Create Employee Schedules

Schedule templates are used to create a work schedule or modify an existing one. As schedules can be repetitive, a template can speed the scheduling process.

1. Select Scheduler, and then select Template Schedules.
   
2. Expand the Employee List, and select one or more employees or select the All link to apply changes to all employees.
3. Select the Calendar icon, and then select the pay period from the calendar.
4. From the Scheduler toolbar for the day, select the "-" symbol to remove any existing schedule.
   
5. Select a predefined template.
   
6. Make a selection anywhere in the Day field to add the selected template to that day.
   Note You can add multiple templates to the same day as long as the In and Out times do not overlap.
7. Select Save to save the schedule. The employees can view the schedule when they access Time Management.

Supervisors can create employee schedules on the Free Form Scheduler by entering calculated and non-calculated pay codes, using templates or using a combination of direct entry and templates.

1. Select Scheduler, and then select Free Form Schedules.
   
2. Expand the Employee List, and select one or more employees or select the All link to apply changes to all employees.
3. Select the Calendar icon and select the pay period from the calendar.
4. From the day to be updated, select the pay code from the drop-down list.
   
5. Select the job from the drop-down list.
   Note If you select Default, the default job or organizational level to which the employee is assigned will be used.
6. For calculated pay codes, such as work hours, enter the start and end times and meal. For non-calculated pay codes, such as vacation or sick time, enter the number of hours.
   Note For a full day of work time, it is a recommended best practice to enter the length of the meal; otherwise, the meal time is included in the total hours and projected hours are overestimated.
7. Use the Scheduler toolbar to copy the updated schedule to additional days.
   Note You can also use the Scheduler toolbar to clear the schedule or add a predefined template to the schedule.
8. To add notes to any of the scheduled days, select the Edit Notes button and enter a note for the desired day.
   
9. Select Save to save the schedule change.

Supervisors can create employee schedules on the On Demand Scheduler by entering calculated and non-calculated pay codes, using templates, or using a combination of direct entry and templates.

1. Select Scheduler, and then select On Demand.
2. Use the By Employee tab to view the number of employees assigned to a specific job, actual assignment, and variance by day of the week for the selected week. Use this page to assign jobs to an employee for a specific shift based for each workday based on the employee chosen from the Employee List.
   • To assign an employee or a list of employees to a job, select the Edit (pencil) icon.
   • Select the employees from the Available list and move them to the Selected list.
   • Select OK.

   
3. Use the By Job tab to assign employees to a job for a specific shift based on the job you selected from the Job List. The top section shows the work schedule with start and end times, including meal minutes, and the number of employees expected to work on this schedule. The bottom section shows the number of employees assigned to work on the scheduled job; it also shows the number of employees scheduled if no one has been scheduled to work on the workday, or a list of employees assigned to work on the schedule.
   • To assign an employee or a list of employees to a job for a specific shift, select the Edit (pencil) icon.
   • Select the employees from the Available list and move them to the Selectedlist.
   • Select OK.
   • To delete the employees from a job for a specific shift, select the Delete (“X”) icon.

   Note If you want to assign an employee who was previously assigned to work another job, be sure to check the Override Overlapping Schedule box.
4. Use the Resource Schedule tab to assign the demands (the number of employees) required for each shift for each job function.
   • To create the demands required for each shift for each job based on the demands specified on the Resource Template page, select Generate. To override the demand, select the Edit (pencil) icon.
   • To copy demands from prior weeks, select Copy Demand. You can copy prior demands for a number of cycles so that you will not have to configure the resource demands if this information is fairly consistent for your organization. Select OK.
5. Use the Resource Template tab to maintain schedule templates and demands required for each work schedule.
6. Use the Shift Template tab to maintain all the shifts. Specify the start and end times and meal minutes for each shift record. Shift templates can help simplify the creation of Resource Templates.