This article is part of the Scheduling Module training.  Click here for more information on the Scheduling Module.


The Schedule screen in the Scheduling Module is a Calendar with Weekly or Daily views of the Schedule that can be filtered by Employee, Job, or Department. All Employee shifts can be managed in a simple drag and drop form from this screen. When set to 'Employee' view for a selected Location, shifts for both the selected Location and any other Location that Employees are assigned to will appear to help limit crossover and double scheduling.


Scheduling Templates can be created from this screen as well, providing consistency and efficiency while scheduling. When completed, Schedules can be printed for each Location. Click here to view all of the functions available for R365 Scheduling.


Note: Employees with no Job Codes assigned via their Employee record will be hidden from the Schedule. If Custom Labor Forecasting is enabled, click here to view how the Sales and Labor Forecast Header is altered.


To access this page, first navigate to Smart Ops. In the left navigation, click 'Schedule' under 'Labor' to open the Schedule Calendar.



Header Fields


There are several selectors and buttons located in the Header that allow the User to select which Schedule to view and how the Schedule will be displayed.



1) Location Selector - Select the Location you'll be working on.  This will be set to your Default Location on page load

2) Department / Jobs Filter - Select which Departments or Jobs will be displayed in the Schedule Calendar.  This filter is particularly useful for BOH and FOH Managers that only want to work on the schedule for their team members.

3) Week / Day Toggle - View and update the Schedule by Week (default) or by Day

4) Employee / Job / Department View - Set the rows in the Schedule Calendar to display Employees (default), Job Titles, or Departments

5) New Shift Button - Click 'New Shift' to open the 'Create New Shift' prompt and add a Shift to the Schedule.  You can also right click on the Calendar and select 'New' to create a new Shift

6) Messaging Audit Center - Click to open the R365 Messaging Audit Center. This center works in conjunction with R365 Employee Messaging, where Employees can communicate via the R365 Red App without providing any personal contact information. The Messaging Audit Center is where messages that were reported as inappropriate can be addressed. Click here for more information on the R365 Messaging Audit Center

7) Manager Queue - Click this alert icon to open the Manager Queue screen to approve or deny requests from your employees

8) Refresh - Refresh the Schedule View

9) Print - Click to open the 'Print Schedule' pane where you can customize your print selections.  Read more about Print Options in the 'Print Options' section below. Click here to learn more about Print Options

10) View & Template Options - Click to open the View/Template Options pane where you can create and manage Saved Views, and save and use Schedule Templates.  Read more about View & Template Options in the 'View & Template Options' section below. Click here to learn more about Scheduling Template Options

11) Publish / Unpublish - Click this button to open the 'Publish Shifts' prompt where you can choose to publish by Department, Job, or Employee.  Read more about Publishing & Unpublishing in the 'Publish, Unpublish and Alert Employees' section below. Click here to learn more about Publishing, Unpublishing, and Alerts

12) Week / Day Selector - Click this Date Picker to select a new Week (or Day).  Click the '<' arrow to go back a Week (or Day).  Click '>' to go forward a Week (or Day).  The Schedule will update with each selection.  The selected week (or Day) will be displayed here as you work on the Schedule.  This will be set to the current week on page load


OT Hours, Sales Forecast, Labor Totals and Suggested Hours


The section below the header fields and above the calendar provides helpful info as a reference to assist when scheduling

  • The leftmost section contains a roll-up summary of the data for the entire week (when in Week view), including the total number of OT Hours currently on the Schedule
  • Sales and Labor Forecast contains several useful values that are key in determining the staff needed to meet Forecasted Sales and SPLH Goals.  Click here to learn more about Forecasting
  • Hrs (Suggested) contains the Suggested Hours that should be scheduled to meet Forecasted Sales.  Click here to learn more about Suggested Hours



Sales Forecast & Labor

This row displays the sales forecast and labor totals for each day.  This forecast is taken from the Sales Forecast entered in the forecast window (click here for more information on Sales Forecasting).  

  • Labor: This value is calculated based on the Advanced Metrics settings found in 'View & Template Options'
    • Burdened – Labor Estimates are calculated using (Employee Hours * Pay Rate) + Employee Benefit percentages (per the Labor Estimates on the Location Record, or when utilizing Departments, on the Department Record). Management Estimates (including Management Benefits) are included
    • Unburdened – Labor Estimates are a straight calculation of Hours * Pay Rate for all Employees. No Management Estimates or Benefits included
  • Labor % Goal: Hover over the Weekly Summary section of any individual day to view the Labor % Goal.


  • Labor +/- :  The difference between the Labor % Goal and Labor %. Labor % Goal is found on the Location record on the Goals tab (or when utilizing Departments, on the Department Record) where a goal can be entered for labor as a percent of sales for each day of the week.  When negative, text will be displayed in red 


Hours & Suggested Hours

  • Hrs (Suggested): Total Hours Scheduled followed by (Suggested Hours) in parenthesis. Calculated by dividing Forecasted Daily Sales by SPLH Goals.  SPLH Goals are used to determine Suggested Hours in the Scheduling Module
  • Staff +/- : The difference between the Suggest Hours and Actual Hours. When negative, text will be displayed in red


Schedule Calendar



This is the main section of the Schedule window where Shifts are placed and moved around on the Calendar. Shifts can be added directly to the Calendar by right clicking on a cell and selecting 'New' or clicking the 'New Shift' button in the Schedule header. Each of these actions will open the 'Create New Shift' prompt. Click here for more information on the Shifts.



Shared Employee Shift Tiles




If an Employee works at more than one Location, the scheduled Shifts for those Locations will appear in grayed out boxes in the Employee view of each Location's Schedule Calendar. These are shown only for reference as the Schedule is created for the upcoming week and will not impact Labor metrics for the selected Location. 

  • Note: Schedulers will not be able to schedule Shifts during these times or include these Shifts when printing out a Location's Schedule.


Since Employees who work at multiple Locations have multiple Employee records in R365, these records need to be merged together into one Employee record for this feature to work successfully.


Job Title Filter


When viewing the Schedule Calendar by Employee, a User can perform a single left click on any Shift to select it and create an instant filter that will only display employees that have the required Job Title for that Shift and are also available for that Shift (meaning they are not already scheduled for another Shift at the same time, or have Approved Time-off).  Once clicked, the selected Shift will turn a darker form of its original color (in this example, green), letting you know that it is selected and a filter is in place.  


Unselected:



Selected with Filter Enabled:



This makes finding your available Employees much easier.  When you are done with the filter, simply click  on any white space on the Schedule Calendar and the filter will be disabled.

Unassigned Shifts Section



The Unassigned Shifts, or Shifts that have not yet been assigned to an Employee, will appear in the Unassigned Shifts section.  The 'Unassigned Shifts' section is collapsed by default, but can be expanded as needed:


 

Shifts exist in a 'Day Pot' on their respective Calendar Day.  Unassigned Shifts can be created by right clicking in the 'Unassigned Shifts' section and selecting 'New', or by creating a Shift and leaving the 'Employee' field blank.  


Unassigned Shifts cannot be dragged to another day, and are locked to the Date on which they were created. However, shifts can be copied and pasted to/from the Unassigned row in the Job and Department view of the schedule. If you need to change the Date of an Unassigned Shift, you must double click on it to open the 'Edit Shift' prompt where you can manually update the Date value.


Unassigned Shifts have a slightly darker color than an Assigned Shift, but in place of black text, they have white text as shown below:


Unassigned Shift:

Assigned Shift:



Shifts that are both Unpublished and Unassigned can be deleted from the Schedule when they are not necessary. To read more about deleting Unpublished, Unassigned Shifts, click here. 


Assigning Unassigned Shifts



Unassigned shifts can also be assigned using two different methods:

  1. Drag the shift from the Unassigned Shift Section on to the Employee that will receive the Shift.  Once you select an Unassigned Shift, the Shift Filter will be in affect, so you'll only be able to drop the Shift on an Employee that currently has that Job Title
  2. Open the Shift (double click or right click and choose Edit) and selecting the Employee in the Employee selector


When the User Saves the shift edit, the filters will be cleared and all shifts are displayed again. However, if the User clicks 'Close', the shift will remain selected and the filters will remain in place. 


View Options: Employee, Job, and Department


The Schedule Calendar can display your Schedule using three different classifications by Week or by Day.  The colors of each Shift are based on the colors assigned on the Job form.


View Option: Employee



  • Each row will display an Employee (you have the option to display 'All Employees' or 'Scheduled Employees' depending on your settings in 'View & Template Options')
  • The Employee picture will be shown to the left of their Name, if a Picture has been uploaded to their Employee record
  • Below the Employee Name are two numbers separated by a bar.  The third line contains a list of the Employee's Job Titles
    • Number 1: Total Hours scheduled
    • Number 2: Actual Hours Worked for this Employee.  
      • Note: If the hours the Employee is scheduled for are approaching Overtime, the numbers will turn orange.  If the numbers surpass Overtime, they will turn red as seen in the image above for 'Beckett, Debbie'.
  • Employee Availability - Individual Availability can be managed by a Restaurant Manager on the Employee record, or by the Employee themselves using the R365 App (Red) (subject to Manager Approval).  Click here for more information on the Employee Record 
    • Unavailable All Day: If the Employee has been marked as Unavailable All Day, then a gray "Unavailable All Day" box will appear for the Employee on that day


    • Partial Availability: If the Employee has partial availability for the day, the hours that the Employee is available will be displayed.


    • Approved Time Off: If the Employee has requested and received Approval from their Manager for Time off on a certain day, a gray 'Approved Time off: ' box will appear for the Employee on that Day


  • Shifts will display the Job Title, Start Time, Out Time, and Total Hours (see the Shift on Mon 3/11 for 'CASHIER 5:15a-1:15p 8 h' in the image above)



View Option: Job



  • Each Row will display a Job Title with all Shifts assigned to that Job showing on that Row in a collapsed view.  These can be expanded as needed.
  • Below the Job Title are two numbers separated by a bar
    • Number 1: Total Hours scheduled for the Job Title
    • Number 2: Actual Hours Workedfor the Job Title
      • Note: If either number represents Overtime values, these numbers will turn red
  • When a Job Title Section on a Day is expanded, Shifts will display the Employee Name, Start Time (and Out Time if selected on the View & Template Options) and Total Hours as shown below:



View Option: Department



  • Each Row will display a Department with all Shifts assigned to that Department showing on that Row in a collapsed view.  These can be expanded as needed.
  • Below the Departments are two numbers separated by a bar
    • Number 1: Total Hours scheduled for the Department
    • Number 2: Actual Hours Worked for the Department
      • Note: If either number represents Overtime values, these numbers will turn red
  • When a Department Section on a Day is expanded, Shifts will display the Job Title, Employee Name, Start Time (and Out Time if selected on the View & Template Options) and Total Hours as shown below:


View Options: By Day and Job to show Staffing Coverage


A particularly useful view is 'By Day' and 'Job', as you can quickly see if you have the necessary coverage for all available Jobs in the selected Departments, as shown below.  In the example the Job 'Drive Through' is expanded to see the overlap on each individual Shift.


Business Day & Operating Hours


Business Day 


When viewing the Calendar 'By Day', the page will list all hours between the first and last hour of the Location's Business Day. By default, Business Days match Calendar Days, with the first hour as 12am and the last hour as 11pm.


When a Start of Business Day Time is defined for a Location, the start time for the Schedule Calendar will reflect the Location's custom Start of Business Day Time. 

  • Note: Customized Start of Day is only available for Early Adopters. 


Shifts that cross the start time of the Business Day are considered Cross-Day Shifts. These shifts will be broken into segments for the purposes of overtime calculations and labor reporting. Learn more about Cross-Day Shifts here.



Operating Hours


Defining Restaurant Operating Hours on the Labor Matrix will focus attention on the hours that Labor should be scheduled. Hours outside of the defined Operating Hours will have a darker background. This will give a visual clue for shifts, hours, and overtime placed outside of Operating Hours while scheduling. 

  • Note: Shifts outside of Operating Hours will still be included in Scheduled Labor reporting.



Day Parts Setup


From the Calendar Day View, Users can both create and view a Day Part on the Schedule. While Day Parts can also be created and edited from the Labor Matrix Setup window, any updates made from the Schedule Calendar will update the changes made in the Labor Setup window.



The Day Parts selector will display the selected Day Parts above their corresponding hours in on the Schedule Calendar. If Day Parts need to be set up or updated, click 'Configure Day Parts' listed directly under the Day Parts selector. This will open a modal that includes three tabs: Location Dayparts, Dayparts Settings, and Operating Hours.

  • Note: Only Users with the following permission will be able to create and/or edit Day Parts for Locations that they have access to:
    • Labor → Scheduling → View/Edit Labor Matrix Setup



Location Dayparts Tab



The Location Dayparts tab is where custom Day Parts can be created, edited, or deleted. To add a new Day Part, simply click the Add iconand enter in the name of the new Day Part. Any number of Day Parts can be entered as long as each Day Part is uniquely named.


Ensure that all changes made to this tab are saved by clicking 'Save' in the bottom corner of the modal.



Dayparts Settings Tab



The Dayparts Settings tab allows for the hour configuration to be created for each Day Part on each day. To set up Day Part hours, click the Add iconbelow the grid, select the desired Day Part, and then set the Start and End Times for that Day Part. Repeat these steps for each Day Part.


While days can be individually entered by selecting the desired day above the hour configuration grid, a set configuration can be copied to another day by clickingjust below the grid in the right corner.



The 'Copy Day Parts' modal will appear where the User can determine which days should have the same hour configuration. Only the days that have the same set hours as the current day will be listed in the modal.


Once all desired days are selected, click 'Copy'. A confirmation pop-up will appear displaying that the these updates will override any existing setup. Click 'Yes' to apply the changes made. Before saving the modal, ensure that all hour configurations are set for each day.



Operating Hours Tabs



The Operating Hours tab displays the current set up for this Location. Update the Operating Hours as needed and then ensure to save the changes made before reviewing and updating the Dayparts Settings tab based on the new times.