Basics of Schedule Management

This article provides basic information on how to manage and view the schedules of the employees in your store. 

This article covers:

• Managing Schedules
  • Creating and Editing Shifts
  • Including Paid Time Off Costs in Weekly/Daily Cost Calculation
  • Including Paid Time Off Hours in Total Hours in Weekly/Daily Calculation
  • Creating Calendar Events for the Store
  • Events on the Manage Schedule screen
  • Adding Notes to Shifts from the Reports/Attendance History/Payroll screens
  • Showing Paid Time Off for Hidden Employees on the Manage Schedule screen
  • Dragging and Moving Meal Breaks
  • Retaining the Employee Sort Order between the Manage Schedule and Payroll screens 
• Viewing Schedules
  • Viewing Multiple Meal Breaks Information
  • Viewing Multiple Sections in Schedule

Managing Schedule

Creating and Editing Shifts

From the Manage Schedule screen, you can create and edit the shifts assigned to the employees. To create a shift, follow the below steps:

1. Select Scheduling > Manage Schedule. The system displays the Manage Schedule screen.
   
   
2. Select Create drop-down and choose Shift. The system displays the Assign Shift pop-up.
   
   

For more information on creating a shift, see Creating a Shift with Template and Creating Shift without Template.

Including Paid Time Off Costs in Weekly/Daily Cost Calculation

From the Manage Schedule screen, you can include an employee's PTO in their weekly costs. To enable this setting, follow the below steps:

1. Select Scheduling > Manage Schedule. The system displays the Manage Schedule screen.
   
   
2. From the View drop-down menu, select User Preferences.
   
   The system displays the User Preference pop-up.
   
   
3. Select the Include Paid Time Off costs in weekly/daily cost calculation checkbox to enable this setting and select Save.
   

Including Paid Time Off Hours in Total Hours in Weekly/Daily Calculation

With this option, you can include paid time off hours in the hour’s column. This is similar to the setting that included the cost calculations. To enable this setting, follow the below steps:

1. From the View drop-down menu, select User Preferences.
2. Select the Include Paid Time Off hours in weekly/daily hours calculation checkbox to enable this setting and select Save.
   
   

Creating Calendar Events for the Store

To create a calendar event, follow the below steps.

1. Select the settings icon at the top right corner and choose Calendar Events under Store Settings.
   
   The system displays the Calendar Events screen.
   
   
2. Select Add Event.
   or
   You can add an event by selecting Create > Calendar Event under the Manage Schedule screen.
   
   The system displays the Calendar Event pop-up.
   
   

For more information on adding and modifying calendar events, see Adding and Modifying Calendar Events.

Events on the Manage Schedule screen

From the Manage Schedule screen, you can view the events marked on the respective dates on the calendar. To view events:

From the menu bar, select Scheduling > Manage Schedule. The system displays the Manage Schedule screen.
The events with respective messages are displayed on the Manage Schedule screen in the following ways:

• Announcement - In the Calendar Event screen, you can notice that the header of the 3rd of May has color chosen for the announcement from the Calendar Event pop-up. 
• Holiday - In the Calendar Event screen, you can notice that the header of the 1st of May is marked as a Holiday with the color chosen from the Calendar Event screen. 
• Blackout Day - Blackout days are displayed in bold outlines around each availability box. In the Calendar Event screen, you can notice that the 29th of April (blackout day) has bold lines, whereas the 30th of April (not a blackout day) has the typical light lines.

Adding Notes to Shifts from the Reports/Attendance History/Payroll screens

From the Attendance History screen, you can add the notes to the shifts under the Details column. To add the notes, follow the below steps:

1. From the menu bar, select Time Clocks > Attendance History. The system displays the Attendance History screen.
   
2. Double-click on the Details box of the desired shift.
   
3. Enter the required notes and select Save Note.

Showing Paid Time Off for Hidden Employees on the Manage Schedule screen

From the menu bar, select Scheduling > Manage Schedule. The system displays the Manage Schedule screen.
Hidden employees i.e. employees not set to appear on schedule will appear anyway when they have PTO for the week.

They appear when the below setting Include Paid Time Off costs in weekly/daily cost calculation is enabled.

Dragging and Moving Meal Breaks

From the Day View, you can edit the meal schedule by dragging or moving the meal blocks in the shift. To drag and move the meal break, follow the below steps:

1. From the menu bar, select Scheduling>Manage Schedule. 
2. On the manage schedule screen, select the Meal Timings button to change the employee timings from shift timings to meal timings. By default, the timings appear in shift mode.
   
3. Slide the meal blocks to the left or right to place them correctly. Drag from the end of the blocks to resize them in the same manner.

Retaining the Employee Sort Order between the Manage Schedule and Payroll screens

1. From the menu bar, select Scheduling > Manage Schedule. The manage schedule screen displays.
   
   
2. Sort the employee names in ascending or descending order. Then go to Timeclock > Store Employee’s payroll. The sort order of the employees will be retained on the Store Employee’s payroll screen.
   
   

Viewing Schedules

Viewing Multiple Meal Breaks Information

From the Meal Schedule setting, you can view multiple meal break information (if any) on the schedule for both the Day View, and Week View by selecting the drop-down box on the top left of the Schedule page.

Viewing Multiple Sections in Schedule

From the customization menu, you can customize the schedule by hiding or displaying the desired information.

From the View Schedule screen, select Customize. The system displays the Customization menu.

Select the desired options like Shift Schedule, Meal Schedule and Rest Schedule to view the respective selections in the schedule.
After customization, you can share the schedule with employees through email or SMS. You can also export the schedule in Excel and PDF format. These options are found on the top right of the schedule page by the Customize option.