Overview
Within the Time and Attendance module is the tab Working Schedule. Here is where you manage employee shifts and track attendance more efficiently. From the Working Schedule, you can generate your company/department’s shifts and view shift schedules for specific days, weeks or months.
Permissions
The permissions that allow access to the Working Schedule are:
More information on Time & Attendance permissions can be found here.
- Manage T&A Working Schedule - This allows users to manage the Working Schedule by generating, publishing, unpublishing, copying, and clearing shifts for employees. Users may also export reports related to the Working Schedule.
- View T&A Working Schedule - This allows users to view but not edit the Working Schedule. Users may also export reports related to the Working Schedule.
Working Schedule Filters & Views
From the Time and Attendance module, you can access the tab Working Schedule to see the shifts generated for employees.
Employees are only shown in the Working Schedule if they have Time & Attendance enabled in their position details.
Within the Working Schedule are different filters and views that can help you manage the shifts of your employees. These are explained here:
- Employee - You can select 1 or more employee names to filter the Working Schedule to view only the selected employees.
- Departments - You can select 1 or more departments to filter the Working Schedule to view the employees assigned to the specified departments in their employment position.
- Job schedules - You can select a Job Schedule to filter the Working Schedule to view only the employees assigned to the specified Job Schedule in their employment position.
- Positions - You can select a Position to filter the Working Schedule to view only the employees assigned to the specified Position in their employment position.
- Work locations - You can filter the Working Schedule to show only the employees who have shifts assigned to the specified Work Locations.
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Advanced filters - These are specific filters to help you get a clear understanding of the Working Schedule:
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Show employees without schedule - This filter allows you to view employees who have not yet been assigned a shift. An employee may not be visible on your Working Schedule because this filter is not enabled.
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Hide unpublished shifts - If you have unpublished shifts included in your Working Schedule, you can use this filter to show only the published shifts. If you are generating the Working Schedule and arranging employee rosters, it would be recommended to remove this so that you prevent duplicating shifts that are hidden because they are unpublished.
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Show configured shifts - Shifts configured in the Schedule Generator can be in the Working Schedule with this filter as a preview of what the Working Schedule would look like after being generated. This is not the same as generating the Working Schedule, which should still be done.
More information on Configured Shift functionality is found here. -
Show employee's leave - With this filter on, approved leave can be shown in the Working Schedule. If you are not seeing leave in the Working Schedule, this means this filter is not enabled, or if it is enabled, the leave is not yet approved.
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Use Work Location colour - By default, the system will use the Shift Template colour in the Working Schedule. By enabling this, the shift within the Work Schedule will reflect the colour of the Work Location.
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Show employees without schedule - This filter allows you to view employees who have not yet been assigned a shift. An employee may not be visible on your Working Schedule because this filter is not enabled.
- Monthly - You can use the Monthly view to display the Working Schedule for the entire calendar month selected.
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Weekly - You can use the Weekly view to display the Working Schedule for the entire calendar week selected. With the Weekly view, there are additional views:
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Group by Employee - This is the default view allowing you to see each employee's weekly schedule.
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Group by Shift Template - When Group by Shift Template is selected, the Weekly view is changed to show for each day, who is assigned to each Shift Template or has Time Off due to Leave, Rest or Off days.
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Group by Work Location - When Group by Work Location is selected, the Weekly view is changed to show for each day, who is assigned to each Work Location or has Time Off due to Leave, Rest or Off days.
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Group by Employee - This is the default view allowing you to see each employee's weekly schedule.
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Daily - You can use the Daily view to display the Working Schedule for the day selected.
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My Schedule - When using a mobile device, you can use the My Schedule view to give a comprehensive view of your shifts from today.
You can use the toggle Show past dates from this month to see the shifts assigned before today's date.
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Warnings/Markers - In the Working Schedule there are a couple of warnings or markers that give further information:
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Working Schedule Needs Warning - You may see a warning as shown below which indicates that a Working Schedule Need has not been met and needs addressing.
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Comment Markers - You may see a marker on shifts where comments have been added. A green marker means that there is an unread comment on the shift, and a blue marker means that there is a comment on the shift that has been read. With these markers, there is also a counter regarding how many comments there are.
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Outside Schedule Marker - When a shift has been added to a non-working day for an employee, you will see a Yellow marker to reflect this as a warning. This is only a warning in case the shift was added in error. If added on purpose then no further action is needed.
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Working Schedule Needs Warning - You may see a warning as shown below which indicates that a Working Schedule Need has not been met and needs addressing.
Related to