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, along with Employee, Job or Department filters.  From this screen Employee Shifts can be managed in a simple drag and drop form.  To access this page, navigate to the Scheduling Module, then select 'Schedule' in the left hand navigation pane.  The Schedule Calendar will be shown in the center portion of the screen.  The elements of this window are described below.



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

7) Refresh - Refresh the Schedule View

8) 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.

9) 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.

10) 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.

11) 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



View & Template Options


The View & Template Options allow you to set your preferred view, including if you want to view Weather, Events, and any Advanced Metrics.  Additionally you can set your Schedule Calendar to display All Employees or only Scheduled Employees.  This option pane also contains the 'Start With' template options.  These are automatically displayed each time you start a new Schedule, but can be access and modified here as needed.  Please note, the image is displayed horizontally for ease of reading on the Support Center.  The View & Template Options pane will appear vertically in your web browser.

1) Saved Views Selector - Once your view settings (all the settings in this pane) are setup the way you want them, click thebutton to save your current settings as a new view.  You can create multiple views as needed and switch between them using the Saved Views Selector

2) Saved Views Options - When a view is selected in the Saved Views Selector, click the button to make this your default view. If you make any modifications to the selected view, click thebutton to save your changes. To delete a view that you no longer need, select the view, then click thebutton to remove it from your Saved Views Selector

3) View Weather Checkbox - Check this box if you wish to view the weather in your Schedule Calendar view.  When checked the Weather for the Location (based on the Zip Code on the Location Address on the Location Record) will be displayed on the Date, as shown below:



4) View Events Checkbox - Check this box if you wish to view any posted Events above the date on the Event, as shown below:



5) View Advanced Metrics Checkbox - Check this box if you wish to view Advanced Labor Metrics on the Schedule Calendar.  Options include the following:

  • Burdened – Labor Estimates are calculated using (Employee Hours * Pay Rate) + Employee Benefit percentages (per the Location 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

6) Employee View Options - Select which Employees to display on the Schedule Calendar.  Options include:

  • All Employees - Display all Employees, regardless of if they have an assigned Shift during the selected Week (or Day)
  • Scheduled Employees - Only display the Employees that are currently scheduled with at least one shift during the selected Week (or Day)

7) Start With Template Selector - Once your Schedule is set the way you want it, click thebutton to save all current Shifts (Assigned and Unassigned) as a new Template.  You can create multiple Templates as needed and switch between them using the Start With Template Selector

8) Start With Template Options - When a Template is selected in the Start With Template Selector, click thebutton to populate the current Schedule with the contents of the saved Template. If you make any modifications to the selected Template and want to save them over the existing version of the Template, click thebutton to save your changes. To Copy a Template and save it with a new Template Name, click thebutton. A prompt will load and ask for the new Template's Name. To delete a Template that you no longer need, select the Template, then click thebutton to remove it from your Start With Template Selector.

9) Start With Prior Week - Click this radio button to start your current Schedule with the Shifts from a prior week. When selected, a week selector will appear, where you can choose the desired week to start with, as shown below:


10) Delete & Print Options:

  • Delete - This feature will allow you to delete all the Shift (Assigned or Unassigned) that appear in your current View.
  • Print - Click this button to open the Print Options pane.  Read more about Print Options in the 'Print Options' section below.



Print Options


The Print Schedule pane allows you to select exactly what you want to print.  Please note, the image is displayed horizontally for ease of reading on the Support Center.  The Print Schedule pane will appear vertically in your web browser.


1) Location Selector - Select the Location that you want to Print 

2) Department / Jobs Selector - Select the Department or Jobs that will be printed on the Schedule

3) Week / Day Selector - Select the Week (or Day) that will be printed

4) Show By Department - Click this radio button to print the Schedule by Department

5) Show by Job - Click this radio button to print the Schedule by Job

6) Show by Employee - Click this radio button to print the Schedule by Employee, with options to display 'All Employees' and only 'Scheduled Employees'

7) Print Fields Events Checkbox - Click this checkbox to include any posted Events on the printed Schedule

8) Print Fields Catering Site Checkbox - This feature will allow you to include any booked Catering Events that contain an assigned Site on the printed Schedule

9) Print Fields Responsibility Checkbox - Click this checkbox to include any Shift Responsibilities on the printed Schedule

10) Print Fields Out Times Checkbox - Click this checkbox to include Out Times on the printed Schedule 

11) Confirm Print Button - Click this button when you are ready to print the Schedule

  • Note: A recent change in Google Chrome (September 2019) made the print preview screen shrinks in size. You are able to restore the previous print preview by adjusting the following Google Chrome setting. Enter 'chrome://flags' into Google Chrome's URL window (where you enter all URLs). Once on this screen, search for 'Print', then locate 'Enable New Print Preview UI Layout' and select 'Disable' in the drop-down menu. Once Chrome has been restarted, the changes will be in effect.



Publish, Unpublish and Alert Employees


Only Users with the Primary Security Role of Full Access or Accounting Manager or the Secondary Security Role of Schedule Approval will be able to publish shifts and schedules  The 'Publish' button is what you'll use to Bulk Publish Shifts, as well as notify your Employees of their Published Shifts.  This button can also be used to Bulk Unpublish Shifts that have previously been Published.  Individual Shifts can be Published or Unpublished as needed, without the use of the 'Publish' button, by right clicking on the Shift.

  • Note: Any Department or Job filters that are in place will also be in effect for Bulk Publishing, meaning that if your View only shows 1 Department, when you click 'Publish', only the Shifts for that Department (that are currently visible on the Schedule Calendar) will be Published.  


Bulk Publishing


The 'Publish' button will be grayed out on a Schedule that doesn't have any Shifts on it as shown below:



Once at least one Shift has been created, it will turn blue and allow you to Publish that Shift.  



Schedules can be Bulk Published using the following settings:

  • Publish by Department
  • Publish by Job
  • Publish by Employee
  • Publish & Alert


Publish & Alert

When Employees are Alerted, they will receive a notification that their Shift(s) has/have been Published based on their Preferred Contact Method (Text or Email or Both) listed on their Employee Record.


By Department


Each Department that has a Shift that appears on the Schedule will be selected in the 'Department' selector.  When 'Publish' or 'Publish & Alert' is clicked, each Employee that belongs to the Departments selected in the 'Departments' Selector will have their Shift(s) Published


By Job


Each Job that has a Shift that appears on the Schedule will be selected in the 'Jobs' selector.  When 'Publish' or 'Publish & Alert' is clicked, each Employee that has a Shift with a Job selected in the 'Jobs' Selector will have their Shift(s) Published.


By Employee



Each Employees that appears on the Schedule will be selected in the 'Employees' selector.  When 'Publish' or 'Publish & Alert' is clicked, each selected Employee will have their Shift(s) Published.  



Bulk Unpublishing


Once at least one Shift has been Published, the down arrow on the 'Publish' button will become active where you can click it and toggle 'Unpublish', as shown below:



Once selected, the 'Publish' button will change to 'Unpublish':


Schedules can be Bulk Unpublished using the following settings:

  • Unpublish by Department
  • Unpublish by Job
  • Unpublish by Employee
  • Unpublish & Alert


Publish & Alert

When Employees are Alerted, they will receive a notification that their Shift(s) has/have been Unpublished based on their Preferred Contact Method (Text or Email or Both) listed on their Employee Record.


By Department


Each Department that has a Published Shift that appears on the Schedule will be selected in the 'Department' selector.  When 'Unpublish' or 'Unpublish & Alert' is clicked, each Employee that belongs to the Departments selected in the 'Departments' Selector will have their Shift(s) Unpublished


By Job



Each Job that has a Shift that has been Published on the Schedule will be selected in the 'Jobs' selector.  When 'Unpublish' or 'Unpublish & Alert' is clicked, each Employee that has a Shift with a Job selected in the 'Jobs' Selector will have their Shift(s) Unpublished.


By Employee



Each Employee that has a Shift Published on the Schedule will be selected in the 'Employees' selector.  When 'Unpublish' or 'Unpublish & Alert' is clicked, each selected Employee will have their Shift(s) Unpublished.  


Individual Publishing & Unpublishing


In place of performing Bulk Publish/Unpublish actions, you can individually Publish or Unpublish Shifts as needed.  On the Schedule Calendar, when a Shift is Published (meaning it could be manually Unpublished) it will have a solid top right corner, as shown in #1 below.  If a Shift is Unpublished (meaning it could be manually Published) it will have a notch taken out of its top right corner, as shown in #2 below.



To Individually Publish a Shift, right click on the Shift, then select 'Publish'



To Individually Unpublish a Shift, right click on the Shift, then select 'Unpublish'




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: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

Shift can be added directly to the Calendar by right clicking on a cell and selecting 'New', or clicking in the Schedule header. Each of these actions will open the 'Create New Shift' prompt. Click here for more information on the Shifts



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:



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. 



Add or Move Shifts

  • To Copy a Shift, right click and select 'Copy' and then right click in the destination cell for the new shift and choose 'Paste'.  This will create a copy of that Shift but will change the Date to the destination Date
  • To Move a Shift to a different Date or different Employee, click the Shift with the left mouse button and hold down the button while dragging it to the desired slot and then release the button.  If moved to a different day then the Date of the Shift will be changed automatically.  If moved to a different Employee Row then the Employee on the Shift will be modified.  
  • To Delete a Shift, right click and select 'Delete'
  • To Edit a Shift, double click on the Shift.  Alternatively, right click and choose 'Edit'
  • To Create a New Shift, right click on the cell and choose 'New'
  • When in the Day view, to Adjust the Time on a Shift, first select a Shift by clicking on it.  Next, left click on the left edge (for start time) or right edge (for end time) and drag the shift wider or narrower to change the time.  You can also open the shift and adjust the times on the Edit Shift prompt manually




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 Workedfor 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


    • 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 Workedfor 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.