Spreadsheet Schedule

This option allows you to create a spreadsheet containing the date range and employees that you would like to create a schedule for. The spreadsheet can then be used to quickly and easily schedule employees and update your existing schedules.

Click on the main "Schedule" navigation tab, and then on the Spreadsheet Schedule link.

Generating a Spreadsheet

1. In the Start Date field, enter the desired starting date or click on the icon to select the date from a calendar.
   Note: The spreadsheet displays one week’s worth of days.

2. The Employees section allows you to select employees to be included on the spreadsheet. To select employees, click on the arrow icon at the far right of the screen. The Unused Employees and Viewed Employees boxes appear.

• All of your available employees are displayed in the Unused Employees box. To filter this list by the department that your employees are assigned to, make the desired selection from the Filter by Department drop-down menu at the top of the screen. Click on the icon to make your selection from a department map. If you would like the list of employees to be sorted by seniority, put a check mark in the Sort by Hire Date field.

• Highlight the desired employees by clicking on their names in the list (hold down the <CTRL> key on your keyboard while clicking to select multiple names).

• Click on the [>>] icon to select the highlighted employees. The selected names are moved to the Viewed Employees box.
  Note: If the Viewed Employees box is left empty, the spreadsheet will contain all employees.

3. If you would like to create a spreadsheet containing employees assigned to a specific supervisor only, make the desired selection from the Supervisor drop-down menu.

4. Select a Default Rule from the drop-down menu. With a rule selected, any unscheduled days will have this rule automatically selected. Any days that already contain employee schedules will retain their previously defined schedule rule.  When no rule is attached to the existing schedule, "No Rule" is selected by default.

5. Select a Schedule Dept from the drop-down menu, if desired. Click on the icon to select the department from a map. With this option selected, any unscheduled day in the spreadsheet will by default be assigned to the specified department level.
   Note: This option is only available if you have enabled the "Display Department Scheduled to work" option in System Setup.

6. Select a Schedule Job from the drop-down menu, if desired. Click on the icon to select the job from a map. With this option selected, any unscheduled day in the spreadsheet will by default be assigned to the specified job level.
   Note: This option is only available if you have enabled the "Display Job Scheduled to work" option in System Setup.

7. The Sort by option allows you to select how the data on the screen is organized. Select the desired sort levels from the drop-down menus. Put a check mark in the "Group Results" box if you would like the displayed spreadsheet to be broken up into separate sections based on your sort options. Without this option selected, all spreadsheet data is contained in one section.

8. Click on the [VIEW SCHEDULE] icon. The spreadsheet is generated based on the specified settings.

Using a Spreadsheet

The spreadsheet is displayed as a graph, with the days of the week represented as columns. The date is displayed in the headers at the top and bottom of each column. Each employee that is scheduled to work on a particular day is listed in the appropriate column with their scheduled start and stop times displayed in the bar located under their name.

The color of the bar defines the status of the employee’s schedule. A blue bar means that the employee is currently scheduled to work. A red bar means that the employee was scheduled to work but will be absent for the shift, and no replacement has been found. A gray bar means that the employee will be absent for the shift, but a replacement has been found. A green bar means that the employee was not originally scheduled to work, but has been called in to cover for an absent employee. See Schedule Replacement for further instructions.

To edit an employee’s schedule, click on the down-arrow key located directly to the left of the displayed employee’s name. The following information is displayed:

• Start Time: This is the starting time of the employee’s schedule for that day. Enter the desired start time in 24-hour format.

• Start Date: This setting is the calendar date, based on the day in the spreadsheet on which it falls. This field is not editable.

• End Time: This is the ending time of the employee’s schedule for that day. Enter the desired end time in 24-hour format.

• End Date: This drop-down menu contains the date on which the employee is scheduled to be off. Click on the  icon to select the date from a calendar.
  IMPORTANT: In most cases this date will be identical to the “Start Date.” This date should only be changed if the employee is scheduled to work past midnight, in which case the following day would be selected from the drop-down menu.

• Schedule Rule: If you would like to assign a rule to this schedule, make the desired selection from the drop-down menu. See Schedule Rules for more information on using this option.

• On days when the employee is already scheduled to work, a icon is displayed to the left of the current schedule information. Click on the icon to delete the schedule for that day.

• If you would like to schedule the employee with multiple work shifts on a single day, click on the green plus sign located directly to the right of the displayed employee’s name. An additional row of schedule information is inserted.

Once you have inserted all desired schedule information into the spreadsheet, click on the [UPDATE SCHEDULE] icon located below the first day in the spreadsheet to save the changes that you have made.