Generating the Working Schedule

Alasdair MacNeill
Alasdair MacNeill
  • Updated

Overview

The first tab in the Time & Attendance section is the Working schedule. This section is only available to users who have the Time & Attendance module enabled. In the Working schedule, you can generate your company/department's schedule on a daily, weekly, or monthly basis. 

 

Permissions

To make use of this section, you will need the Manage Time and Attendance Settings (set on global) and Manage T&A Working Schedules permissions.

 

Generating the Working Schedule

The Working Schedule can be generated directly from the Working Schedule or from the Schedule Generator. Both pages have a + Generate Schedule button, that works on the same principle. When an employee has been assigned to a Configured Shift Pattern or a Personalised Rotation Pattern, these instructions set will be used by the system in the Working Schedule.

On the Working Schedule these are the below steps to generate the shifts:

  1. Click on the +Generate Schedule button


  2. Apply the filters and toggles needed:

    Generate Schedule 2.jpg

    • Date Range
    • Generate Globally - Enabling the Global setting will generate a schedule for all employees withing the company.
    • Generate on a Full Day of Leave - Enabling this setting will not generate a schedule on a day where employee has a full day of leave booked.
    • Employee/ Department/ Job Schedule - These filters apply on who the schedule will be generated for. Either specific employee(s), specific Department(s) or Specific Job Schedule(s).
      The Employee field allows you to paste multiple Employee Codes for the employees you would like to generate as well as selecting from the dropdown.
  3. If there are employees with Personalised Rotation Patterns, you can edit the generated shifts from this dialog. This article explains this further.
  4. Click Generate Schedule.

Initially, the schedule will be generated in an unpublished state, so that you can make any needed changes to any individual shifts. Once this task is completed, you may publish your schedule.

 

Other methods of adding shifts

The Schedule Generator is mainly used for employees who have a fixed/rotation pattern to their schedule (i.e. there is a regularity about it). 

If your employees do not follow a regular pattern, you can add shifts using one of the below options:

Adding shifts individually

One way of populating your roster is to manually add shifts/Offs/rest days. This can be done by going to the Working Schedule. If you do not see any shifts (like the below screenshot) then you need to check the advanced filters:

 

Select the option Show employees without Schedule:

To add shifts, hover over any date and you will see a + icon. Click on it and you will be able to add a shift, rest day, off day, or leave. If you select shift, then you can either load a shift template or else create a one off shift by inputting the in and out times:

 

Copying Shifts

Once you add a shift or two, you may copy them. Check out the article here on how to copy shifts. 

 

Bulk Uploading Shifts

The third option is to bulk upload shifts. From the Working Schedule, click on the 3 dots on the side and select Upload Schedule:

You will be able to download a template file:

The file will include the date range that was selected prior to downloading the template. In the below example, the dates shown in the scheduler are 4th March to 10th March:

Therefore, if a template is downloaded, the template will include these dates:

For a wider range of dates, switch the scheduler to Monthly before generating the template.

Once you have generated the template, you will need to open it in Excel and fill in the employee field and the date fields. Both fields are dropdown menus, so you can view the drop down items by switching the tab:

If you would like to add all the employees, simply go to the Employee tab and copy the employee to the Schedule tab. 

Then, under each date, you can fill in the shift template name (or else OFF or Rest). If you would like to add an ad-hoc shift, you can add the details of the shift in the excel template. For info on this, check this out

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