Schedule Templates are best when used for applying a predetermined schedule to many employees quickly. A template can be setup once, then given to every employee working that same schedule, instead of having to enter the schedule for the employees individually.
Schedule templates are maintained from Time and Attendance > Time Scheduling > Scheduling Defaults > Templates.
Creating a schedule template is straight-forward:
the number of days and the starting day of the schedule is selected, then
shifts are added as required to each day on the schedule, and finally
the system access controls for the schedule are setup (if required).
In the remainder of this guide, creating a simple weekly schedule then assigning the schedule to an employee from the schedule template directly, will be covered in detail.
The following schedule will be used for an example in the guide:
Creating a simple schedule template
Open
Time and Attendance > Time Scheduling > Scheduling Defaults > Templates.Add a new
Schedule Templateby pressing Insert. (The Schedule Template will open in a new window.)Enter the Template name and a Description of the template.
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Template Data
From the Template Data tab, the number of days in the schedule, and the starting date, and any comments about the schedule can be entered.
Enter the number of days the schedule will cover.
Select the starting date for the schedule.
To aid in seeing how a schedule will roll-forwards the Current Rotation and Next Rotation fields can be reviewed after setting up the scheduled days.
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| 1 | The Template name is W4-1S. |
| 2 | The Description is used to indicate what kind of schedule this is. |
| 3 | The number of days are set to 7 because this will be a weekly schedule. |
| 4 | The starting date of the schedule was chosen so that the schedule would begin on a Monday. |
Template Days
From the Template Days tab, shifts can be added to days of the schedule as required, and the template can be assigned to employees.
Schedule Calendar: If you don’t see a calendar on the Template Days tab, save the template by pressing Apply and it should show up. |
Scheduling Shifts
Shifts can be added and removed from each day of the schedule calendar.
Double-click on the day to see what shifts are currently assigned to the day (if any).
Add a new shift by pressing
Insert. (The shift setup will open in a new window.)Select the Pay Code for the shift.
Select the
Shiftto be scheduled.
Copying shifts Shifts can be copied from one day to another using copy and paste:
(Copy and paste can also be selected by right-clicking on a day.) |
Notes:
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| 1 | The scheduled shift times are displayed for each day. |
| 2 | When more than one shift occurs on the same day, more than one time will appear on that day. |
| 3 | The weekend does not have any schedule shift times, but is part of the schedule because this is a weekly schedule. |
Results box
On the Template Days tab, the Results box will show the result of various actions on the schedule — when copying shifts between days, any skipped days will be displayed, for example.
| 1 | The Results box will update after an action if performed (pasting, deleting, etc…). |
| 2 | The action name will be displayed here. |
| 3 | Any issues during that action will be listed. (Clicking on the underlined day will select the corresponding day on the schedule.) |
Assigning the schedule to an employee
Schedules can be assigned to an employee either from the Employee Profile of the employee, or alternatively directly from the schedule template itself.
To assign the schedule from the schedule template:
Press
Assign Employeeto view the employees available for assignment.Select the employee(s) to assign the schedule to.
Assign the schedule by pressing
OK.
Available employees If an employee is not listed, ensure that the currently logged-in |
Next steps
Once the shift template has been created and assigned to an employee, the employee will still need to be scheduled using the Schedule Template.