Editing an employee

EmployeeEach informationemployee's inrecord Ingagehas Schedulingfour istabs: primarilyDetails, managedJob throughroles, Sail Backoffice. Most employee details must be updated in BackofficeAvailability and willSign-ins. automaticallyOpen 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 accessedit from theConfiguration, ConfigurationEmployees: menu.

click

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:

• ClickOpen on thetheir employeerow, you want to edit and select View along the top

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

 it.

 

Employee Details & Job Roles Tabs

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

EmployeeIf Detailsyour Tabrestaurant uses Sail POS,

Only the following fields can be edited in Scheduling:

• Birthday

• Preferred hours per week

• Emergencyname, contact informationdetails (Thisand canjob alsoroles become edited by the employee in their account settings)

All other fields on this tab are managed infrom Sail Backoffice and willcan't syncbe automatically.changed here. You can still change their birthday, their preferred hours and their availability.

Details

• Who they are: name, employee number (for payroll or a badge), birthday and home address.
• Where they work: their home location and every location they can work at. Their home location decides which managers review their time off.
• Their time here: hire date and termination date. The hire date is shown to managers deciding who gets an open shift.
• Their account: whether they can sign in (Account Active), and their invitation.
• How we notify them: whether they get email and text messages. Use Change email and Change number to update them. Their email address is how they sign in.
• Emergency contact, and Account history: when they were added, last signed in, last changed their password and last failed to sign in.

Click Save changes at the bottom when you're done.

Assigned

What Jobthey Rolescan Tab

do

The Jobyellow RolesWhat tabthey iscan fullydo managedbox inshows Sailwhether Backoffice.
Jobthey're roleStaff, assignments,a departments,Manager andor permissionsan cannotAdministrator beat editedeach inlocation. Scheduling.

You

Ifdon't changesset arethis neededdirectly: toit comes from their job roles. orEach job role access,grants one of the three, and the highest one they musthold beat madea inlocation Sailis Backoffice.what they can do there. A change takes effect the next time they sign in.

 

Job

roles

Availabilityand Tab

pay

The AvailabilityJob roles tab islists thewhat primary area managers will use when editing employees in Scheduling.

Availability defines when an employeethey can be scheduled as, with their skill level, their pay, and mustwhere beit maintainedapplies.

by

managers.

Click Add a job role, or Edit on one they already have:

• Job

  Employeesrole: cannotwhat they'll be scheduled as. It can't be changed on a role they already have; remove it and add the new one instead.

• Location: All Locations covers everywhere they work. If one location pays differently, add the same job role again for just that location, with its own pay.
• Skill: their skill level in this job role, such as In training or Trainer.
• Paid: By the hour with an hourly rate, or a Salary with an annual amount.
• Pay takes effect: the date the pay applies from. It starts on today. Pick an earlier date to correct pay from then, or a later one to schedule a raise ahead of time. Shifts before that date keep the pay they had. A job role you're adding starts on its pay today or earlier: to schedule a raise for it, add it first, then edit theirit ownand availability
  pick the later date.
• Keep

  Availabilityoff mustthe beschedule: enteredthey keep the job role and maintainedits bypay, managers

  but
don't
• appear

  Availabilityunder appearsit on the schedule to help guide scheduling decisions

  schedule.

Click Save job role. You can't give someone a job role that would let them do more than you can yourself.

How

Pay to Enter or Edit Availability

history

Below the job roles, Pay history lists every pay change and the date it applies from. Current is the pay in effect today, and Upcoming is a change dated ahead, which becomes current on its day. The schedule prices every shift at the pay in effect on that shift's day, so a raise changes the labor cost only from its date on.

Pay history can't be edited. To enterfix ora updatemistake, an employee’s availability:

1. Opensave the employeejob record

   role
again

2. Go towith the Availabilityright tab

   pay

3. Specifyand the employee’same date: it replaces what was recorded for that date.

   Salaried employees

   For someone on a salary, the schedule's availabilityprojected forlabor cost counts their salary a day at a time: the annual salary divided by the days in the year, on each day of the week:week.

   • Availability

     CheckThe OffAvailability alltab dayrecords ifwhen thethey employeecan iswork. unavailableEmployees fortell the entire day

   • Otherwise, set the Startyou, and Endyou timesrecord forit whenhere. theIt's 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 directlyshown on the schedule usingso coloryou indicators:can plan around it.

• Preferred

  GREENhours indicatesa partialweek: availability

  how much they'd like to work.
• For

  REDeach indicatesday, switch on Off all day if they can't work at all, or pick the employeehours is notthey're available

  (Open to Close means any time).
• Add a Note for whoever schedules them, such as Classes until 4. The note stays even on a day they're off.

HowAvailability itis looksa guide. The schedule shows it, but doesn't stop you from scheduling someone outside it.

Sign-ins

The Sign-ins tab lists every time they've signed in, newest first. Only successful sign-ins are listed. The last failed attempt is on the scheduleDetails tab, under Account history.

Availability

Good notesto enteredknow

on

• You can't take a location off someone while one of their job roles has pay set for that location. Change or remove that job role first.
• A person's record is shared: if they also work for another company that uses Sail Scheduling, they sign in with the employeesame recordemail areaddress, visiblebut wheneach schedulingcompany keeps its own details, job roles and helpavailability guidefor shiftthem.
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: