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Set up in Sail Scheduling

ThisOnce guideSail walksPOS youhas through the key items that should be set up in Ingage Scheduling before you begin buildingsent your firstemployees, schedule.

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locations

Thereacross, there are a few importantthings settingsonly that are managed directly inSail Scheduling (notcan inset. SailDo Backoffice).these Thesebefore controlyou howbuild your schedulefirst displaysschedule. andYou behaves.

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How to Access Location Settings

Log into Scheduling → Configuration → Locations
Double-click the location you’d like to edit (or select it and click Edit).

Location Settings (Highlighted in Yellow) to Review

  • First Day of Week
    Choose which day you want your schedule to start on.

  • Next Day Starts On
    Select the time that defines when the next day begins in Day View.

  • Sort Employees By
    Choose how employees are ordered within each job role on the schedule:

    • First Last Name (Sally Server)

    • Last, First Name (Server, Sally)

 

Required Time Off Setting (Highlighted in Purple)

  • Enable this setting if employees must submit time off requests a certain number of days before the requested date.

  • This setting is enabled by default and requires requestsneed to be submitted 7 days in advance. You can adjust the number of days to fit your business needs.

 

Overtime Settings (Highlighted in Red)

  • When disabled, each employee's weekly scheduled hours are displayed as a number beneath their name and job role.
  • When enabled, the weekly scheduled hours are displayed as a color-coded bar, making it easier to identify employees who are approaching or exceeding overtime.

    • Warning Hours: Enter the number of hours at which the Hours Bar should change to orange.

    • Overtime Hours: Enter the number of hours at which the Hours Bar should change to red.

Hours Bar Colors:

ColorHoursIn example above
Gray0 hours0
Green1 hour up to 1 hour less than the Warning Hours setting1-34
OrangeWarning Hours through Overtime Hours35-40
RedAny hours above the Overtime Hours setting40.01+

 

Update Job Role colors 

When the initial sync occurs, each job role is automatically assigned a color. You can change these colors at any time.

  • Job role colors appear:

    • On the schedule view

    • In the employee app next to their assigned role

image.png

How to Edit Job Role Colors

Log into Scheduling → Configuration → Job Roles
Double-click the job role you want to edit (or select it and click Edit).

  • Use the Color dropdown to select your preferred color.

  • Click Save.

*ReminderAdministrator: All other job role settings (permissions, schedulable roles, etc.) are managed in Sail Backoffice.

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Open

Configuration,

How to Edit Employee AvailabilityLocations

Log into Scheduling → Configuration → Employees
Double-click the employee you’d like to edit (or select them, and click View)Edit on each location. The name, address and phone number come from Sail POS, but the scheduling settings are set here:

The Edit location window

  • The week starts on: the first day of your schedule week.
  • A new day starts at: usually 4:00 AM, so a shift running past midnight stays on the day it started.
  • Employees listed by: first name first, or last name first.
  • Day parts, such as Lunch and Dinner, for the printable daily roster.
  • Time off has to be asked for in advance, and how many days ahead.
  • The hours bar, and the weekly hours where it turns orange (Warn from) and red (Overtime after).

The time off and hours bar settings

See Locations and The daily roster for the details.

2. Job role colors

Each job role is given a color when it first arrives from Sail POS. The color is how it's recognized on the schedule and in the app. To change one, open Configuration, Job Roles, click Edit and pick a color. Everything else about a job role, including what it allows people to do, is set in Sail Backoffice.

The Edit job role window

3. Everyone's availability

Availability isn't sent from Sail POS, so set it here. Open Configuration, Employees, open each person, and go to the Availability tab.

SettingFor Availability

each
    day,
  • mark

    Bythem default, employees are available from open to close.

  • Check Off all day or pick the hours they're free, and add a note if thethey need one. Everyone starts available at any time. See Editing an employee.

    is

    Employees unavailablecan't change their own availability, so ask them for theit entireand day.

    keep
    • it

  • Otherwise, set start and/or end times for when the employee is available.

  • Use the Notes fieldup to adddate specialas requestsit or details.changes.

In the Example Above, Denzel is available:

  • Sunday: Available all day

  • Monday & Tuesday: Off all day

  • Wednesday: Available all day, prefers mornings

  • Thursday: Available after 5:00 PM (class during the day)

  • Friday: Available all day

  • Saturday: Available during the day, needs to be done by 6:00 PM

Create

4. Shift Shortcuts

shortcuts

Shift Shortcuts make scheduling faster and more consistent—especially ifIf your shifts follow the same patterns each week.

week,
    set
  • them

    up as shift shortcuts so they can be added to the schedule in one click. Open Configuration, Shift Shortcuts. defineSee standardShift startshortcuts.

    5. Company settings

    Open Configuration, Settings, to choose whether employees can trade shifts in ShiftHub and enduse timesthe forapp, specificwhether jobshadow roles.shifts are shown, and whether open shift pickups need a manager's approval. See Company settings.

    • Then,
  • build your first schedule

    • CreatingYou're shortcutsready forto eachbuild jobyour rolefirst canschedule. saveSee significantBuilding timeand whenpublishing buildingthe schedules.

    schedule.

IfPoint your team regularlyto worksWelcome to Sail Scheduling in the sameFor shifts,Staff settingchapter, theseso upthey aheadknow of time is strongly recommended.

Click here to learn more about how to createsee shifttheir shortcuts.shifts, ask for time off and trade shifts.

Time off requests and availability aren't part of the Sail POS sync. They're kept only in Sail Scheduling.

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