Editing the Shift View

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Last updated: Jul 13, 2018 by Carissa Warnock (Unlicensed)

There are several tasks you can perform in the Shift View:

Notes:

  • The Change Employee and Fill Shift dialog boxes have the same fields.
  • The Edit and Add action menus have the same fields.

Fields on the Change Employee dialog box

FieldDescription
Category drop-down listSelect the category of the shift.
Hide Secondary EmployeesSelect to hide Secondary Employees.
Table
Weight

Indicates whether the employee has potential conflicts which would make them less desirable as a choice to fill the shift. The system takes into consideration, and assesses points, if the shift will put an employee into Overtime, exceed their available hours for the week, and/or overlaps their Availability and Time Off. A weight of 0 means that there are no conflicts and the employee is a good fit. A weight of 8 indicates that there are potential conflicts and the employee is not the best fit.

RankIndicates the priority status of the employee for working that job. The rank is assigned in Employee Maintenance and is based on a manager's preferences on who they want scheduled in what order. Employees are ranked in order of best fit to least fit. The rank is not an order indicator. The employee currently filling that assignment is listed at the top, regardless of their rank. For example, if an employee with a rank of 4 is currently scheduled for the job, they will be at the top of the list. Likewise, if an employee has a rank of 1, but a weight of 7, they will be at the bottom of the list.
EmployeeDisplays the name of the employee.
Home JobIndicates the job the employee normally works and which has been designated as the Home Job. If the employee is a cross-property employee, the property code will be displayed within brackets. You can see where employees' Home Jobs are.
AvailabilityIndicates whether an employee has availability issues for that day. A black bar that begins on the left and extends half way across the cell indicates that the employee is not available for the first half of the day. Likewise, a bar that begins in the middle and extends to the right means that the employee is not available for the last half of the day.
Scheduled

See how many hours the employee is scheduled.

Available

See how many hours an employee is available to work.

BankedSee any banked hours an employee may have.
Buttons
OKAssigns a new employee to a shift.
CancelCancels changing a employee and closes the dialog box.

Changing Employees

  1. In the toolbar, click the Main Menu icon (  ).
  2. From the drop-down list, under the Labor section, select Scheduling.
    The Scheduling screen appears in a separate tab.
  3. From the View drop-down list, select Shift View.
  4. Do one of the following:
    • Double-click on the shift you want to re-schedule.
      The Change Employee dialog box appears.
      Or
    1. Right-click on the shift.
    2. Select Change Employee from the drop-down list.
      The Change Employee dialog box appears.
  5. Analyze the information provided about the employee.
  6. Double-click on the name of the employee you want to schedule for the job.
  7. Click OK.
    The dialog box closes and the new employee is now scheduled for that shift.

Fields on the Edit Shift action menu

FieldDescription
Start TimeSelect the beginning time of the shift.
End TimeSelect the end time of the shift.
JobSelect a job from the drop-down list.
AssignmentSelect an assignment from the drop-down list if applicable.
CategorySelect the category of the shift.
Buttons
OKYour changes are applied.
CancelCancels editing the shift.

Editing Shifts

  1. In the toolbar, click the Main Menu icon (  ).
  2. From the drop-down list, under the Labor section, select Scheduling.
    The Scheduling screen appears in a separate tab.
  3. From the View drop-down list, select Shift View.
  4. Right-click on the shift you want to change.
  5. From the drop-down list, select Edit Shift.
    A dialog box for the selected shift and date appear.
  6. Change the Start Time and End Time if appropriate.
  7. From the drop-down list, select a different Job, Assignment, and/or Category if appropriate.
  8. Click OK.
    The dialog box closes and your changes are applied.

Filling a Shift

  1. In the toolbar, click the Main Menu icon (  ).
  2. From the drop-down list, under the Labor section, select Scheduling.
    The Scheduling screen appears in a separate tab.
  3. From the View Selector, select Shift View.
  4. Either:
    • Double-click on the shift you want to fill.
      The Fill Shift dialog box appears.
      Or
    1. Right-click on the shift.
    2. Select Fill Shift from the drop-down list.
      The Fill Shift dialog box appears.
  5.  A list of all employees who can work the job are displayed.
  6. Analyze the information provided about the employees.
  7. Do one of the following:
    • Double-click on the name of the employee you want to schedule for this job.
      The dialog box closes and the employee is now scheduled to work for the selected date and job.
      Or
    1. Click on the name of the employee you want to schedule for this job.
    2. Click OK.
      The dialog box closes and the employee is now scheduled to work for the selected date and job.

Adding Shifts

  1. In the toolbar, click the Main Menu icon (  ).
  2. From the drop-down list, under the Labor section, select Scheduling.
    The Scheduling screen appears in a separate tab.
  3. From the View Selector, select Shift View.
  4. Right-click in any cell on the day you want to add a shift.
  5. Select Add Shift from the drop-down list.
    A dialog box for the selected date appears.
  6. Enter the shift Start Time and End Time.
  7. From the drop-down list, Select a Job, Assignment, and/or Category as appropriate.
  8. Enter the number of shifts you are adding.
  9. Click Add or Add & Schedule.
    The shift(s) are added to the schedule for a selected date.

Deleting Shifts

  1. In the toolbar, click the Main Menu icon (  ).
  2. From the drop-down list, under the Labor section, select Scheduling.
    The Scheduling screen appears in a separate tab.
  3. From the View Selector, select Shift View.
  4. Right-click on the shift you want to delete.
  5. From the drop-down list, select Delete Shift.
  6. Click Yes to confirm the delete.

Notes:

  • If you delete a forecasted shift, the numbers in the Statistical area change and indicates a variance between scheduled hours and forecasted hours.
  • If a shift has been scheduled, you will need to delete the employee from the schedule before you can delete the shift.

Deleting an Employee from the Schedule

  1. In the toolbar, click the Main Menu icon (  ).
  2. From the drop-down list, under the Labor section, select Scheduling.
    The Scheduling screen appears in a separate tab.
  3. From the View Selector, select Shift View.
  4. Right-click on the schedule you want to delete.
  5. From the drop-down list, select Delete Employee from Schedule.
  6. Click Yes to confirm the delete.

Note: If you delete a schedule, the shift will appear as an unfilled shift in the statistics area and the cell will turn orange.



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