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Schedule Setup

Kellie Oxley Updated by Kellie Oxley

Before creating and managing Schedules, you will need to create some Job Types. Your Skills Matrix and Custom data will have been synchronised from Time & Attendance, although you can additional Custom Data if you wish.

• Job Types are used to define the rules around who qualifies for certain Jobs

• The Skills Matrix allows you to assign and unassign Skills to employees (which are used in assigning Jobs)

• Custom data allows you to store additional information within Schedules, such as expenses, required equipment, and manager notes

Note: Some of the Custom data fields are synced from the Time and Attendance application and so are not editable, those would need to be changed in the Time and Attendance application.

Job Type

A Job Type defines the rules regarding what employees will qualify for a Job of this Job Type. Every Job added to a Schedule must have a Job Type associated with it.

For example: You might create a "Chef" Job Type, and specify that an employee requires the "Food Safety Level 1" Skill. Then, when you add a "Line cook" Job to a Schedule, you would give it the "Chef" Job Type. Whenever that Job is assigned to an employee, it will only be given to an employee with the "Food Safety Level 1" Skill.

Job Types can be accessed and managed in the Settings menu, under Job Types.

The Job Type page will show a breakdown of all your current Job Types, displaying their name and allowing you to select View details to know more about them. You can search the Job Type list by typing all or part of a Job Type name into the search box to find a particular Job Type.

Add a Job Type

To create a new Job Type, click Add Job Type in the top right-hand corner of the screen

You will then be asked to enter a name for the Job Type. Select Save Changes, and you will be taken to a screen that allows you to enter the details of the Job Type.

Skills required

You can add Skills to a Skill Group to mark this Job Type as requiring these skills. An employee must have all of the Skills in a Job's Skill Group to be eligible for the Job Type. Use the drop-down menu to select and add different Skills for this Skill Group:

You can also add multiple Skill Groups. A Job Type with multiple Skill Groups will only be given to employees that have all of the Skills in at least one of the Skill Groups.

Non-essential Rules

Employees who do not match all the required Skills and rules for a Job Type will not be listed as either Available or Unavailable for Jobs of that Job Type.

Any Skills or Rules in a Job Type can be identified as ‘Non-essential’. This means any Employees who have the required ‘Essential’ Skills and Rules but non the ‘Non-essential’, will be listed as Unavailable for those Jobs.

This allows you control the Unavailable list of Employees for Jobs, having it only display Employees who may not have the full complement of Skills and Rules for the Job Type but at least have the minimum essential skills.

Allow Trade

Tick the Allowed Trade check box to allow employees to Trade Jobs with this Job Type.

Length of Service

A length of service rule can be added so that employees must have a start date that is before the required length of service to qualify for the Job.

Lone Worker Job

A Lone Worker Job is a Job that will periodically send Check In notifications (this can be overridden at the Job level). Tick the check box to mark Jobs with this Job Type as a Lone Worker Job by default.

Once ticked, you will be able to specify:

  • Recurring Intervals controls how often a Lone Worker is sent a Check In notification – e.g. every 2 hours
  • Response Window controls how long the employee has to Check In before a follow up notification is sent. If they still do not respond, the event is logged in the Lone Worker Alert Log and the appropriate manager is notified.

Attendance Confirmation

When the check box is ticked, the employee will need to confirm their attendance for this Job before it begins.

Once ticked, you will be able to specify:

  • Time Before Job Start controls when the employee will receive a notification to confirm that they are attending the Job.
  • Response Window controls how long the employee has to Check In. If they still do not respond, then the event is logged in the Attendance Confirmation Alert Log and the appropriate manager is notified.

Comparison rules

Comparison rules allow employee fields to be linked to the Job Type. They will be compared to either a static set value stored in the Job Type or to Custom Data stored in the Scheduled Job itself. The value in the employee's own field must match the value in the Job Type before the employee can qualify for the Job.

Multiple comparison rules can be added – if they are, an employee must match all of them to qualify for the Job.

Modify a Job Type

To modify an existing Job Type, select View Details beside any Job Type in the Job Type screen. All options can be amended as required, and the updated Job Type will have an immediate effect on all Jobs using that Job Type.

Delete a Job Type

To delete an existing Job Type, select View Details beside any Job Type in the Job Type screen. This will open the Job Type Details window – select Delete to delete the Job Type.

Note: Only Job Types that are not in use by any existing Jobs that are scheduled in the future or recent past can be deleted.

Skills Matrix

The Skills Matrix allows you to quickly assign or unassign Skills to employees. These Skills are used to configure Job Types and assign employees to Jobs in a Schedule.

The Skills Matrix can be accessed and managed in the Settings menu, under Skills Matrix.

The Skills Matrix will show a grid of existing Skills and employees. By default, the employees will be listed vertically on the left, and the Skills will be shown horizontally across the top. There is an option to Swap Rows and Columns, which will swap the two axes.

Note: Skills and their descriptions are synced from Time & Attendance and can be amended or deleted.

Custom Data

Custom data allows you to store additional information within Schedules, at a Schedule, Subgroup and Job level.

Custom data can be used to create placeholders for additional information that may be relevant to record and report on. For example, you might make some Custom Data to record expenses, show what equipment will be required for the Job, or make any noted for the manager.

Additionally, Custom Data can be used as a parameter when configuring a Job Type and Constraints, so that the employees that are selected for the Job have matching Custom Data. For example, you could make a Job Type have some Custom Data to mark it as only available to employees in a certain area, so you could add a Constraint to the Job Type with Custom Data of a particular city, and mark that the Address Employee Field must equal that city.

Custom Data can be accessed in the System Preferences page under the Settings menu. There is a tab labelled Custom Data in the System Preferences – select it to open the Custom Data page.

Note: Various Custom Data is synced from Time & Attendance and cannot be amended. See the article <here> to view what data is synced.
Add Custom Data

Custom Data can be added by selecting the Add Custom Data button on the Custom Data tab in the System Preferences.

When you add Custom Data, you need to add a name and a type. The type can be one of three options:

  • Lookup will allow you to create Custom Data that can be from a series of values in a drop-down field. If you select this option, you can add the values below, by typing them into the text box that appears. If you require multiple, select Add New Value to add another text box. These values will be the ones that can be selected when adding this Custom Data to an employee, Job Type etc.
  • Number will allow you to create Custom Data that accepts any numerical value in the Custom Data field.
  • Text will allow you to create Custom Data that accepts any alphanumeric characters in the Custom Data field.

Once your chosen type has been selected, you will then be able to add Values to the Custom Data.

Note: Any new Custom Data you created will not be synced to Time & Attendance and you can only modify Custom Data you have created, not those that have synced over from Time & Attendance. You are also not able to delete any Custom Data
Populate Custom Data in Schedules

Custom Data can be configured at a Schedule, Subgroup and Job level. When you edit any of these entities, there is a section for Custom Data that can be expanded. You can then populate the values for each Custom Data type.

On creating a schedule:

Or adding a Job:

Custom Data is inherited, so if you populate a Custom Data field in a Schedule at the Schedule level, then the Custom Data values will be automatically applied to any lower Subgroups and Jobs in the Schedule.

You are now ready to Create your Schedules, follow the article here for help setting them up

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