This section is used to create schedules, schedule forecasting, audit schedule, and print schedules.
To start scheduler by default, scheduler will start with a view of the present week. The first day of scheduler is set to start the same day as the Payroll Reports are set to start. (exp: payroll starts on Monday, so does scheduler). Set up for first day of the week is in Settings/ Payroll.
Using the Control Panel on the Left
There are two different screens to work with in scheduler, Weekly and Daily. Click the button to determine which format should be used.
Prev: This will jump to the previous day, even on the weekly screen it will jump one day at a time. There is no limit to how far back the scheduler will display.
Next: This will jump to the next day, even on the weekly screen it will jump one day at a time. There is no limit to how far forward the scheduler will display.
All: (masking title button) This will move between the different titles that have been created with "New Groups" (see New Groups below for more details).
Weekly (Daily): This will switch between a view of the entire week or a day. By default, when scheduler is started, it will start with a view of the present week. The first day of scheduler is set to start the same day as the Payroll Reports are set to start. (exp: payroll starts on Monday, so does scheduler). The Weekly Screen - will show an eight day week. The Daily Screen - the midnight hour of the current day in the middle of the screen is display. The screen will appear with 18 hours of previous day and 7 hours of next day available. This is for scheduling across midnight. It has a total of 49 hours available.
Copy Week: It will ask to pick the week to copy and then to pick the week to copy to.
New Group: Use this to create masked schedules of just what group is needed. (exp: Manager schedule, Kitchen schedule, FOH schedule) Click edit to enter the title. Once these are created they will be available in the masking title button (All). Once a new title is entered, add the job codes to the title. Use the masking title button to select the new title, then click the "Group Jobs" button to get a pop up of all fifty job codes. Select the job codes to show up in this title by clicking the box to put a check in it. Click Group Jobs again when done.
End Style: This will scroll through the different types of beginning and ending points. There are 27 different options with none as one of the options. It will always use the points that was selected last.
Group Jobs: This opens a pop up so certain job codes may be added or removed from a masked title. Clicking Group Jobs again will close the pop up.
Settings: This gives the ability to change each job codes designated color. Double click a job code to open the color choices box.
Schedule (Audit): By default it will start on schedule. This simply shows the schedule. Clicking "Audit" will show the schedule and the actual clock in, clock out times for each employee. The scheduled time will be on top, the actual time will be below. When audit is on you will not be allowed to make any scheduling changes.
This example shows the manager was scheduled 10:00am - 5:00pm and actually worked or clocked in at 9:48 and out at 5:22. The server clocked in late at 11:12 and out early at 4:14.
Zoom - & Zoom +: These may be used to zoom in and out on either weekly or daily screens.
Print...: This will print what is on the screen only, not what is off the screen on either side.
Done: This will exit scheduler back to the main Staff screen.
Entering employee schedules
Creating a schedule can be done only on the Daily screen and not with the Audit screen on. The employees on the left are listed in alphabetical order. The shift will always input the primary job code for that employee. Enter information in at 15 minute increments.
By clicking and holding the right line of the employee box it will squeeze the employee box smaller to allow more room for the schedule.
By clicking and holding down at the start of the shift and dragging to the end of the shift, it will place a color bar in that space.
To correct a time, click and hold down at the beginning or end of the bar and move it to the correct time.
To delete an entry, click and hold down the end and pull it to the beginning. T move the entire shift, click and hold down in the middle area. Then drag it to a different time period or even a different employee.
There can not be two shifts for the same employee overlapping one another. If it is tried, the first shift will stay the same and the second shift will snap back to the next available time. If a shift from one employee is dragged and place it on top of a shift of another employee, it will put the shift back in its original spot.
By double clicking the shift a pop up window will show where the job cod can be changed. The date and the beginning and end times (here the schedule can edited down to the minute, not just in 15 min increments)