This article reviews creating and editing Schedules on the Schedule Calendar. 


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Starting Schedule for an Upcoming Week

 

The 'Add Shifts' window will appear when first viewing an upcoming week or when the last Shift is deleted for the currently-displayed week. The 'Add Shifts' window allows the User to populate the week's Schedule with Shifts from a 'Scheduler Template' or 'Prior Week'. Clicking 'No Thanks' will skip the Shift population step, and the week's Schedule will be blank. 

 

 

1) Scheduler Template - When checked, the selected Scheduler Template will be used to populate the Schedule


2) Template Selector - Drop-down menu of saved Scheduler Templates. Shifts from the selected Scheduler Template will be populated to the Schedule. 

  • Note: This drop-down menu is only displayed when 'Scheduler Template' is checked. Learn more about Scheduler Templates here.
     

3) Prior Week - When checked, the selected Prior Week will be used to populate the Schedule

  • Note: If working on future Schedules, any week prior to the week that the User is working on can be used as a framework for scheduling. For example, if working 4 weeks ahead, the User can select any of the 3 future weeks prior to that 4th week being scheduled.


4) Date Selector - First day of the desired Prior Week. 

  • Note: This selector is only displayed when 'Prior Week' is checked


5) Exclude Unpublished Shifts - When checked, only 'Published' Shifts will be copied from the selected Prior Week. Any Shift that was on the Schedule for the selected week but not 'Published' will not be copied to the new Schedule.

  • Note: This checkbox is only displayed when 'Prior Week' is checked
     

6) All Departments/Jobs - When checked, all Shifts from the selected 'Scheduler Template' or 'Prior Week' will be included when creating the new Schedule. When unchecked, the 'Select Departments/Jobs' menu will be displayed. Here, Users can manually select which Departments and Jobs to include.


7) Departments/Jobs Selector - Drop-down menu of all Departments and Jobs. Only Shifts associated with the Departments and Jobs selected will be used to populate the Schedule. 

  • Note: This menu is only displayed when 'All Departments/Jobs' is unchecked. 

 

8) Include Shift Notes - When checked, all notes on shifts from the selected week or template will be copied to the corresponding shifts on the new schedule.  


9) Cancel - This option allows the User to create a new Schedule without a previous framework

 

10) Add Shifts - Click to populate the Shifts to the new Schedule


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Creating a New Shift

 

New Shifts can be created using the following methods:


Right-click a blank cell, then select 'New'.

This will pre-populate as many fields in the Shift Details form as possible based on the cell that was right-clicked (Date, Employee, Job, Title, etc.)

Click the ‘New Shift’ button in the header of the Schedule Calendar.

This will open a blank Shift Details form.



The following fields are required to save and add the new Shift:

  • Jobs
  • Business Date
  • Start Time
  • End Time


The 'Employee' field is not required when creating the Shift. If no Employee is assigned to the Shift, the new Shift will be grouped in the 'Unassigned' category at the top of the Schedule Calendar.


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Copy and Paste a Shift



When viewing the Schedule by Employee, Shifts can be copied by right-clicking on the Shift, then selecting 'Copy'.

 

The copied Shift can then be pasted by right-clicking in the destination cell for the new Shift, then choosing 'Paste'. This will create a new Shift with the destination date and assigned Employee. 

  • Note: Copied Shifts can only be pasted to the 'Unassigned' section or Employees who have the associated Job assigned on their Employee Record.

  • Note: When copying/pasting in 'Day' view, the Shift length will stay the same and the 'Start Time' and 'End Time'  details of the Shift will be updated based on the position of the mouse when pasting the Shift. 


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Delete Shifts


Shifts can be deleted by right-clicking on the desired Shift, then selecting 'Delete'

  • Note: Deleted Shifts cannot be re-added. To return a deleted Shift to the Schedule, create a new Shift to replace it. 



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Assigning Employees


When viewing the Schedule by 'Employee', Shifts can be assigned in the following ways:


Add a new Shift to the Employee's line

Paste a new Shift onto the Employee's line

Drag and drop an existing Shift onto the Employee's line

Note: Shifts can only be dragged to Employees who have the associated Job assigned to them on their Employee Record.


Employees can also be assigned to Shifts via the Shift Details form, which is openable in all views. 



Unassigning Employees


Employees can be unassigned from a Shift in the following ways:


Right-click on the Shift, then select 'Unassign'
Open the Shift Details Form, highlight the Employee drop-down menu, then clear the text.


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Edit Shift Details with Drag and Drop


The date and start/end times of a Shift can be edited without opening that Shift's Shift Details form via drag and drop directly on the Schedule Calendar.


Change a Shift Date



To move a Shift to a different date, click the Shift to select it, then drag and drop it to the desired slot. 

  • Note: If also changing the assigned Employee, the destination Employee must have the Job associated with the Shift assigned to them on their Employee Record. 



Change Shift Start and End Times




When in 'Day' view, the start and end times of a Shift can be adjusted by clicking on the Shift, then clicking on either the left edge (for start time) or right edge (for end time), then dragging to the desired time. 


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Editing Shift Details

 

The Shift Details form for existing Shifts can be opened for editing using the following methods:

  • Double-click on the desired Shift 
  • Right-click the desired Shift, then select 'Edit'



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Adding Shifts from a Schedule Template or Prior Week


After a week's Schedule has been created and edited, a Schedule Template or Prior Week's Schedule can be used to populate additional Shifts or overwrite the current Schedule.  


Schedule Template


To use a Schedule Template to add or overwrite Shifts for an existing Schedule:


  1. Click the gear icon in the Schedule Calendar header


    The View Options and Templates menu will open in a side sheet.

  2. In the 'Start With' section, select the desired Template

  3. Click 'Use'. The 'Template Use' wizard will open

  4. Select the desired Departments/Jobs

  5. Click 'Add To' or 'Overwrite' 
    • 'Add To' - Populates additional Shifts from the Template
    • 'Overwrite' - Removes existing Shifts, then populates Shifts from the Template.

  

Prior Week


To use a Prior Week to add or overwrite Shifts for an existing Schedule:


  1. Click the gear icon in the Schedule Calendar header

    A picture containing text, logo, font, flash memory Description automatically generated
    The View Options and Templates menu will open in a side sheet.

  2. In the 'Start With' section, select Prior Week, then click the date field
     
  3. Select the desired Prior Week



  4. Click 'OK'. The 'Prior Week Use' wizard will open

  5. Select the desired Departments/Jobs
     
  6. Click 'Add To' or 'Overwrite' 
    • 'Add To' - Populates additional Shifts from the Prior Week
    • 'Overwrite' - Removes existing Shifts, then populates Shifts from the Prior Week  


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