To learn more about this feature, view the Custom Labor Forecasting Overview training article.
A Custom Labor Forecast first begins with configuring the Labor Matrix and other necessary features. Details about Labor, including jobs and hours worked, will build the foundation of your Labor Forecast.
The following are the tabs listed on the Labor Matrix Setup window:
As you navigate through these tabs, make any necessary changes that can better reflect your Organization's Labor calculations and, therefore, provide a more relevant Forecast. Make sure to save any updates made and click 'Launch Scheduler' to view these changes.
Review the Custom Sales Forecasting Security Roles to ensure that you have the correct access to forecasting Labor for your Location. Once the Labor Configuration is complete, navigate to 'Hourly Forecasting' to begin your forecast.
Note: Users can be prevented from making additional edits to the Hourly Forecasting window when the following option is enabled, which is located at the bottom of the Variable Labor window.
To set up the Labor Matrix, click 'Labor Matrix Setup' under 'Scheduling' in the 'Scheduling' module.
The Labor Matrix opens to the General Tab, where Restaurant Operating Hours and Scheduled Jobs are selected.
1) Location - This drop-down menu lists all Locations
2) Restaurant Operating Hours Grid - This grid details the hours of work for the selected Location
3) Days of the Week - A listing of the operational week
4) All Day Checkbox - This box should be checked if Employees need to work the entire day. If left unchecked, the only hours that will appear on the Labor Forecast are the operating hours listed
5) Opening - The time that the Location's operating hours begin. To change the opening time displayed in this grid, click the time and select the correct time from the drop-down listing that appears
6) Closing - The time that the Location's operating hours end. To change the closing time displayed in this grid, click the time and select the correct time from the drop-down listing that appears
7) On Scheduler Checkbox - This box should be checked if the Jobs listed should be on the Scheduler or not. These can be adjusted as jobs are created and deleted
8) Job - A listing of all Jobs listed for the selected Location
9) Labor Type - The type of Labor associated with the listed Job. To select the correct Labor Type, click the Labor Type box next to the corresponding Job and select the correct type. There are two listed types:
- Fixed - Jobs that are not directly dependent on Sales volume, such as the amount of maintenance workers
- Variable - Jobs that are directly dependent on Sales volume, such as the amount of servers
10) Save Button - This button will save any updates made to the configuration
11) Launch Scheduler - This button opens the Schedule on the screen
Fixed Labor Tab
The Fixed Labor tab opens to display all Fixed Labor Jobs that are created for the selected Location.
1) Location - This drop-down menu lists all Locations
2) Fixed Labor Jobs to be Scheduled Grid - This grid displays all Fixed Labor Jobs and the amount of hours a week is required for each type of Job
3) Save Button - This button will save any updates made to the configuration
4) Launch Scheduler - This button opens the Schedule on the screen
Variable Labor Tab
The Variable Labor tab is where the amount of Employees are chosen based on the amount of Sales made per Labor Hour. This information is entered in the Labor Matrix, which can be set up in a Single Labor Matrix or a Labor Matrix for each Day Part.
- Note: If 'Labor Matrix for Each Day Part' is grayed out, navigate to the 'Day Parts' tab and enter in each Day Part name and then save the changes made to before navigating back to this tab.
Once this selection is made, each Matrix can be further structured based on the amount of total Employees needed (General) or the amount of Employees needed for each type of Variable Job for an entered Sales Range (Custom).
Labor Matrix: General
This option will allow you to create one Matrix for the entire Location.
1) Range - The range of dollar amount. Each row added will be editable to better reflect your specific Organization's Labor Matrix
- Note: When ran by Day Part, the Dollar Amount Range can be set by each Day Part. Simply click the Day Part and enter in the desired Range and Number of Employees
2) Employees - The amount of Employees needed based on its corresponding Labor variables
3) Delete - This column allows a row to be deleted when the trash can icon is clicked
4) Start Time - The beginning time of the time periods during which you want a minimum number of employees working, regardless of Sales
5) End Time - The end time of the time periods during which you want a minimum number of employees working, regardless of Sales
6) Description - The name for the time range selected
7) Additional Row - This icon will add an additional row when clicked
8) Labor Matrix Forecasts - This prevents Users from making additional edits to the Hourly Forecasting window when this option is enabled
9) Save - This will save the changes made
10) Copy General Settings - This will copy over the configurations set for the General Labor Matrix to oLocation(s). When clicked, the 'Copy Day Parts configurations' modal will appear where Locations can be selected individually or in bulk through the Location drop-down selector
Labor Matrix: Custom
The Custom setting enables unique Labor Matrices for each individual Job. Therefore, when 'Custom' is first clicked, a listing of all Jobs will appear.
When a Job is selected, a pop-up window will appear where its unique Labor Matrix can be set and saved. Complete this matrix for each Job that needs a minimum amount of Employees working based on hourly needs and preferred Sales data. Ensure that you click 'Save' before navigating to the Labor Forecast.
- Note: The jobs with a Labor Minimum selected will appear under the 'Labor Forecast' on the Schedule Calendar. This enables a scheduling User to schedule the correct amount of Employees per hour based on their Job Type
Day Parts Tab
The Day Parts tab is where an Admin User can create Day Parts for both the Variable Labor Matrix and the Schedule. Any number of Day Parts can be created as long as each name is unique and Start and End Times do not overlap. Day Parts can be set up either on this tab or in the Schedule Calendar. This tab has two sub-tabs: Day Parts and Daypart Settings.
- Note: Only Users with one of the following Security Roles will be able to create and/or edit Day Parts for Locations that they have access to:
- Full Access (Primary)
- Accounting Manager (Primary)
- Forecasting Admin (Secondary)
Day Parts Sub-Tab
The Day Parts sub-tab is where custom Day Parts can be created for the Labor Matrix and the Schedule. Any number of Day Parts can be created as long as they have unique names.
Whenever updates are made to this sub-tab, ensure that all changes are saved.
Daypart Settings Sub-Tab
The Daypart Settings sub-tab allows for hour configurations to be made for each Day Part based on the selected day. For the first day, select the Day Part and then enter in its Start and End Times. If the End Time of a one Day Part coincides with the Start Time for another Day Part, then both rows will be highlighted in red. To avoid this, ensure that the End Time for one Day Part is the Start Time for the following Day Part.
When the hour configuration is made for the first day, navigate to the following day to complete its hour configuration. Each day's hour configurations will need to be entered before the details can be saved. Days can be selected above the hour configuration table.