‌Setup - Shift Scheduling Options

‌What are the methods available to Schedule an Employee on a Shift?

Prior to scheduling an employee on a shift, the employee must first be:

1. Mapped to their clock ID

2. Added to a Schedule

There are several options available to schedule an employee on a shift as follows:

1. Schedule Selected Employee

2. Schedule Individual Employee

3. Schedule by Normal Shift View

4. Schedule Employee on Second or Split Shift

5. Schedule by Hours

6. Schedule by Month

7. Transfer Employee to Normal or Second Shift

8. Schedule Groups by Pattern

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HRplus Time>>Scheduling>>Shift>>General Shifts Setup>>Schedule Selected Employees

OR

Timekeeper>>Scheduling>>Shift>>General Shifts Setup>>Schedule Selected Employees

‌How to Add Employees to a Shift: Schedule Selected Employees?

‌Step 1: Select Employees to be Scheduled

 Company: Select the company to which the employees belong who are being placed on their shift Schedule: The Timekeeper must select the schedule for which they are responsible from the drop down list. If they are responsible for multiple schedules, then only ONE can be selected at this time.

Shift Code: Select the shift that the employees are being scheduled on for the selected time period. (Note that this is optional and is normally not selected when scheduling employees.)

Schedule Date: Select the date from which the employees were saved to the schedule, and for which they have not yet been scheduled on a shift.

Division| Department| Section: Filter the names of employees shown for schedule by selecting the relevant division,department or section. (Optional and not normally used.)

Filter Employee: This list of filtered employees based on the Company and Schedule Date selected (and division/department/section if used) is visible here for the employees to be added to their shift. Double click on the names of those persons who are to be placed on the selected shift to move them to the list on the right.

Employee in Shift: This list shows all the employees who were moved from the list on the left and who will be placed on the selected shift for the time period. If a name was mistakenly added to the list and is to be removed and returned to the filtered list on the left, then double click to revert.

To add more names, double click the relevant name(s) on the left to add them to this list.

From Date: Select the date from which the employee in the "Employees in Shift"list will be scheduled on the selected shift.

To Date: Select the date to which all the employees in the "Employees in Shift"list will be scheduled on the selected shift.

N.B. Note that when using this scheduling option, persons can be scheduled for the entire year if required as their shift and days of work are consistent and rarely changes. If there is an exception and their shift has to be changed on a particular day for any reason, this can be easily changed using the Schedule Individual Employee option.

Type of Scheduling: Choose the type of scheduling based on one of the options below.

1. Every Day in a selected time period: Select this option if the selected employees work every day of the week on the selected shift i.e. Monday - Sunday. N.B. This will be their pattern of work for the entire period for which they are being scheduled.

   
   

2. Monday - Friday: Select this option if the selected employees work Monday to Friday, one ONE shift for the entire week. N.B. This will be their pattern of work for the entire period for which they are being scheduled.

3. Certain Days of the Week: Select this option if the selected employees work on certain days of the week, and then select the days that they do work. e.g. Monday, Wednesday and Friday OR Monday, Tuesday, Thursday and Friday, etc. N.B. This will be their pattern of work for the entire period for which they are being scheduled.

4. A number of days on and a number of days off: Select this option if selected employees work a certain number of days on and a number of days off. Once selected, then pick the days of the week that you wish to schedule the employees for. If they are working on that week day, select YES and if they are NOT working on that day, select NO. N.B. This will be their pattern of work for the entire period for which they are being scheduled.

Float Employee: Select NO if the employees work on the shift to which they are assigned. (This is the option most frequently used.)

Only select YES if the shifts linked to the schedule have been setup as consecutive shifts and the employees' shift will be assigned based on their IN/OUT punch time, and not on what has been scheduled for them. As such they are considered to be "Floating Employees" as they float between shifts.

Omit Holidays: If the employees do not work on holidays, select YES. The days flagged as holidays on the calendar will be omitted when the shifts schedule is saved.

Otherwise, select NO if the employees DO work on holidays. If NO is selected, then employees will be assigned shifts on days flagged as holidays on the calendar.

Click the scroll bar in the employee listing on the right, to highlight all employees in BLUE to be scheduled. Only those records highlighted in Blue will be added to the shift.

Once all fields are selected, click Save Shift Schedule (on the bottom right of the screen) to save the record. At this point shifts will be assigned to the selected employees for the entire time period indicated.

This can be viewed in the Schedule individual Employee Screen for verification.

‌Step 2: View Saved Record

‌Step 3: View Employee(s) Scheduled on Shifts for the period Selected



User Self Service>>Timekeeper>>Scheduling>>Shift>>General Shifts Setup>>Schedule

Individual Employee

‌How to Add or Change an Employee's Shift: Schedule Individual Employees?

‌Step 1: View the Schedule Individual Employee Screen



In the Search Bar:

• View by Schedule: Enter the Company, Schedule name and Week Start Date. Click search to see the shifts assigned for ALL employees who belong to that schedule.

• View by Individual Employee: Select the Company. Schedule name, Employee name and week

start date. Click search to see the schedule for the employee selected ONLY.

‌Step 2: Select or Change an Employee's Shift

‌Step 3: View the Updated Shift Schedule for the Employee



Timekeeper>>Scheduling>>Employee Shift Views>>Normal Shifts

OR

HRplus Time>>Schedules >>Scheduling>>Employee Shift Views>>Normal Shifts

‌How to Add or Change an Employee's Shift: Normal Shift View?

‌Step 1: Go to Normal Shifts

‌Step 2: To Edit or Change the Shift: Double Click on the Shift for the Respective Day

‌Step 3: View the Changed Shift



Timekeeper>>Scheduling>>Employee Shift Views>>Split/Second Shifts

OR

HRplus Time>>Scheduling>>Employee Shift Views>>Split/Second Shifts

‌How to Add or Change an Employee Shift: Second or Split Shift ?

‌Step 1: Go to Split/Second Shift

‌Step 2: Enter the Second/Split Shift Details



User Self Service>>Timekeeper>>Scheduling>>Employee Shift Views>>Normal Shifts (or

Split Shifts)

‌How to Remove an Employee from a Shift?



Employees MUST be removed from their Shift BEFORE they are removed from their schedule

This option is to be used if you need to remove an employee from a shift (whether Normal or Split) for a specific period or permanently.

• Search for the employee to be removed by selecting his/her Last Name and Schedule Dates fields. Click on the Search button.

• If all records within the time period selected are to be deleted, simply click on the check box at the top right (next to Badge Number). This will check off all records.

• Next, click on the Delete button.

• Alternatively, you can delete each record one by one.



HRplus Time/ Timekeeper >> Schedules >> Scheduling >> Employee Shift Views >> Employee

Hours

‌How to View or Change an Employee Shift: By Hours?

‌View Employee Schedule in Hours‌



View the employee Total Hours scheduled for the week and for every two weeks. This can be

viewed for both the Normal Shift Type (N) and Second Shift (S).



HRplus Time >> Schedules >> Shifts>> General Shift Setup >> Schedule by Hours

‌Change Employee Shifts by Hours‌

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HRplus Time>>Schedules>>Scheduling>>Employee Shift Views>>Shifts Per Month

‌How to View or Change an Employee Shift: By Month?

‌Search for Shifts Per Month

‌View Shifts per Month (Normal and Split/Second Shift)

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HRplus Time>>Scheduling>>Schedules>>Employee Transfer

OR

Timekeeper>>Scheduling>>Employee Transfer



N.B.

To be able to use this feature, the Core user or Timekeeper who uses this Employee Transfer option must have permission or access to the relevant Schedule(s) that the employee is being transferred from/to.

If the user does not have permission, then this must be granted by either the system administrator or Core Time and Attendance user. Alternatively, the Core T&A User who may have permission to all the schedules, can have the responsibility of performing any employee transfers.

‌How to Transfer Employees from one Schedule/ Shift to another: Employee Transfer?

‌Step 1: Select the Employee to be Transferred

‌Step 2: Select the Date, Schedule and Shift for the Transfer

 Second Shift: If the employee is being placed on a second shift, then select YES. Otherwise if this screen is being used for a shift transfer for the employee's normal shift, then select NO.

Schedule: Select the Schedule that the employee is being transferred to. If only a split/second shift is being added and a schedule change is not required, then select the normal schedule that the employee currently belongs to.

Shift: Select the shift that the employee is being transferred to for the time period selected.

Date From and Date To: Select the dates for which the schedule and/or shift change will apply.

Float Employee: If the employee is floating select YES, otherwise select NO if the employee is being assigned a specific shift.

Omit Holidays: Select YES if the employee is being schedule to work this shift on holidays. Otherwise select NO if the employee does not work on holidays.

Type of Scheduling: Select one of the available options as listed below:

• Every Day in the Time Period.



The changes made to to the employee's schedule can be viewed in the Normal Shift View or Second/

Split Shift View accordingly.

‌View that the Employee has been Successfully Transferred