Set up in Sail Backoffice

If your restaurant uses Sail POS, your employees, departments, job roles, skill levels and locations are set up once, in Sail Backoffice, and sent to Sail Scheduling automatically. This documentguide explainscovers thewhat itemsto that must be configuredcheck in Sail Backoffice before executing the integration sync with Ingage Scheduling. Completing these steps first helpssync, ensureso aeverything smootharrives cleanly.

Employees

A Backoffice login and successfulemail sync.

Update Employee Information

Each employee must have the following set up before syncing:

Backoffice Login

address

• Every employee must haveneeds a Backoffice Loginlogin created.

  with a valid email address. It's how they sign in to Sail Scheduling, on the website and in the app, and where their schedule and notifications are emailed.
• Each

  Aemail validaddress can only belong to one person. An employee whose email address is required.

  missing, or already used by someone else, won't be sent to Sail Scheduling.
• Set a password if you can. If you don't, the employee creates one the first time they sign in to the website, and can use the app after that.

A mobile number (recommended)

• A

  Thismobile emailnumber islets usedemployees for:

  choose
  to
  • get

    Schedulingtext notifications

    messages. It's optional.
  • Enter

    Loggingit intoin theSail SchedulingBackoffice: websiteit andcan't mobilebe app

    changed
  in
  Sail
Scheduling.

A passwordIt must be setexactly for10 thedigits, employee.

• If a password is not set up at this time,or the employee will need to create one upon first logging into the website. (They will notwon't be able to log into the app until they have joined on the website)sent.

Employees' job

Phone Number (Recommended)

• A phone number is encouraged but not required.

• Phone numbers allow employees to receive text message notifications.

• Phone numbers can only be entered in Sail Backoffice.

  • If you wants employees to have the option to receive text messages, this is the best time to add the phone number.

Clean up Employee's Job Roles

roles

InOn the Schedulingschedule, system,an employeesemployee appearappears under eachevery job role they arehold. assigned.

• If an employee has multiple job roles, they will appear multiple times on the schedule—once for each role.

  • For example, an employeeSomeone with four job roles will appearappears in four separateplaces. Before syncing, remove any job role sections on the schedule.

This is a good opportunity to review and clean up job roles before syncing.

• If an employee no longer worksworks, a specific job role, remove it from their profile.

• This helps keepso the schedule cleanonly andshows preventspeople employees from appearing in job role sectionswhere they no longerreally work.

Skill

levels

Give

each

employee a Assignskill Employee'level for each of their job roles, such as In training or Trainer. In Sail Scheduling, a manager deciding who gets an open shift sees each person's Skillskill Levels (Optional)

Skill Levels are optional at this time, but should be configured whenever possible to make it easier to uselevel in thethat future.

• Currently, Skill Levels act as a placeholder in the Scheduling system.

• In future releases, they will be used to support Shift swapping and Shift give-aways

  • Skill Levels will prevent employees from swapping or giving away shifts to someone who is not qualified to work thatjob role.

How to Set Skill Levels

For each employee:

employee,

1. Navigatego to thetheir employee’sjob Jobroles Roles

   and

2. Assignchoose a Skillskill Levellevel tofor each jobone.

   role

   Job roles and what they are assigned

Click here to learn more about how to configure Skill Levels in Sail 

Update Job Roles

allow

BeforeEach syncing,job reviewrole's eachscheduling Jobsettings Roledecide and assignwhat the appropriate Scheduling permissions. These settings controlpeople who hold it can view,do manage,in andSail approve scheduling actions.

Job Role Visibility on the ScheduleScheduling.

• Enable Is Schedulable: switch this on for anyevery job role that should appear on the schedule.
  

• AllEvery active job rolesrole willis sync over,sent, but only jobschedulable rolesones withare this checked will appearshown on the scheduleschedule.

Scheduling Permissions Overview

Use the permissions below to control access based on responsibility:

• View Employee Schedule

  • Enable: for all staffstaff, who willsee logthe inschedule to Scheduling to viewand their own schedule.

  shifts.

• Manage Employee Schedule

  • Enable: for managers who needbuild toand createchange orthe edit schedules.

  schedule.

• Approve Time-Off Requests /and Approve ShiftHub Requests: for the managers who approve time off, and shift swaps, give-aways and open shift pickups.

• Scheduling Administrator: for owners and general managers, who set up Sail Scheduling itself.

These settings come across with every sync, so change them in Sail Backoffice, not in Sail Scheduling. A change reaches Sail Scheduling the next time Sail syncs, and applies to each person the next time they sign in.

Tidy up before the first sync

The sync sends every department, job role and active employee. Before running it:

• Departments:

  Enablerename forthem managersas responsibleyou'd forlike approvingthem time-offto requestsappear, and remove any you don't use.

• Job roles: rename, or shift give-aways/swaps.

Scheduling Administrator

• Enable for admins who need full access to scheduling configuration and settings.

Other Optional Cleanup

When you run the integration sync, all Departments, Job Roles, and active Employees will be sent to the Scheduling system.

Before syncing, take a moment to review and clean up the following:

• Departments

  • Edit or rename as needed

  • Removedelete, any that are noout longerof used

  date.
• Employees:

  Jobdeactivate Roles

  anyone

  • Edit, rename, or delete roles that arewho no longer relevant
    

    works for you.

• Employees

  • Inactivate any employees who are no longer with the business
    

Completing this cleanup beforehand helps keep the Scheduling system organized and prevents unnecessary data from appearing after the sync.

Once all of this is completedone, ityou're isready time to Executefor the Syncsync. After it, see Set up in Sail Scheduling.