How to Edit an Employee

Employee information in Ingage Scheduling is primarily managed through Sail Backoffice. Most employee details must be updated in Backoffice and will automatically sync to Scheduling.

Scheduling is mainly used for managing availability and a small set of scheduling-specific employee details.

 

Where to Find Employees in Scheduling

Employees can be accessed from the Configuration menu.

To view employees:

• Go to Configuration → Employees

This screen displays all employees synced from Sail Backoffice. From here, managers can view employee information and open individual employee records.

Two ways to open an employee:

• Click on the employee you want to edit and select View along the top

• Or double-click on the employee you want to edit

 

 

Employee Details & Job Roles Tabs

Most employee information is read-only in Scheduling and must be managed in Sail Backoffice.

Employee Details Tab

Only the following fields can be edited in Scheduling:

• Birthday

• Preferred hours per week

• Emergency contact information (This can also be edited by the employee in their account settings)

All other fields on this tab are managed in Sail Backoffice and will sync automatically.

 

Assigned Job Roles Tab

The Job Roles tab is fully managed in Sail Backoffice.
Job role assignments, departments, and permissions cannot be edited in Scheduling.

If changes are needed to job roles or job role access, they must be made in Sail Backoffice.

 

 

Availability Tab

The Availability tab is the primary area managers will use when editing employees in Scheduling.

Availability defines when an employee can be scheduled and must be maintained by managers.

• Employees cannot edit their own availability

• Availability must be entered and maintained by managers

• Availability appears on the schedule to help guide scheduling decisions

 

How to Enter or Edit Availability

To enter or update an employee’s availability:

1. Open the employee record

2. Go to the Availability tab

3. Specify the employee’s availability for each day of the week:

   • Check Off all day if the employee is unavailable for the entire day

   • Otherwise, set the Start and End times for when the employee is available to work

4. Use the Notes field to add any special details or exceptions for that day

   • Examples include preferred shifts, school schedules, or limited availability

5. Click Save to apply your changes

Keeping availability accurate helps prevent scheduling conflicts and reduces last-minute adjustments.

 

 

 

How Availability Appears on the Schedule

Once saved, availability appears directly on the schedule using color indicators:

• GREEN indicates partial availability

• RED indicates the employee is not available

How it looks on the schedule

Availability notes entered on the employee record are visible when scheduling and help guide shift placement.

Availability indicators are informational and help managers avoid conflicts, but they do not prevent scheduling if adjustments are needed.

How it looks in Shift Editor: