Scheduling tab - Employee Maintenance

Owned by Frank Gambino
Last updated: Feb 06, 2020 by Former user (Deleted)
6 min read

You use the Scheduling tab to enter and manage both an employee's work/scheduling preferences and permanent schedules.

Note: If your company uses interface files, the only fields that are automatically filled are Hours Available and Employee Type. All other information is entered manually on the Scheduling tab.

Tasks performed from this tab:

Fields on the Scheduling tab

This table describes the fields and controls for this tab.

FieldDescriptionNotes
General scheduling controls
Employee Type

Indicates the category of employment for the employee. There are several types from which to choose.

  • Permanent—Indicates hourly employees who have earned a regular schedule each week. The hours worked by permanent employees fulfill the work requirement needed for forecast hours, and they are scheduled even if there are no work requirements. If permanent employees are available to work more hours than they are scheduled for, the remaining hours will be treated as variable.
  • Regular—Indicates hourly employees who have earned a regular schedule each week. The hours worked by regular employees fulfill the work requirement needed for forecast hours, but they are not scheduled if there are no work requirements. If regular employees are available to work more hours than they are scheduled for, the remaining hours will be treated as variable.
  • Salaried—Indicates that this is a salaried employee rather than hourly.
  • Supervisor—Indicates that this employee is in a supervisory position.
  • Variable—Indicates employees who are scheduled only if they are needed to satisfy work requirements. The hours worked by variable employees reduce the work requirement needed to satisfy forecast hours.

Hours Available

Indicates the maximum number of hours an employee is available to work per week.

RMS

will never schedule employees to work more than the number of hours specified here. Overtime is only possible with management approval. By default, this field automatically displays 40 for a new employee.


Day Off PlanAssociate an employee with a pattern in the day off rotation plan.
Min. Hours OffOverride the Minimum Hours Off you set when you configured Labor/Scheduler and manually enter a new value for the minimum hours off an employee must have off between shifts. If you enter 8 here, and the employee is scheduled from 14:00 - 22:00 (2:00 P.M. - 10:00 P.M.), then Scheduler will not schedule this person again until 06:00 (6:00 A.M.) the next morning. If there is no minimum time off between shifts, enter 0. If you previously performed an override, you can return the value to the default using this feature.
Current PatternAssociate an employee with a pattern in the day off rotation plan.
Min. Days OffOverride the configured Minimum Days Off you set when you configured Labor/Scheduler and manually enter a new value for the minimum days off an employee must have off between shifts. If you do not have a policy on consecutive days off between shifts, enter 0. If you previously performed an override, you can return the value to the default using this feature.
Download Schedules

If selected, the employee schedule is included in the Schedule Export. The Schedule Export is used to transfer employee schedules to your Time and Attendance system. For more information, see Export Schedules.


Availability

Add

Add availability for the employee.

For more information, see Adding availability to an employee schedule.


Edit

Edit availability for the employee.

For more information, see Editing availability.

This button is active only if an availability has been selected in the weekly schedule section.

Delete

Delete the selected availability.

For more information, see Deleting availability.

This button is active only if an availability has been selected in the weekly schedule section.

Delete All

Delete all availability for the employee.

For more information, see Deleting availability.


Weekly schedule section

Classify blocks of time according to an employee's work availability and preferences. When used correctly, the Availability feature greatly simplifies the scheduling process while ensuring the accuracy of Weekly Schedules.

Type of availability include:

  • Available to Work—Indicates that the employee is available to work during this time period. Available to Work days/hours are indicated by green highlighting in the availability bar.
  • Required Off—Indicates that the employee is not available to work during this time period. 

    RMS

    will never schedule an employee to work during required time off. However, a department manager can override this when manually editing a schedule. Required Off is indicated by black highlighting in the availability bar.
  • Preferred Off—Indicates that the employee prefers to have this time off but will work if necessary. Preferred Off is indicated by gray highlighting in the availability bar.

To edit availability, double-click the cell you want to edit and change the information as needed.

To add an employee’s availability, double-click in an empty cell under the appropriate day and enter the schedule information. If the new Availability schedule you are adding includes a day that had a previous Availability entry, you will need to select the Override for the new schedule to replace the original schedule on that day.

The start and end days of the weekly calendar depend on how the workweek is configured. For example, if the employee's workweek runs from Friday to Thursday, the first day of the calendar is Friday and the last day is Thursday.
Regular Schedules

Add

Add a shift to the weekday.

Edit

Edit the selected shift.This button is active only if a shift has been selected in the weekly schedule section.

Delete

Delete the selected shift.This button is active only if a shift has been selected in the weekly schedule section.

Delete All

Delete all shifts in the Regular Schedules sections.

Weekly schedule section

Specify an employee's permanent schedule. An employee who works the same schedule every week (either Permanent or Regular employees), regardless of volumes or business conditions, may be configured with a Regular Schedule. The hours worked by permanent employees and regular employees fulfill the work requirement needed for forecast hours. If permanent or regular employees are available to work more hours than they are scheduled for, the remaining hours will be treated as variable.

  • To add a regular schedule, double-click in an empty cell under the appropriate day.
  • To edit a regular schedule, double-click on the cell you want to edit and change the information as needed.

If the employee is a variable employee, you will not be able to designate regular schedules using this tab. Also, if the employee information doesn't match the shift times for that position, 

RMS

will not schedule the employee.