Scheduling- AV

Basic scheduling used for Permanent staff

Advance scheduling used for casual staff

Step 1: Go to Team – > Schedule – > Advance Scheduling -> Schedules

Step 2: On top right side of the corner, you have ADD New Option for new scheduling

In the scheduling page you can see all schedules that been generated in a system whether they are generated manually or automatically from our schedule template.

Schedule Templates

Go to Admin -> Scheduler Setup -> Schedule Templates

To create a new schedule template, click on Add new

To Edit existing schedule template, click on view schedule template settings option (Pen symbol)

It opens the schedule template with the information of all cost centres, Additional cost centres to assign the specific rates and events which enable you to assign a specific rate to a shift

You can assign allowances on employees ( Tick the box as required)

You can use this template to populate every week, month or day

List of schedules: Which you already scheduled.

To view list of schedules

Go to Team – > Schedule – > Advance Scheduling -> Schedules

In Schedules you will have list of generated or populated schedules.

Choose the calendar on left which allows to view all employees that are currently available to work with in the cost centres assigned on this schedule.

By Default, all the active employees will be visible on schedule. If any employee is missing steps would need to do are: -

Go to Team -> My Team -> Employee Information

In Employee Information search with first name of the employee and status of the employee Active or In- Active

If the Employee is In-active – Please check the HR Action Casual Account Re-activation

If the Employee is active needs to Schedule for the schedule selected above

Search for the Employee and click on the calendar of the employee on Left hand side

It opens the Employee profile where you can see his/her schedules

Check the Scheduled Cost Centres in the Employee profile to be appeared in the schedule selected above

To update the schedule cost centre of the Employee, Click on the Three dots on left hand side of Scheduled Cost centres – Add Cost centres

In the Browse and Select cost centres Search for the Cost centre for assigning the employee to the selected schedule

So, all the cost centres related to your search will be displayed and Tick or select which one or all to apply for the employee and Click Apply and save

Go back to the Schedule in Advance Schedule and reload the Schedule you can see the employee in the list and ability to assign the shift.

Go to the Employee and schedule him/her to the shift for that Schedule

Adding a Shift to the Employee

Left click on the day you would like to schedule the employee you can see Browse and Select Shifts for the employee including the date

Click on Add new shift and enter from when Shift starts and end time

And choose the Primary cost centre (Location ) and skill

Add additional information Rates, Events by using the drop-down arrow

Shift count – If you want to create multiple shift (One shift will be assigned to this employee and remaining are open shifts)

Once, all the details are filled click on Save and dialogue box Completed will appear on Screen

Click Ok

And the page will reload with details of the shift scheduled for the employee.

This employee is scheduled on Monday – 8:00-5:00pm shift in parade theatre and cost centre under which employee is scheduled.

To copy the same schedule across multiple days: -

Left click on the cell – Monday scheduled and left click on copy and left click on where you want to paste the same schedule

It will paste the schedule in the cell you selected.

To Edit or modify the shift you pasted click on the Manage shift option bottom left side

It re-directs you to the Manage shift page where you can edit or modify the shift.

Usually, this process is quick if you just need to edit the times of the schedule.

If the Employee is scheduled two separate time periods on same day

Select the day - where you would like to schedule and create a schedule, copy & paste the same schedule on same day and edit time of the shift using Manage shift option

You re- arrange the schedule view by the options on left hand side

If you want to see only Scheduled Employee only – Move the little button which allows your page display only scheduled employee.

Show Contracted Hours – Impact only if we’ve got people with contract (It’s not applicable)

Open Shifts

Create a shift that are not assign to any employee

Click on the Schedule – Assign Employee and search

It shows us the name of the employee who are eligible to work this time

Select the employee from the list and click ok

Scheduling Reports :

Go to Team -> Schedule -> Reports -> Staffing -> Summary by Employee

Summary by employee shows the list of all sfts that are assigned

Search by the Schedule name you will be able to see all your schedule.

To add more columns relevant to search click on three dots on right top down to the Edit option

Once you enter all your shifts into the system, we can see schedule status is in Trail.

To make visible for employee to see the information, go to the three dots next to the Set up by Cost centre and click Post the Schedule

To see the History of the Change of the Employee can be viewed using Audit Trail

IT- Schedule

The working pattern will be set-up by HR advising by hiring manager during On-boarding process.

To set-up the employee work schedule profile hiring manager need to fill this form during the checklist of the On-boarding a employee – Work Pattern form

Change of the Pattern for Existing Employee

If a employee who’s working only three days (Mon, Tue, Wed) if the employee drop Wed and move to Thursday (Mon, Tue, Thu)

Go to Team -> Schedule -> Team Schedule view -> weekly schedule

Weekly Schedule will show everyone’s schedule, but we can optimise the view using the filter option by add/remove columns

By Default, cost centre using the above option and filter with the department cost centre it allows you to filter the employee data and you can save this using the three dots on right hand side next to filter option

If you want to assign a extra day for the employee on day-off – Left click on the box (date, day)

Assign a shift by using Shift type – choose the option from drop-down arrow

If you want an employee to clock – Assign a shift which has start and finish time in Shift type