Before you can start scheduling shifts, you must first create your locations, the work areas and the skills of your employees. These steps can be found in the Info Center under Locations and Work Areas and Skills.
Click Planning > Duty Roster > Calendar on the left. If you have created multiple locations, select the location for which you want to schedule shifts, e.g. Vienna, when you first create the shift.
Now you will see the calendar with all created workspaces. Select the workspace you want to schedule by removing all other workspaces in the upper left corner by clicking the X. Now all users or employees who can work in the selected workspace are displayed on the left side.
Before proceeding with the actual scheduling of shifts, you can choose from several filters located on the left side of the calendar. You can first filter by employees, then by skills, and finally by work areas.
In the filter Employees, you will see all the employees that are available to you. You can also find the skills here, represented by a coloured circle. If you point to them with the cursor, you can see which skills are assigned to the employee. In addition, you can also see the open and already scheduled hours of the employees.
In the Skills filter, you can see the individual skills and respective employees. They are also marked with the color you assigned to them in the Skills section. In addition, you are offered the Collapse and Expand functions. Here you can choose whether you only want to see the skills without employees or the skills together with the employees assigned to them.
For filtering, you can also use the blue button ” […] Skills selected”. Click on this button and select which Skills you want to see in order to plan accordingly.
In the filter Work Area you can see, similar to the filter Employees, the open and already scheduled hours of the employees and the corresponding skills thanks to the colored circles. You also have the Collapse and Expand function available. So under this filter you will see all the work areas of the selected location, as well as which employees are available in which work area.
To create a new shift, you can click directly in the calendar. Select the necessary skill for the work area, if no special skill is needed, just take our standard skill Employee. Now enter the necessary minimum number of employees. The date will be automatically set for the day you clicked on in the calendar. Finally, you need to define the duration of the shift and, if necessary, the break time of the employees, i.e. from when to when the break should last. To do this, check the Break box and fill in the fields that appear. If a shift is repeated, you have the possibility to define it with the Create Recurrence button.
Your shift can be repeated as needed. Either click on Create Recurrence when creating a new shift or on the small cogwheel in the upper left corner of an existing shift.
Now you must first select a rule. The shift can be repeated daily, weekly, monthly or yearly. Set the interval in which the shift should be repeated. Next, specify the start and the relevant weekdays of the shift. You can decide if and when this repetition ends. Afterwards you will find a summary of your selection, which you confirm with Update or Save.
Update or save the shift again and it will automatically be taken over in the system.
We are happy to help you!
Contact Alex from our support team:
support@timetrackenterprise.com
