Scheduling

From WikiTSheets

This page is part of the TSheets User Guide.

Beta: Please note this add-on is "beta" and is still under development. Please be patient and submit all bugs/feedback to support@tsheets.com.

Contents 1 Introduction to Employee Scheduling 2 To Get Started 2.1 Installing the Add-On 3 Using The Schedule 3.1 Setting Up Shifts Day by Day 3.2 Setting Up Standard, Assignable Shifts 3.3 Assigning People to the Shifts 4 Tips and Tricks 4.1 Employee View

Introduction to Employee Scheduling

The Employee Scheduling tool will create shifts, reminders for those shifts, assign multiple people to those shifts or simply create each week/day individually, all with a smooth, quick and easy user interface.

To Get Started

Installing the Add-On

Like the other Add-Ons, you will need to make sure that you have an updated account type. Our older legacy accounts are on an older server that will not support these new additions. Aside from that just follow these simple steps to install your Schedule.

1. Log into your account as an administrator.
2. Click on the Company Settings button along the left hand side of your screen.
3. Click on the "Add-Ons" tab of the account box.
4. Scroll through the different add-ons until you find the one called Schedule (beta).
5. Click on the "Install" button and you will notice that under the Add-Ons section of your main menu, a scheduling icon has appeared.
6. Now, to get the program running simply click on that scheduling icon from the main menu.

And that's really all there is to it! Read on to find out how to set up your schedules.

Using The Schedule

It is highly recommended that you read this guide before setting up your own schedule, simply because if you just jump right into creating the schedule you may not be going about it the most efficient way possible. Read the options below and decide what will work best for your company.

Setting Up Shifts Day by Day

If you have a very sporadic schedule, none of your employees do the same thing from day to day, and/or your hours vary depending on what needs to be done that day (great option for temp workers) then this would be the best option for you.

1. Open up the Schedule from your main menu.
2. You will be automatically presented with the month view but you are welcome to change the view to week or day. Simply choose the view that best suits your needs (month, week or day) from the tabs in the top right hand corner.
3. At the top left hand corner there will be a box labeled "Tools", click on it.
4. The box that opens gives you your choices for what to do with the scheduling tool. To add a single shift click on the "Add Schedule" button.
5. This will open up a box allowing you to fill in the details for the shift that you are creating.
6. First, start by entering the name of the person that will be working the shift. The text will auto-complete so just start typing their name or username and then select their name from the drop down list.
7. If there are multiple people that will be working this shift simply click the "Add Another Person" link and you will be given another line allowing you to start typing another name.
8. Repeat steps 5 and 6 as needed until you have all the employees working this shift entered.
9. Now, select a job/project code for them to be working under. This isn't necessary, and will not automatically clock them in under that job code, it is simply a reference so that your employees will know what they are doing.
10. Choose the start date and time by either typing it in or using the calendar to look up a date.
11. Then enter the out time (you will be provided with the total of hours each shift lasts depending on the out time).
12. Next, enter your reminder information if you would like to receive them. (This includes when you would like the reminder sent, to whom it should be sent and how it should be sent).
13. You may add and create as many reminders as you need (one for the employee and one for the employer, etc.)

Setting Up Standard, Assignable Shifts

If your company runs on several set shifts, and the only variable is who gets those shifts then this is the feature for you.

1. Open up the Schedule from your main menu.
2. At the top left hand corner there will be a box labeled "Tools", click on it.
3. In the box that pops up, click on "Manage Shifts" to be presented with the shift manager.
4. The first drop down window that you are presented with will ask you to choose a shift, since you are creating a new one click on "New Shift".
5. An empty box will appear and in it you may type the name of the shift.
6. Next set your start and end times to match the number of hours that should be worked.
7. Then set the days on which this shift repeats itself; such as MWF or TuTh, etc.
8. Save the shift, and repeat until you have all of your shifts created.
9. Now you may start assigning people to the shifts.

Assigning People to the Shifts

1. Open up the Schedule from your main menu.
2. At the top left hand corner there will be a box labeled "Tools", click on it.
3. In the box that pops up, click on "Assign Shifts".
4. Begin typing the name of the employee you wish to assign a shift to, when their name appears in the list click on it.
5. To add multiple people to the same shift just click the "Add Another Employee" button at the bottom of the screen. Repeat this process until you have all of your people assigned.
6. Next, choose the shift from the drop down list.
7. Set the start and end date for the shift to continue; perfect if you have your employees rotate shifts every week, or every other week, or even monthly.
8. Last, set the timezone that you want this to apply to (perfect for those who have employees across the country).
9. Make sure you save your changes!

Tips and Tricks

• If you'd like to just enter a quick shift for a few employees, simply click on the blue bar at the top of that date to enter a quick schedule.
• By clicking on a shift that was already created you will be shown the details, as well as presented with the option to cancel (close the pop up), edit (make changes to the shift), or delete (delete the shift).

Employee View

If you are concerned about your employees being able to adjust their schedule don't worry, only an administrator can make these adjustments. Here are a few key difference between what you and your employee can see:

1. Upon logging in to the program, your employees will see the same "Schedule (beta)" add-on button that you do, and they will be able to open it the same way, without seeing the "Tools" section.
2. The employee can see all of everyone's shifts, but when clicking on a shift they aren't able to delete or edit it.
3. Clicking on the blue bar at the top of a day will not allow them to add shifts.
4. There is a help link at the top right hand corner available for everyone.

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