Navigate to the Schedule page.
There are three ways to view the schedule. These include:
- Employee View – This will show you all available employees.
- Shift View – This will show you all available shifts.
- Job View – This will divide the calendar by Jobs.
We will demonstrate how to assign an individual employee to a shift using the Employee View.
Below is a blank schedule.
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Note, if you do not see the employee that you wish to assign a shift, you must first designate them as a shift-based employee, by going to Employees, select the employee, then select the Time & Attendance tab, and choose Shift Schedules on the left. You will see an indication whether this person is shift-based.
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On the row for the employee for whom you wish to assign a shift, hover over the date until you see a plus sign.
Select the button that appears, and a modal window will open up. You can either use an existing template, or you can manually construct the shift, and enter the Start Time, End Time, Time Zone, enter a Shift Name, and select any specific job, choose a Location, and then give it a color (this is how it will appear on the schedule).
| Note: Only Start Time, End Time, and Color are necessary to create a schedule. |
You may also choose to repeat this schedule for as many days as you like, by selecting the Repeat button, and then entering how often the shift will repeat, what days, and what the end date is.
When you are ready, select Create. The shift will now appear on the calendar.
Repeat this process for all employees you wish to schedule.
When you are ready, select the Publish button on the upper right:
This will bring up a modal, where you can choose how to notify the employees of their shift.
You may
- Notify all users,
- Notify employees with changes only, or
- Don’t send any notifications.
It is recommended that you choose one of the first two options, and an email will be sent to the employee to notify them of their shift, and they will be able to see it when they log into Heartland Time.
Once it has been published, the shift will appear as filled with the color you chose on the schedule.
If you wish to assign many people to shifts at once, you may also Bulk Assign employees to shifts.