The Scheduling module is a full scheduling software to manage Employee schedules. There are two separate functions within the Scheduling module in Restaurant365:
- Manager functions: Restaurant Managers can create the schedule, send out text/email alerts to Employees for Scheduled Shifts, alert Employees of Open Shifts, manage Employee info (including uploading pictures and availability), sending out Announcements to Employees, and review the 'Schedule vs Actual' reports.
- Employee functions: restaurant Employees will most commonly access the Scheduling module through the R365 Mobile app. Employees will also have access to a limited-use 'Employee Portal' that is accessed using a web browser. Employees can check their schedule, make requests (such as Time-off and Shift Trades), claim Open Shifts, and view Manager Announcements.
In order to access the Scheduling module it must be activated. This occurs by default for all new customers. If you do not currently have access to the Scheduling module, please contact R365 Support.
Once the module is activated, it can be accessed by Users or Employees as described below:
Users with the following security roles will have full access to the Scheduling module for their assigned Locations:
- Accounting Manager
- Restaurant Manager
A 'Scheduling Only' role has been created for team members that will assist in the Scheduling, such as Shift Leads:
An 'Approve Only' role has also been created for team members to publish shifts / schedules:
- Schedule Approval
Only Users with the Primary Security Role of Full Access or Accounting Manager will be able to publish shifts and schedules without adding the Schedule Approval Secondary Security Role. The Scheduler role will only grant access to the Scheduling module, and will hide all Employee pay rates. Click here for more information on Assigning Security Roles.
All Employees that have been set up within your POS systems will be imported and created as Employee Records in Restaurant365. These records are accessible in the 'Employees' list located in the left nav of the Scheduling module.
Each Employee that will be using the Scheduling module must be granted 'App Access' on the Employee Record. This will create a R365 User profile for the Employee and automatically assign the 'Employee App Access' Security Role to their profile.
Click here for more information on Employee App Access
Both Users and Employees can access the Scheduling module by logging in through a web browser by selecting 'Scheduling' from the module selector. This will switch the view of the left-hand navigation pane to show all Scheduling lists.
Creating new records associated with scheduling can also be accessed from the 'Scheduling' menu in the top ribbon. Employees have limited access via the Employee Portal and R365 Mobile App.
Employee Access to Scheduling
Employees can login to the system through a web browser or the Mobile App and access certain Scheduling features. This training article can be used to educate your Employees on how to use the R365 Mobile App, as well as update their Employee Profiles. Click here for training on Employee Access to Scheduling.
Manager Mobile Scheduling
Managers can access all Scheduling features described below from the web browser, but many Scheduling features are also available in the R365 Mobile App. Click here for more information on Mobile Scheduling features for Managers.
The 'Schedule' screen is a Weekly or Daily view of the schedule where you can manage Employee Shifts in a simple drag and drop form. Click here for more information on the Schedule Calendar View.
The Scheduling Module can make suggestions to your team as the Schedule is created based on Forecasted Sales and SPLH Goals. Click here to learn more about Smart Scheduling.
Shifts are the detailed Employee assignments on the Schedule. The Shift form can be opened from within the Schedule screen or from the main menu. Click here for more information on Shifts.
Employees can make requests for time-off, shift trades, shift drops, and claiming open shifts from within the system. Managers can be alerted and approve or deny these requests while Employees are alerted of the status. Click here for more information on Schedule Requests.
Employees can be imported from the Point of Sale (POS) system and then managed in Restaurant365. Additionally, you can manually create Employees in Restaurant365. Click here for more information on Employee Setup.
Jobs can be imported from the Point of Sale (POS) system and then managed in Restaurant365. Additionally, you can manually create Jobs in Restaurant365. Click here for more information on Jobs.
Job Responsibilities allow you to put more detailed qualifications on a Job and specify which Employees have those qualifications. When assigning shifts you can set which responsibilities/qualifications are required and limit which Employees are eligible for that Shift. Click here for more information on Job Responsibilities.
Local Events allow you to enter or import a list of Events happening in the area (local sporting event, conference, etc) that might effect the Restaurant from a Scheduling standpoint. These will appear on the Scheduling Calendar View to help when determining staffing needs. Click here for more information on Local Events.
Sites are places an Employee might be assigned to work that is away from the Restaurant, such as at a banquet room, wedding, etc. A Site can be recorded on a Shift so the Employee can see the physical address where they'll be working that shift. Click here for more information on Sites.
The Restaurant Manager can create Announcements and assign them start dates and expiration dates. These dates will determine when the Announcement will appear for the Employees. Announcements can also be sent out via text or email. Click here for more information on Scheduling Announcements.
This view in the system gives the Restaurant Manager a quick view as to who should be working right now. They can also change the date and time for a quick view of who is scheduled at other times as well. Click here for more information on the Scheduled Now View.
Labor Actual vs Scheduled Report
This report can be run once actual labor has been imported from the POS system. The actual labor is compared against the scheduled shifts. This report is run from the 'My Reports' page on the the 'Labor' tab. In order to access this report, it will need to be assigned to your Report Role. Contact the R365 administrator in your Organization to request access to this report.
As of 10/31/2017, Scheduling V1.5 was released, and this article replaced the original Scheduling Overview & Security (which was published on 3/10/2016). Click here to download the original article in PDF form.