If you have access to the shift manager permission or are either an HR or System Administrator, you have the ability to create employee work schedules.
Setting up shifts
Work schedules function based on a drag and drop system. You will drag the available shifts to one of the work days for the employees to assign that shift to them. Before you are able to drag and drop the shifts, we need to create those times in the settings module first.
Navigate to the settings module and scroll until you see the work schedules section. Click the 'view schedule slots' button.
From there click the 'create work schedule slot' button and you will be able to add new shifts to the system.
Here you will have several fields to fill in.
Fields:
- Name: The name of the shift.
- Pay Code: The pay code which determine the multiplier of your hourly rate (Salary: 1x, Overtime: 1.5x, Double Time: 2x.)
- Job Code: The job code determines the hourly rate of that shift based on the position you worked (e.g. Chef: 11.50/hr.)
- Start Time: The start time of the shift.
- End Time: The end time of the shift.
- Color Code: The color of that the shift appears as in the work schedules module.
- Overnight: Select this option if the shift goes from the night of one day to the morning of the next.
Once you've filled everything in you can click the 'create slot' section and your shift time will be saved.
Creating the work schedule
Now we can start creating the work schedule by navigating to the work schedules module. Next, click the 'create schedule button' to get started.
This directs you to a page with several fields for you to fill in.
Fields:
- Schedule Name: The name of the work schedule.
- Select Shift Manager(s): Who is in charge of filling out the work schedule.
- Select Pay Period(s): The pay periods that the schedule should be applied to. This determines what days show on the schedule.
- Schedule Budget: The amount allocated to be used for paying employees working during the schedule hours.
- Filters: Allows you to filter out employee based on the options you have below so that only those employees are included in the shift.
After you've filled in the required fields, click the 'create schedule button' to begin filling in the employees' shifts.
Assigning employee shifts
The work schedules module operates via drag and drop. To assign a shift to an employee just click on one of the shift slots you created and drag it towards an employee's row and place it in the desired day.
You want to ensure that you are clicking the 'save' button as you go along so that your progress doesn't disappear. After doing your last save, you can click the 'publish' button to send the schedules out to the employees.
Editing employee shifts / Deleting employee shifts
If the time for one of the shifts needs to be edited for one of the employees or if you misplaced an employee shift and it needs to be deleted, you can double click on the shift to bring up the shift window.
Here you can edit all of the information from the shift slot section earlier as well as determine whether overtime is expected for this shift. Once changing the desired fields you can click the 'save' button. If you instead wish to delete the shift, click the 'delete' button.