Schedules are configured in the Schedules window. Prior to configuring Schedules, review Employees Requests regarding the Schedule in Reports, ensuring that all Employees Requests comply with the rules, or to remind Employees to enter Requests, and so on.
Configuring Schedules includes:
Selecting the Week
Select the Schedule to be configured from the Schedules menu in the Main window (for example, Current Week, Next Week and so on).
Ensure that Employees can no longer place requests for the Schedule before configuring the Schedule. The No Requests icon in the selected Schedule displayed in the Main window indicates that Employees cannot place requests, and the Pen icon signifies that Employees can still place requests.
To select a schedule:
Select a Schedule displayed in the Main window or:
Scroll across to the required Schedule not displayed in the Main window, by selecting the arrows in the scroll bars on either side of the Schedules menu.
The Schedule window for the selected week opens, displaying the Click OK to Add the Regular Template window.
Add configured Templates to the Schedule.
To add Templates to the schedule:
Click Click OK to Add the Regular Template in the Regular Template pane.
The Click OK to Add the Regular Template window closes, and the configured Templates are imported into the selected Schedule.
Creating a Schedule
Following modifications to the imported Schedule Templates, create the Schedule.
To create a schedule:
1. Select the Make Schedule tab in the Schedules window.
The Alert window opens, containing information concerning the Schedule to be configured, and warning of Schedule issues.
2. Select OK.
The Schedule is configured (it will take a few minutes), and the Confirmation window opens.
3. Select OK.
The Configured Schedule appears together with the Alerts Report.
Reviewing the Alerts Report
The Alerts Report contains all rules broken when creating the Schedule. These Manager can accept or reject the broken rules.After completing the Schedule, review the Alerts Report in order to ensure that the Schedule conforms with the rules.
The Alerts Reports includes the severity of the Alert (Severe, Medium and Low), the Employees that the Alert refers to, and the issue that needs to be addressed, or a general system warning.
Assigning Employees to Shifts
Assigning an Employee to a specific Shift in the Schedule, applies only to the Schedule being configured.
Assign Employees in any of the following manners:
To Assign Employees to a Shift by Standard Procedure:
Drag down an Employee from the Employee List to the relevant Shift.
Smart Manual Assignment
To Assign Employees to a Shift by Smart Manual Assignment:
1. Select the Guidance tab in the Schedule window.
The Guidance tab is highlighted.
2. Select the required Shift in the Schedule.
The following details appear next to Employees names in the Employees List, indicating Employee compatibility to the Shift:
a. A Colored Box. Each color signifies a varying degree of Employee compatibility to the Shift according to the configured Rules:
NOTE: Rules can be modified to enable a previously unsuitable Employee to be assigned to a Shift (to modify Rules, see Relaxing Rules).
b. Colored Lines. Each color signifies a varying degree of Employee compatibility to the Shift according to Employees Requests:
3. Drag-down and drop an Employee from the Employee List in the Schedule window, into the required Shift.
The Employee is assigned to the Shift.
To Assign Employees to a Shift by Right-Clicking:
1. Select the required Shift in the Schedule.
The Shortcut menu opens.
3. Select Assign Specific Employee from the Shortcut menu.
The Employees List opens, Colored Boxes on the side of the Employees names.
NOTE: See color definitions in Smart Manual Assignment above.
4. Select an Employee from the Employees List.
The selected Employee appears in the Shift.