This article provides basic information on how to manage and view the schedules of the employees in your store.
In this article, we will cover:
- 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
Managing Schedule
Creating and Editing Shifts
From the Manage Schedule screen, you can create and edit the shifts assigned to the employees. You can access the Create Shift option from the Sidebar on the Manage Schedule screen. To create a shift, follow the below steps:
Select Scheduling > Manage Schedule. The system displays the Manage Schedule screen.
From the Actions menu, select Create Shift. The system displays the Create 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. You can access the Settings from the Sidebar on the Manage Schedule screen. To enable this setting, follow the below steps:
Select Scheduling > Manage Schedule. The system displays the Manage Schedule screen.
From the Actions menu, select Settings. The system displays the Application Settings pop-up.
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. You can enable this option from the Settings window.
From the Actions menu, select Settings. The system displays the Application Settings pop-up.
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.
Select the Settings button at the top right corner and select Calendar Events under the Store Settings. The system displays the Calendar Events screen.
Select Add Event.
Alternatively, you can add an event by selecting Calendar Event under the Actions section from the left-side corner of 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, follow the below steps:
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 below screenshot, 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 below screenshot, you can notice that the header of the 1st of May is marked as a Holiday with the color chosen from the Calendar Event pop-up.
- Blackout Day - Blackout days are displayed in bold outlines around each availability box. In the below screenshot, 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:
From the menu bar, select Time Clocks > Attendance History. The system displays the Attendance History screen.
Double-click on the Details box of the desired shift.
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 will 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:
From the menu bar, select Scheduling > Manage Schedule. The system displays the Manage Schedule screen.
From the Actions menu, select Day View and then select Meal Schedule.
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
From the menu bar, select Scheduling > Manage Schedule. The system displays the Manage Schedule screen.
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.
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 Break Schedule” to view the respective selections in the schedule.
After customization, you can also share the schedule with employees through email or SMS. Also, you export the schedule in Excel and PDF format.