The first tab in the Scheduler 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.
You can also generate a report, and filter by employee, department, job schedule, and/or work location.
To make use of the working schedule, you will need the Manage Time and Attendance Settings (this must be set as global) and Manage T&A Working Schedules permissions.
If you are accessing this section for the first time, you will see a screen like the below:
Here, you can do one of two things.
1. Click on 'show all employees'
This will generate a list of all the employees whose employment position has time and attendance enabled.
Here, you may add shifts individually by clicking on the small red + sign in each box and adding a shift, an off day, a rest day, or leave:
Adding a shift will create an unpublished shift (you can learn more about unpublished shifts later on in the article):
There is also the feature to copy and paste shifts. For more information, click here.
Alternatively, you can generate the shifts in bulk.
2. Click 'Generate schedule'
Here, you generate the schedule for a specific date range for:
- all employees
- employees who work a specific job schedule
- a department(s)
- specific employees
Please note that in order to generate shifts in this manner, you will need to set them beforehand from the schedule generator.
For more information on how to generate a schedule, click here.
Why are the shifts greyed out?
Your shifts are now all generated, but they still appear as unpublished. Publishing a shift means you are ready to share the schedule with your employees.
You may publish the schedule on Talexio (thus allowing anyone with the necessary permissions to view the working schedule), and you may also send the shift details to the employees by email.
For more information on shift publishing, click here.
You may wish to upload the shift data for the day/week/month by means of our upload template.
To do so, click on bulk upload and select download template.
This will generate an excel sheet with the below fields:
- Employee - you will need to include the employee code here
- Dates - the dates you see here depend on what view and month/week you are on when you download the template. If you switch to monthly view, select September and download the template, then the dates in the template will reflect the days of September. Under each date, you can input the name of the template. You can also input the time in and time out of a shift, for example: 09:00 - 17:00
Once done, save the template, go back to Talexio and upload the template via the bulk upload button. The Working scheduler will automatically populate with this data. You will then need to publish the shifts.
After publishing your employees' shifts, you can export a report.