How to Create a New Schedule

This documentguide willwalks walkmanagers youthrough thruthe howprocess toof Buildcreating a new schedule fromin scratch,Ingage publish,Scheduling. send,It covers how to add shifts, review availability and printtime-off it.requests, publish the schedule, and share it with your team.

Step 1: Open the Schedule View

• GoNavigate to the Schedule tab from the top toolbar.

By

• Confirm you are viewingdefault, the correctschedule will open to the current week.

• Use the date selectorcontrols at the top of the screen to move forward or backward between weeks. Make sure you are viewing the correct week before adding or editing shifts.

Step 2: Review Availability & Time-Off Requests

Before adding shifts:shifts, review employee availability and any time-off requests on the schedule.

Availability and time-off requests are color-coded to make conflicts easy to spot:

• LookAvailability for color-coded availability blocksColors

  • RED - Not available for the whole day
  • GREEN - Only available for part of the day

• Check for approved time-offTime-Off requests colors

  • RED - Request off for the full day was approved
  • ORANGE - Request off for part of the day was approved
  • BLUE - Still has a pending request off that needs to be reviewed by a manager

EnsureAny notes added by the employee will also be visible on the schedule.

Reviewing this information first helps ensure employees are only scheduled only when they are available and prevents conflicts before shifts are added.

Check to make sure that all Time off requests for this schedule have been approved or denied

Step 3: Add Shifts

To

• add

  Clicka onshift, start by selecting the day and employee row where you want tothe addshift. a shift

• There are 3three ways to open the Shift EditorEditor:
  1. (1) Double

     Double-click in the schedule cell

  2. (2) Right

     Right-click in the cell and clickselect on the "Schedule Employee"Employee

  3. (3) Select

     Single-click the cell andto Clickhighlight it, then click the Blueblue + circlebutton in the bottombottom-right rightcorner of the screen

Any of these options will open the Shift Editor so you can enter the shift details.

• Use

  In the Shift EditorEditor, you can either select a Shift Shortcut to enterautomatically fill in preset start and end times, or manually enter the shift times.

  To enter times manually:

  • To enter

    Click in times you can useinto the dropStart downsor andEnd scrolltime thrufield

  • Begin typing a time to quickly filter the list to(for findexample, typing 9 will show 9:00 AM, 9:30 AM, etc.)

  • Select the correct time

  • Start typing in a number and it will filter all times that use that number
  • Type in 3pm as an example and all times duringfrom the 3pmdropdown
    hour will appear to choose from

• You can also add notes to the shift if you need to explainprovide moreadditional aboutdetails, it,such likeas thesection section,assignments, 1stfirst or 2ndsecond cut, or closer. These notes will appear on the Printedprinted schedule, in the notifications that is sent to the employee, and onin theirthe employee app when they view their schedule.

• Click OK to add the shift to the schedule

schedule.

• Once a shift is added,added:

  it
  • The shift will appear in light tan, indicating that the shift is unpublished.
  • If an employee works more than one job role, scheduling them for a shift in one role will cause that shift to appear in their other job role rows in light gray. These "Shadow Shifts" help you quickly see when an employee is already scheduled, preventing accidental overlapping shifts.

  

  Step 4: Review, Adjust & Balance Coverage

  • Review each day forto ensure proper staffing

  • Check total scheduled hours per employee

    • Total hours for each shift canare bedisplayed found onin the bottom bottom-right corner of the shiftshift.
    • Total weekly hours for each employeesemployee week can be foundappear on the left left-hand side under the employeesemployee’s name and job role. EachThis total is the total forincludes all shifts underacross all job rolesroles.

  • Make adjustments as needed to avoid over- or under-scheduling

  To EditEditing a shift

  • Shifts can be edited at any time before theirthey are published. 
    • Double click on the shift to get back into the shift editor
    • Right click on the shifts and click "Open" or "Delete"
    • Select the shiftshift, and the Blueblue circle atin the bottombottom-right rightcorner will turnchange intoto shiftshow options to edit or delete it.the shift. 
  • A Shiftshift can be dragged to a different day
    • Click and hold on the shiftshift, andthen drag it backleft andor forthright to move it on the same employee butto a different day for the same employe
  • A Shiftshift can be dragged to a different job role
    • Click and hold on the shiftshift, andthen drag it up andor down to move it to the Same employee but a different job role for the same employee

  You can use the Filters along the top to narrow in on specific departments, job roles, or individual employees.

  • Filters arework from top downto -bottom if
    • If a higherhigher-level onefilter changes after a lowerlower-level onefilter hasis been set thenset, the lower onesfilters will reset to ALLAll
    • If a higherhigher-level onefilter changesis beforeset first, only compatible options will appear in the lower onesfilters
    have
    been set then it will filter out only things that are compatible

  Step 5: Publish the Schedule

  

  Once the schedule is ready:ready, the next step is to publish it.

  To publish the schedule:

  • Click Options in the top-left corner

  • Select "Publish All"

  When the schedule is published:

  • This

    All shifts will change all the shifts from a light tan to a light blue
    

  
  

• This

  Employees will updateimmediately see their scheduled hours in the app

  right
away
• without

  No themnotifications beingare sent outto employees at this time

Publishing allows you to make the schedule visible to employees while giving you control over when notifications are sent.

Step 6: Send the Schedule to Employees

WhenOnce youthe areschedule has been published and you’re ready to notify employees, you can send a notification to the employees:schedule directly from the Schedule view.

To send the schedule:

• Click optionsOptions in the top-left corner

• Select "Send Approved Work Hours to Employees"
  
  

You will get aA pop-up will appear allowing you to selectchoose thewhich employees you'd like to send notifications tonotify.

• By Default it will auto selectdefault, all employees who havewith a scheduled shift during that time period.period will be selected

• Use the Optionsoptions to Select All, Unselect All, or reselect allonly the scheduled employees
  

Once you'you’ve selected the employees you'dyou likewant to notify, click Send

Send.

After the schedule is sent:

• A Mailmail icon will beappear added toin the top top-left corner of each shift
  
  

  to
indicated
• that

  This theiricon scheduledindicates the schedule has been sent to them
  

  the

  employee

Employees will receive their schedules viaby email or text, based offon their preferrednotification settingspreferences.

Step 7: Print the Schedule

If you need a physical copy of the schedule for posting or reference, you can print it directly from the Schedule view.

To print the schedule:

• • Click optionsOptions in the top-left corner

  • Select "Print/Print / Export Schedule"

     

    You can choose to print the schedule 2in two different waysformats:

    • "

      By Employee"Employee

      -
      Which
      • will

        Employees listare employeeslisted alphabetically

        and
      put
      • their

        Each Jobshift displays the employee’s job role under thierthe shift, Soso they know whatwhich jobposition rolethey they'reare working that day. day
        

        
        
        

        
        
        
    • "

      By Job Role"Role

      -
      Will
      • will

        The haveschedule differentis sectiongrouped forinto eachsections by job role.role

      • Employees with more than onemultiple job roleroles will appear in each section.applicable section

      • Shadow shifts will also appearappear, on the schedule soallowing employees still only need to lookview atall of their scheduled shifts in one section of the printed scheduled to see all the shifts they work. Soand avoid them missing one on a differentshift section.
        listed

        elsewhere

        
        

 

Optional Step

Each week ifIf you don'don’t want to createbuild a new schedule from scratch each week, you can use one of ourthe twooptions shortcuts.below to speed up the process.

 

1. Copy Last Week'Week’s Schedule

   You

   1. Oncan copy the previous week’s schedule into a BLANKblank weekweek.
      you can choose to

      To copy last weeksweek’s scheduleschedule:

      to this weeks schedule

   • Click optionsOptions in the top-left corner

   • Select "Copy Schedule from Last Week"
     

   Important things to know:

   • It

     This will bringcopy over everyall published shiftshifts from the previous week

   • It will

     Availability changes and time-off requests for the current week are not taketaken into account

     Availability
   changes
   • or

     Be requestssure offto review and adjust the schedule after copying to account for thisany currentchanges

     week.
   So
   you will need to double check that you make adjustments for those change
   

   
   
   
   

Use a Schedule Template

Schedule Templates allow you to apply a pre-built schedule templateto

the current week.

To apply a schedule template:

• Click Options in the top-left corner

• Select "Schedule Templates"

• Select

  Choose "Apply Templates to Current Schedule"

Additional details:

• This will allow you to choose a premade template from the list and apply it to this week

• The schedule does not need to be blank,blank

  as
you

• You can have many differentmultiple templates for different job roles.roles or scenarios

• You will

  You’ll have the option toto:

  overwrite

  • Overwrite existing hours

    and
  skip
  • if

    Skip theemployees employee haswith approved time off

Click this link to learn more about creating Schedule Templates