Scheduling Shifts by Position

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Overview

If you prefer to think about schedule coverage based on which positions need to be filled, use positions view to build the schedule.

If you prefer to schedule shifts based on who will be working, you can add shifts from employees view.

Things to know before you begin

Positions view is available for non-legacy plans, and does not support month view or printing.

Things to do before you begin

Add a shift based on a shift template

Shift templates are easily accessible shifts that you use all the time. To save time, we recommend using shift templates to schedule all regularly occurring shifts.

  1. Go to the Scheduler.
  2. Use the menu in the header of the first column to make sure that you’re using Positions view.Employees and Positions view menu
  3. Click the cell that corresponds to the position the shift will apply to and the date when it will occur.
  4. From the Assign Shift To menu, select the employee that will work the shift.Assign Shift modal
    • Employees that are qualified to work the shift are listed under Qualified. Employees that are not qualified are listed under Unqualified.
    • Thumbs up icon means the employee has set preferred hours for this day. Use employees view to see more detailed availability preference information.
    • U/A means the employee has set hours they prefer not to work for this day. Use employees view to see more detailed availability preference information.
    • OT means assigning the shift to the employee is already scheduled to work the indicated number of overtime hours. Overtime is calculated based on the Max Hours / Week set for the employee.
    • OFF means the employee has requested the day off.
  5. Find the shift template that matches the shift you want to schedule.
    If a shift template will cause the employee to work overtime hours, an OT label displays the employee’s potential overtime hours for the week.Shift templates

    • To add a shift to the schedule without making any changes, click the shift template.
      The shift is added to the schedule in an unpublished state.
    • To modify the shift before adding it to the schedule, click Pencil button at the right side of the template.
      Use this option if you want to modify the time, unpaid break, job site, or shift notes.

The shift is not visible to the employee until you publish the schedule and notify employees.

Add a custom shift

Custom shifts allow you to add a unique shift that doesn’t match one of your shift templates.

  1. Go to the Scheduler.
  2. Use the menu in the header of the first column to make sure that you’re using Positions view.Employees and Positions view menu
  3. Click the cell that corresponds to the position the shift will apply to and the date when it will occur.
  4. Click Create Custom Shift.Create Custom Shift button
  5. Set up the shift:
    1. In the Time field, enter the start and end times for the shift.
    2. If the employee should not be paid for a break, add Unpaid Break time in hours. For example, enter .5 for a 30 minute break.
    3. From the Employee menu, select the employee that will work the shift.
      • Employees that are qualified to work the shift are listed under Qualified. Employees that are not qualified are listed under Unqualified.
      • Thumbs up icon means the shift falls into hours the employee prefers to work based on availability preferences.
      • U/A means the shift falls into hours the employee prefers not to work based on availability preferences.
      • OT means assigning the shift to the employee would cause the employee to work the indicated number of overtime hours. Overtime is calculated based on the Max Hours / Week set for the employee.
      • OFF means the employee has requested the day off.
    4. (Optional) Set other options on the shift as needed:
      • If you want to add a color to the shift, click Pencil button and then select a color.
      • If the shift needs to take place off site from your normal place of business, select a Job Site. For more information, see Scheduling Shifts at Job Sites.
      • If you need to communicate something about the shift to the employee, type your message in Shift Notes.
  6. Now that you’re done setting up the shift, it’s time to save it and decide whether you want to notify the employee immediately.
    • If you want to save the shift without publishing and notifying the employee, click Create. The assigned employee won’t be able to see the shift or be notified until you publish the shift individually or publish the schedule.
    • If you want to publish the shift and notify the employee right now, click Create & Publish.
Updated on June 19, 2017

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