Once you have set up schedule patterns and posted schedules for your employee(s), it is here is Operations->Schedules that you can view the results.
From the Calendar, you can view the details of a particular employees schedule, make substitutions, add/remove scheduled day, and toggle to other important areas Scheduling
Follow the steps outlined below to view/edit Employee(s) schedule.
From the Operations->Schedules sub menu, select Employee Schedules Calendar. The following screen will appear:
Use the FILE CABINET button to select the employee(s). If you have selected a large group of employees, use the ROLODEX The 'quick find' button in Employee Tracker. Used when there is a large amount of data to scroll through. button to quickly find an employee whose calendar you wish to view.
Choose the type of calendar to view by selecting the appropriate radio button.
Open Employees Schedules ... this will display the currently selected employee(s) entire posted schedule, one month at a time. Choose the start date from the Date box.
Closed With To/From Date ... this will display the currently selected employee(s) schedule within a specified date range. When you choose this option, the Date boxes will both become enabled, allowing you to pick a 'From Date' and 'To Date'.
Inter-Department Substitution Check First ... If you check this box, ETP will look through the employee schedules within a department to see if any substitutions have been made. If there has been a substitution, it will be shown on the calendar.
Click OK to view the calendar. The Calendar screen will appear as follows:
For an explanation of each area of the Calendar screen, click when the standard cursor changes to hand cursor.
Click here to toggle the Name Display to a drop-down list of the currently selected employees
Calendar button, click to toggle the month selection.
Click here to toggle the Employee or Month. The employees and dates will change within the Employees and Dates specified earlier.
The calendar grid will display all the days in a month. The Scheduled days will appear in Green. Inside a green scheduled day, the Department and Shift is displayed. To get more information about the scheduled day, double click inside the box and the Details screen will appear.
Double click on the day you wish to add or edit. The Details window will appear. Simply click on the drop-down lists for Departments, Shifts, Positions and make the changes/additions.
Click OK when done to save the change/addition.
Click CLEAR to clear the chosen day.
Use the COPY and PASTE buttons to copy the chosen shift to other days.
Use the TAG button to tag a shift to other days.
...Schedule Window
... Absents These are the codes used to identify the various reasons an employee is absent from work. Window.
Double click on the day you wish to add or edit. The Details window will appear. Simply click on the drop-down lists for the Absent codes available.
Enter the Absent Time and the Paid Time.
If you want to 'Throw' a shift, put a check in the box labeled 'Throw Shift'. The Thrown shift will be sent to the 'Caught Shifts' window where you can choose from a list of available employees to Pass the shift to.
Click OK when done to save the change/addition.
Click CLEAR to clear the chosen day.
Use the COPY and PASTE buttons to copy the chosen shift to other days.
Use the TAG button to tag a shift to other days.
...Substitution Window.
Double click on the day you wish to make a substitution. The Details window will appear. Simply click on the drop-down arrows to get a list of available Employees, then select the 'Reason' for the substitution.
Click OK when done to save the change.
Click CLEAR to clear the chosen day.
Use the COPY and PASTE buttons to copy the chosen shift to other days.
Use the TAG button to tag a shift to other days.
...Holidays Window.
Double click on the day you wish to schedule the Holiday. The Details window will appear. Simply click on the drop-down arrows to get a list of available Holidays, then enter the Holiday Time. (usually 8hrs)
Click OK when done to save the change/addition.
Click CLEAR to clear the chosen day.
Shortcut to Schedule Move window ...
Select the Source Employee (the employee's schedule that is to be assigned to another employee)
Select the Destination Employee (the employee who is to receive the Source Employee's schedule)
Choose the Copy radio button if the Source schedule is just to be copied. Both employees will now have the same schedule.
Choose the Move radio button if the employee's schedule to be moved to another employee. The Destination Employee will now have the Source Employee's schedule. The Source Employee will have to be rescheduled.
Choose the Replace radio button if the Source Employee's schedule is to completely replace the Destination Employee's existing schedule.
Select the Absent code if applicable.
Select the Date Range to include in the Move.
Click the GO button if satisfied with the changes.
EXIT the Schedule Move window.
When you 'THROW' a shift, it is 'CAUGHT' here, where it can then be 'PASSED' to an available employee.
When you Schedule an Absent day, you have the choice of 'Throwing' the shift. All of the 'Caught Shifts' (shifts that need to be filled due to the scheduled Absents) will be displayed here. As well, a list of Available Employees (if any!) will appear on the right side of the screen.
Click the CALL button and the employee's Telephone number will appear. If they agree to fill the shift, click the PASS button to pass the shift to the available employee That employee is now scheduled to fill the absent shift. Keep telephoning the available employees until you find one that will accept the Pass!
PREVIOUS/NEXT EMP
Toggles between the employees selected from the specification buckets ETP's filter/sort function. Allows the user to work with a selected group of employees rather than all employees at once. .
PREVIOUS/NEXT MONTH
Toggles between the months included in the date range(s) selected.
Print a hard copy of the current month displayed.
HELP
Gets you the help you so desperately need!
EXIT
Exit from the Calendar, takes you back to the specification window.