open. This assign shift window is similar to the previous ones, the only difference is that here you have to choose the employee and the department from a dropdown list. Here you can use repeating options too. If you want to edit an employee’s shift simply click on the respective shift and edit its details as desired.

 

N.B. You can now edit or create shifts using drag and drop on a daily view of the schedule! To re-assign an existing shift to a new employee simply drag the shift to another employee in the same position. For creating a new shift you can drag your mouse from the start to the end time and a new shift will be created for the selected employee

 

4.      If you need to add more people on a certain day, choose the appropriate employee for the job and click on the blank space beside that employee’s name (or respectively Department or Position name, if you have selected this type of view). 

This will open up the Assign Shift window and you can then follow the same instructions (p.3) on assigning shifts.


5.       For shifts where more than one person is qualified and available, you may opt to create an open shift, allowing any interested personnel to get hold of that extra shift. The Open Shift button is found on the top right of the screen when you open the Schedule, whether Published or not.

Here you can use also the repeating options (Daily, Weekly, every weekday Mon-Fri, every Tue and Thursday, every Mon, wed and Friday).

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6.       Fill in the required data, without checking the option Automatically assign and save when done.

7.       You should then find the newly-created open shifts on the edited schedule.

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8.       The new feature Automatically Assign allows managers to automatically assign shifts to eligible employees and complete staff schedules within seconds. 

Click on button Open Shift, fill the required date, time range, position, number of needed employees and check the option Automatically assign. In this way shifts are automatically assigned to employees with this position:

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If you have set a larger number of employees for the selected position than existing in the location, the shifts for which there are not available employees will become open shifts: 

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You can use the auto-fill option next to the open shifts to populate all open shifts for the week.

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9.       Once you create a schedule you have to publish it in order to be visible by the employees. Click on Publish and choose the start and end date for published schedule. 

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If required, managers can make changes to the Schedule and if the schedule has been published, employees will automatically be notified of the updated schedule.

 

10.       If managers want to delete a certain shift, they have to click on the respective shift in the schedule and to click the Delete button on the opened window:

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11.       If managers want to clear the schedule for a certain period, they can use option Clear Schedule.

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When click on Clear Schedule, a warning message will appear, and if you confirm, schedule will be cleared.

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12.         If managers want to clear all open shifts for the current period, they can use the option Clear Open Shifts:

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13.      Managers can import schedule by using CSV or Excel file. For more information regarding this option, please click here

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14.       You can also have a copy of the schedule exported to PDF or CSV file, and printed using the Printing options button.

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