Managing shift notes in Employee Schedules

Selects the planning period to view.

Moves backward or forward through planning periods.

Cuts the selected shift. For more information, see Cutting and pasting a shift in Employee Schedules.

Copies the information for the selected scheduled shift so that you can create a new shift that is exactly like the original shift. For more information, see Copying a shift in Employee Schedules.

Pastes the cut shift into the selected cell on the schedule. For more information, see Cutting and pasting a shift in Employee Schedules.

Deletes the selected shift. For more information, see Deleting a shift in Employee Schedules.

Undoes your last scheduling action.

Copies all filled shifts from one week to another week. This feature is helpful if you are not interested in using the Generate Schedules option for autoscheduling or if you are in a department where the schedule does not change much from planning period to planning period.

Select one of the following options:

• Restore Auto Schedules—Reverts to the original system-generated schedules for the selected jobs. This option is useful if you generate schedules, make changes, and then want to restore the autoschedule.

• Unassign All Employees—Removes all employees from scheduled shifts.

• Delete All Open Shifts—Removes all unassigned shifts from the current scheduling week.

• Delete All Shifts—Removes all scheduled and open shifts.

• Recalculate Shifts—Recalculates shifts and applies any changes made to a configuration.

• Import Schedules—Opens a file manager window so that you can import a schedule.

• Audit—Opens the Schedule Audits dialog box where you can see all changes made to schedules.

• Generate Schedules—Opens the Generate Schedules dialog box where you can generate schedules based on your shifts.

• Make Open Shifts Available for Pick Up—Makes open shifts available for pick up in the Mobile App.

Prints the schedule for the selected pay period.

Search by employee name (and Employee ID, if available). The results are filtered dynamically as you type. The search functionality works alongside existing job filters to refine the view without overriding them.

Sorts information on the screen by the following options:

• Sort by Employee Name

• Sort by Seniority

• Sort by Job Date

• Sort by Job Rank

• Sort by Work Class

• Sort by Contract type

• Sort by Utilization (High to Low)

• Sort by Utilization (Low to High)

Filters information on the screen by the following options:

• Filter by Schedule Group

• Filter by Job

Use the View drop-down menu to select which informational columns appear in the scheduling pane, save your current view configurations, or manage previously saved views. There are also a few options for controlling how names and job titles appear.

Options with check boxes can be selected or cleared.

Options include:

• Current View

  • Default

  • Saved views (each view you created appears in the list)

  • Delete Current View

  • Rename Current View

  • Duplicate Current View

  • Set Current View as Default

• Scheduled Hours Column

• Estimated Hours Column

• Contract Hours Column

• Gap Hours Column

• Employee Days Off Column

• Spanned Hours Column

• Daily Coverage

• Daily Weather

• Hide Unscheduled Secondary Employees

• Hide Fully Scheduled Employees

• Expand All (Show job names on shifts)

• Collapse All (Hide job names on shifts)

For more information, see the Columns definitions below.

Day of the week and date. The scheduling pane displays all days in the selected planning period.

A green circle () indicates that there is a holiday configured for the current date.

Graphs display the following information:

• Hour-by-hour variance between scheduled hours and system-projected hours.

• Variance between the system- and manager-planned hours for each hour of the day

• Scheduled Hours (Sch)—Total scheduled hours for the employee.

• Estimated Hours (Est)—Total actual hours for any full shift starting before the current date and time, plus the total scheduled hours for any scheduled shift starting on or after the current date and time. Contract Hours are also included.

• Contract Hours (Cont)—Number of contract hours for a Contract employee. If an employee is scheduled for more than the contracted amount for their Home job, a warning will be displayed, and if the row is collapsed, the cell will be highlighted in red. If an employee is not a Contract employee, the type of employee will be displayed instead. For example, H for hourly, S for Salaried, etc.

• Gap Hours (G)—Contract hours minus the Estimated hours.

• Employee Days off (Day...)—Number of days the employee has off.

• Spanned Hours (Span)—Spanned hours, which are hours that spread from the previous planning period.

Indicates the number, if any, of open shifts for the day for the selected job(s).

A green Open Shift bar preceded by a plus icon ( ) indicates that there are no open shifts for the day:

Click the collapse button ( ) to display only essential shift information in the employee row. Click the expand button ( ) to display all shift information in the employee row.

Includes:

• Employee's initials—Initials for employee's first and last name.

• Employees name—Last name and first name of the employee.

• Utilization bar—Utilization bars provide a visual representation of roughly how many hours an employee is scheduled to work (yellow), in relation to how many hours they are available to work (white).

  

  A bar that is empty or partially filled indicates that the employee is available to work more hours than they are scheduled to work. A bar that is completely filled indicates that the employee is scheduled to work 100% of the hours they are available. The length of the bar indicates how many hours an employee is available. A bar that is about half the size of the other bars, indicates that the employee is only available to work approximately half as many hours as employees who are available for 40 hours. If you hover your cursor over a utilization bar, the resulting tooltip provides specific information about how many hours the employee is available to work and how many hours they are scheduled. A red bar indicates that the employee has been scheduled for more hours than they are available. If scheduled hours are greater than available hours:

  • The scheduled hours text appears in red.

  • The scheduled hours bar appears in red.

  • The scheduled hours bar will be 100% of the width of the available hours bar.

  

• Minor icon ( )—This section displays a minor icon () next to employees who are under 18 years old at the end of the selected schedule period. This visual indicator appears with the tooltip "Under 18" to help managers identify minors when creating schedules.

  Note: If an employee’s birth date is not available in their record, they are treated as 18 or older by default.

• Action menu( )—Opens drop-list of actions:

  • Add Shift—Opens the Add Shift pane where you add a new shift to the employee's schedule.

  • Add Time Off Request—Add a time off request.

  • Make Regular Schedule—Sets the current schedule for the employee as their regular schedule in Scheduling tab of Employee Maintenance. The regular schedule will be used by the schedule generator.

  • View Available Shifts—Opens the Available Shifts pane, where you can see all available shifts for the employee.

  • Expand All—Expands all rows to display all shift information in each employee row.

  • Collapse All—Collapses all rows to display only essential shift information in each employee row.

Indicates that the employee has limited or no availability—either required or preferred—for that day.

Color codes for availability bars:

• Blue—Requested time off.

• Dark gray—Unavailable or required time off.

• Striped blue ( )—Preferred time off.

• White—Available.

The length of color-coded overlays indicates availability for the day. For example, an employee who cannot work from 08:00 to 12:00 will have a dark gray bar that starts on the left and extends part way across the bar. If an employee prefers not to work on at all on a specific day, a striped blue bar will extend all the way across the bar.

This bar is labeled with the type and times of pending time off requests, for example, Sick or Jury Duty.

All-day time off requests take up the entire bar.

Partial-day time off requests take up only part of the bar.

If you hover the mouse pointer over the time off request bar, the tooltip provides more details about the time off request.

Labels are associated only with a time frame in an employee's schedule; they are not associated with specific shifts. With labels, you can write custom messages about an employee. For example, you can use labels to make notes about days off required by employee unions. Labels appear at the top of shift cells.

Each employee scheduled shift cell contains some or all of the following information:

• Scheduled shift's start and end time.

• Scheduled break times (if configured and scheduled).

• Scheduled shift's job name.

• Scheduled shift's total scheduled hours.

• ( )—the scheduled shift has an adjustment.

• ( )—the scheduled shift was manually added or edited (as opposed to system-generated).

• ( )—a scheduled shift violates a work rule. For example, the shift might put the employee into overtime.

• ( )—whether the scheduled shift has a note

• ( )—the shift is for a cross-property employee.

• ()—indicates that the shift has been published.

• A white background color indicates that the scheduled shift is at a different property than the one you are logged in to.

• Whether an employee is terminated within a planning period. (Ineligible dates cannot be edited.)

Selected shifts are highlighted.

Display statistics and data about the schedule.

Select the check box to display the Planning Period Summary pane at the bottom of the screen. For more information, see Planning Period Summary pane in Employee Schedules.

Select which job, or all jobs, for which to view summary information.

Select to display the KBI pane.