Creating and Managing Schedules

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Applies to ,

Overview

You might want to set up multiple schedules if your business operates out of different physical locations/regions or you want to build separate schedules for different teams/departments.

Creating schedules

  1. Hover over Workplace, then select Schedules Schedules.

  2. Click Add.
  3. Add a Name for the schedule.
  4. Configure the remaining schedule settings as necessary:add schedule
    1. To add a guideline for the maximum scheduled hours at this schedule per week, enter the number of hours in Max Hours / Week.
      This value is intended for comparison purposes–When I Work doesn’t prevent you from scheduling more hours.
    2. Enter the schedule’s Address or Custom Coordinates. If you are using Time Clock & Attendance, your Attendance Settings may require an address to be entered for time clock in verification. Once entered, make sure the map visualization displays the correct location.
    3. If you’re using Time Clock & Attendance and you want to allow users to clock in from their computers, set the IP Address. See our article on clocking in from a personal computer for more information.
  5. Click Add.

Associating users with schedules

Once you have created all of your schedules, the next step is to tag your users to their appropriate schedules.

  1. Hover over Workplace, then select Employee Users.

  2. Click Edit that corresponds with a user to edit their profile.
  3. Click Schedules on the left side of Edit User screen.Edit employee's tagged schedules
  4. Use the Schedules menu to assign the user to schedules.
  5. Click Save User when you’re finished.

If you want to tag multiple users to schedules at once, check out Assigning Users to Multiple Positions and Schedules.

Switching between schedules in the Scheduler

When you’re using the Scheduler, switch between schedules using the schedule menu on the left side of the page.

Schedule drop down

Deleting a schedule

Deleting a schedule removes its past shifts, future shifts, shift templates, and job sites.

Caution

Deleting a schedule cannot be undone.

  1. Hover over Workplace, then select Schedules Schedules.

  2. Click the schedule that you want to delete.
  3. In the Edit Schedule popup, click Delete.
  4. Click Delete to confirm.

Search schedules

Use the left sidebar to search for specific schedules.

  1. Click the search bar.
  2. Type the name of the schedule you want to find. The list is filtered to your search criteria automatically.
    search schedules
Updated on October 27, 2022

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