Spreadsheet Schedule

This method of scheduling allows for schedules to be created quickly and easily when no set schedules with repeating patterns apply.

A spreadsheet containing your employees is generated, and schedules can be created on an individual basis. Employees will be assigned to individual shifts on specific dates. No rotating Schedule Templates will be used for shift assignment, and schedules will not reoccur.

Click on the main "Scheduling" navigation tab, and then on the "Spreadsheet Schedule" link at the top of the screen.

Generating a Spreadsheet

The first step in Spreadsheet Scheduling is to generate the spreadsheet that you will use to schedule your employees. This is done from the Criteria section of the screen.

1. The spreadsheet will display seven days. Enter the desired Start Date. Click on the icon to select the date from a calendar.

2. The Employees section allows you to filter the employees included on the spreadsheet. All employees are included by default. To filter employees, click on the "Show Employee Filtering" link to the right of the heading.

• To filter the list of displayed employees by the department level that they are assigned to, select "Allowed Schedule," or "Home" from the drop-down menu. Click on the "All Departments" link to select the desired department from a tree-directory.
• Your employees are displayed in the Unselected box. Highlight each employee that you would like to include in the spreadsheet. To filter the list of unselected employees by the first letter of their last name, click on the desired letter of the alphabet directly below the selection box. Click on the icon. The employees are moved to the Selected box.

• Use the Quick Search box to search for a specific employee by first or last name, card number, or employee ID.

3. When generated, the spreadsheet will display all current schedules existing in the system. Select the Show Deleted Schedules option to display schedules that have been deleted.
4. In the Group By fie"Employee" or "Department."

5. The Options section of the screen allows you to define the data input fields that you would like to include on the spreadsheet. Put a check mark in the desired options.

• Estimates: Allows you to schedule "Estimates" in the Job Tracking module of the program.
• Job: Allows you to schedule an employee to work on a specific job in the Job Tracking module of the program.
• Scheduled Department: Allows you to schedule employees to work in a specific department.
• Task: Allows you to schedule employees to work on a specific task in the Job Tracking module of the program.
• Shift Policy: Allows you to assign employee schedules to a Shift Policy.

• AM/PM: Defines that spreadsheet times are to be in AM/PM (as opposed to 24-hour) format.

6. If you would like to create schedules by copying existing schedules in the system, select the desired date range in the Copy From and Copy To fields. Click on the icons to select the dates from a calendar. Select Override Existing Shifts to specify that copied schedules should override any existing schedule for the employee. When you have specified the desired information, click on the [COPY] icon.

Once you have entered the desired spreadsheet criteria, click on the [GENERATE SCHEDULE] icon. The spreadsheet that will be used for scheduling appears.

Scheduling Employees

Each employee is represented by a separate table. This table contains a 7 day range for each employee.
Note: The information that appears in the spreadsheet will vary depending on your criteria settings.

• The Employee column displays the name of each employee. Click on the [ADD SHIFT ROW] icon to schedule the employee for multiple shifts per-day.
• The date and day of week are displayed at the top of each column.
• A status of "New" appears for blank dates with no existing schedule. "Posted" denotes that the displayed schedule already exists in the system. "Draft" means that a draft of the displayed schedule has been saved, but has not been posted to the system.
• Any existing schedule is shown in the column for the appropriate date.
• Enter a Start and End time for the employees schedule. The format of these times will vary depending on your selection in the Options setting of the spreadsheet criteria.
• Select the desired Shift Policy from the drop-down menu.
• To assign a department to the schedule, click on the "No Department" link and make the desired selection from the menu that appears.
• To assign a job to the schedule, click on the "No Job" link and make the desired selection from the menu that appears.
• Select the desired task from the drop-down menu.
• Ensure that a check mark appears in the Save setting. Only schedules with this option selected will be applied when schedules are saved. This option is selected by default any time changes to a field are made.
• Put a check mark in the Delete option to delete the displayed schedule.
• Schedule information is totaled in the Totals column at the end of the table.

The Availability section appears at the bottom of each employee table. Click on the icon to view employee availability. For each day, the employee's "Availability" and "Preferences" are displayed.

The Estimates section appears at the bottom of the screen. Click on the icon to view the estimates from the Job Tracking module of the program for each of the displayed dates.

Once you have finished entering spreadsheet information, click on the [POST SCHEDULE] icon to save the schedule. Click on [SAVE DRAFT] at any time to save the progress you have made. Draft information is not posted publicly, but is retained for you to return to at a later time.

Related Topics

• "Estimates," "Jobs" and "Tasks" are all elements of the Job Tracking module of the program.
• See Shift Policies for information on creating policies for schedule assignment.
• "Employee Availability" is found in the Employee Schedule section of the program.