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The main components of the Scheduler work area consist of:
- Job Selector—Select the job or jobs you want to view. You can select a whole department at once by clicking the box next to the department. To select multiple jobs within a department or departments, open the department tree and select the jobs. The job(s) you select are listed.
- Period Selector—Select the period you want to view for eight weeks prior to the current period or up to one year in the future.
- Action Selector.Allows you to perform several actions.
- Restore Auto Schedules—Reverts to the system generated schedule. You determine which jobs are included/excluded and which days are restored.
- Copy Schedules—Copies a previous schedule and inserts it as the new schedule for the period. You determine which week is copied, which jobs are included/excluded, and which days of the week are to be copied.
- Clear Schedules—Removes all employees from the schedule.
- Clear Shifts—(Shift View only). Clear specific job shifts in order to create multiple shifts for the desired Start times. You can then adjust shifts by re-creating them all at once, rather than accessing each one individually to adjust the times. You can clear one job on one day, one job on several days, or several jobs on several days.
- Recalculate Shifts—Recalculates shift data if changes have been made in Employee Maintenance or Configuration, after the schedule was generated.
- Import Schedules—Import data from schedules you prepared in another program such as Excel.
- Audit—See a list of changes that have been made to the schedule for a specified date range.
- Generate Schedules—Generate specific schedules rather than all schedules: Pre-Schedules, Permanent, Regular, and Variable schedules. You can select any or all of these options.
- Adjust Unfilled Shifts—Change the Start and End Times of multiple shifts at one time. Select the appropriate day and enter the new Start and/or End Time for the jobs you want to adjust, then click Apply. You can also increase or decrease the number of shifts.
- Print Weekly Schedule Report—Opens the Weekly Schedule Report options screen where you can select the appropriate options and generate the Weekly Schedule Report.
- Sort/Filter Shifts—View the schedule in several ways.
- Employee View:
- Sort by Name—Displays employee names in alphabetical order.
- Sort by Seniority—Displays the employees with the most seniority at the top and the least seniority at the bottom.
Sort by Job Date—Displays the employees who have worked in a job the longest at the top of the list and employees who have worked in the job the least at the bottom.
Sort by Job Rank—Groups the employees according to how they are ranked for the selected job. Those employees with the highest ranking are at the top, those with the lowest ranks are at the bottom.
- Employee View:
- Sort by Contract Type—Groups the employees according to the type of contract they have.
- Sort by Utilization Ascending—Lists the employees who are scheduled for the least amount of hours at the top, and those scheduled for the most hours at the bottom.
- Sort by Utilization Descending—Lists the employees who are scheduled for the most hours at the top, and those scheduled for the least hours at the bottom.
Sort by Manual Selection—Sort the Employee list in any way. Click on an employee name, drag it to the position you desire, and drop. You can save the manual sort by using the Save Current View As... in the top navigation bar.
Group by Job—Groups all employees together according to the job for which they are scheduled. This feature can be combined with any of the rest of the selections. Sort by Name AND Group by Job, or Sort by Utilization Descending AND Group by Job, etc.
- Hide fully scheduled employees—Removes all employees from the list who are 100% scheduled, and displays only those employees who are still available.
- Hide Unscheduled Secondary Employees—View only those employees who are scheduled in their Home jobs.
- Include Leave of Absence Employees—Indicates that employees that are on a Leave of Absence should be included in the list.
- Hide Conflict Dialog—Hides the warning dialog when assigning a shift to an employee.
- Use Job Abbreviation—Displays the Job Abbreviation you established when configuring Property > Labor Structure > Add Job.
- Shift View:
- Sort by Time—Displays shifts with the earliest shifts at the top and the latest shifts at the bottom.
- Sort by Employee—Displays the shifts in alphabetical order by employee name.
- Sort by Job—Groups all shifts for each job together.
- Sort by Assignment—Groups all shifts for each assignment together.
- Sort by Unfilled Shifts—Displays all the unfilled shifts at the top and filled shifts at the bottom.
- Hide Filled Shifts—Displays only unfilled shifts.
- Undo—Undo actions that you performed. For example, if you deleted a shift and then realized it was the wrong shift, you can perform an Undo action and un-delete the shift.
- View Selectors—View either the Shift View or Employee View.
- Icons—Provide information pertinent to the shift or employee.
- Conflict Indicator—Indicates that a scheduling conflict exists for the employee on that day and/or time.
- Manual Change—Indicates that a person has made a change to the schedule. For example, if a shift from 07:00 (7 A.M) to 15:00 (3 P.M) is generated by the system but you determine you would rather have the shift run from 06:00 (6 A.M) to 14:00 (2 P.M.), a person icon would now appear in the cell.
- Break—Indicates that the employee is scheduled for a break. Breaks are scheduled automatically depending on the labor structure configuration and work rules. For example, if the job is configured to schedule a half-hour lunch for shifts of four hours or longer, the shift time will be adjusted to include the break.
- Note—Indicates there is a note attached to this employee. Hover your cursor over the icon or double-click the icon to view the note.
- Regular/Permanent—Indicates that this is a Regular or Permanent schedule for the employee.
- Statistics—Displays pertinent schedule data. You can view data for Scheduled Hours, Projected Hours, and the percentage of staff Coverage,for a single job or for all jobs. The number of scheduled shifts and OT information are also displayed for each day. Rolling your cursor over statistics for a day displays the following comparisons:
- Scheduled Hours / System Projected Hours—Indicates the number of hours that are currently scheduled, as well as the number of hours that the system determined were needed to accomplish the tasks when the Generate Forecast Labor process was run. If a scheduled hours cell is highlighted in red, it indicates that the number of scheduled hours is higher than the variance tolerance allows. Yellow highlighting indicates that the number of scheduled hours is less than the variance tolerance allows. The number of scheduled hours will change as you fill, unfill and/or delete shifts, however, the System Projected Hours will not change. The numbers will also change as you select a different job. (See Flexible Scheduling for more information about the System Plan.)
- Scheduled Hours / Manager Planned Hours—Indicates the number of hours that are currently scheduled, as well as the number of hours that have been adjusted by the manager(s). The number of scheduled hours will change as you fill, unfill and/or delete shifts, however, the System Projected Hours will not change. The numbers will also change as you select a different job. (See Flexible Scheduling for more information about the System Plan.)
- Filled/System Generated/Manager Planned/Unfilled Shifts—Indicates the number of shifts that have been filled, the number of shifts that were generated by the system, the number of shifts generated by a manager, and the total number of unfilled shifts.
- Schedule Coverage—Displays a percentage showing the variance between Scheduled and Forecasted. Clicking on this number or right-clicking anywhere in the statistics area and selecting View Coverage Chart displays the Coverage Chart.
- Hours/Dollar, Hours/Unit, Hours/Cover, etc.—Displays the weekly Productivity ratio.
- Units—Displays the total number of units used in the Productivity calculation.
- Goal—Displays the total weekly Productivity goal.
Coverage Chart—Visualize differences between the plan generated by the system and the manager's adjusted schedule. Click on the Coverage percentage number or right-click anywhere in the statistics area and select View Coverage Chart.
Totals—Displays the totals for all the schedule days you are viewing. For example, if you are viewing a weekly schedule, the totals will be for the week you are viewing. If you are viewing a period, the totals will be for that period.
- Right Click Menus—Offers choices for changing the schedule.
- Employee View - Employee Area:
- Show Available Shifts—Opens the Available Shifts window to manually view and/or change an employee's schedule.
- Edit Employee—Opens the Employee Maintenance screen to edit the employee's information.
- Show Full Month.
- Add Time Off Requests—Opens the Add Time Off Request screen to add/edit Time Off Requests.
- Show Time Off Requests—Opens the Employee Requests screen to see all submitted requests.
- Edit Schedule Config—Opens the Employee Schedule Configuration screen which allows you to add or change Availability and/or Regular Schedules.
- Make Regular Schedule—Determine if the schedule is an employee's regular or permanent schedule.
- Expand All—Globally opens all employee information to see more of the employee information and schedule information. When expanded, the overall number of schedules you can view is decreased.
- Collapse All—Globally closes all employee schedule information to view more employee schedules and fewer details about the employees. When collapsed, the overall number of schedules you can view is increased.
- Employee View - Schedule Area / Filled Shift cells:
- Add Shift—Add a new shift to the schedule. (Also found in the menu of empty cells.)
- Edit Shift—Change the start and/or end time of the shift.
- Delete Employee from Schedule—Removes the employee currently scheduled to work that shift. Deleting an employee from the schedule creates an unfilled shift but doesn't delete the shift.
- Cut or Copy an Employee.
- Add Notes or Label—Make notes about the employee, shift, etc. and attach it to the shift, as well as create a label (such as On Call) that is displayed on the schedule. (Add Label also found in the menu of empty cells.)
- Shift View - Filled Shifts:
- Add Shift—Add a new shift, or multiple shifts, to the schedule. (Also found in the menu of empty cells.)
- Edit Shift—Change the start and/or end time of the shift.
- Change Employee—Change the employee who is currently scheduled to work to a different employee.
- Delete Employee from Schedule—Removes the employee currently scheduled to work that shift. Deleting an employee from the schedule creates an unfilled shift but doesn't delete the shift.
- Cut or Copy an Employee.
- Add Notes or Label—Make notes about the employee, shift, etc. and attach it to the shift, as well as create a label (such as On Call) that is displayed on the schedule. (Add Label also found in the menu of empty cells.)
- Shift View - Unfilled Shifts:
- Add Shift—Add a new shift, or multiple shifts, to the schedule. (Also found in the menu of empty cells.)
- Edit Shift—Change the start and/or end time of the shift.
- Delete Shift—Delete the shift from the schedule.
- Fill Shift—Manually schedule a qualified employee for a specific shift.
- Employee View - Employee Area:
- Keyboard shortcuts—Keyboard shortcuts can be used to initiate commands and include the following:
- Arrow keys move around the grids.
- Cut (Ctrl+X)
- Copy (Ctrl+C)
- Paste (Ctrl+V)
- Shift View - unscheduled cell:
- Fill an empty shift (Enter)
- Delete / Clear a filled shift (Delete)
- Add Shift (Shift + Enter)
- Shift View - scheduled cell:
- Add Shift (Shift + Enter)
- Change Employee (Enter)
- Delete Employee from Schedule (Delete)
- Employee View:
- Add Shift (Shift + Enter)
- Edit Shift (Enter)
- Delete Employee from Schedule (Delete)
- Arrow keys move around the grids.