Staff Schedule
Overview
The staff scheduling feature in Timesavr is designed to simplify the management of work schedules for your organization. It offers a flexible, intuitive interface for creating, managing, and modifying staff shifts. Whether you're a manager organizing team schedules or a staff member managing personal shifts, this feature ensures efficient collaboration and transparency.
You can view the overall staff schedule in Staff > Staff Schedule. Individual staff schedules can also be managed on the Schedule page of the Time tab for each staff member. In order for users to have access to these pages, they must have the "View staff schedule" security option enabled in the Staff Time panel of their security profile. Administrators will always have access to these pages.
The schedule is viewable on the mobile app for each individual staff member, but shifts can only be created, modified or deleted on the desktop app.
Navigating the Schedule
The staff schedule can be viewed in Timeline, Month, Week, Day or Agenda view. The Timeline view is similar to the daily view, but makes more efficient use of space, by listing staff on the Y axis, instead of the X axis. This is the default view on the desktop app. The Month view, in addition to listing staff work schedules, also lists staff time off, if the time off request is either approved or waiting to be approved.
Cycle through days, weeks or months using the forward and backward arrows in the top right hand corner, or click the date in the top left hand corner to go directly to a specific date or month.
Creating a Shift
Whether on the individual schedule page, or the overall staff schedule page, you can create a shift by dragging your cursor across the schedule control from the start of the shift to the end. This will immediately insert the shift, with no break time or recurrence. To add break time or recurrence, click on the newly created shift to open the edit dialog. You can also create a shift by simply clicking on the schedule control, without dragging across. Doing it this way will insert a one hour shift, which can then be modified.
Modifying a Shift
For access to all the properties of a shift, click on the scheduled shift to open the edit dialog. Modifying on the edit dialog is required if you want to add or remove a break, or change the subject, effective date or recurrence of a shift. This is also where you can print, email, or delete a shift.
You can also modify the start and end times of a shift, by using drag and drop on the schedule control. If the shift includes a break, each portion of the shift can be manipulated individually. After resizing a portion of the shift, the other portions will auto-adjust.
Subject
When creating a shift, the subject of the shift will default to the staff member's first and last name, according to the format you've selected on the Staff tab of your Settings page. This subject is displayed on the shift on the schedule control. To modify the subject, click to edit the shift in the edit Dialog.
Notify Staff of Shift Change
When you modify an existing shift, Timesavr can automatically notify the staff member of the changes you've made. By default, this option will be enabled each time you open the edit Dialog, so if you do not want the staff member to receive an email, you must unselect the option to "Notify staff of shift change".
With this option enabled, the staff member will immediately receive an email notification, sent to the email address specified on the Staff Profile page. The email will detail the new shift, as well as what has been changed.
Shift Colors
Each shift's color is based on the staff member's assigned color, which can be set on their Profile page. All shifts for a staff member will consistently use this color .
Recurrence
If you select the "Weekdays" option, you'll be able to select which days of the week this shift applies to, and then this shift will be applied to each of those weekdays every week going forward indefinitely, or until the "Continue until" date, if entered.
Printing a Shift
To print a shift, you must click on the shift to open the edit dialog, then click the printer icon.
Emailing a Shift
To email a shift, you must click on the shift to open the edit dialog, then click the envelope icon.
Deleting a Shift
To delete a shift, you must click on the shift to open the edit dialog, then click the trash can icon.
Schedule Report
The schedule report can be opened either by clicking the graph icon, on the edit dialog, or by navigating to Reports > Staff > Staff Schedule. The schedule report looks and works exactly the same as the schedule page, but is printable.
Invalid Days
The schedule control will block off any days during which your centre is not open, whether they be for weekends, holidays or planned closures. No shifts can be created on days when you are closed. Weekly closures, such as weekends can be set in Admin > Program > Business Hours. By default, Timesavr will assume you're closed on Saturdays and Sundays. Other closures, such as for holidays and scheduled breaks can be set in Admin > Program > Closure Dates.
If shifts were previously created on days which have since been marked as closed, those shifts can still be edited or deleted by opening the edit Dialog, but drag and drop will be disabled and no new shifts can be created on those days.
Settings
On the Staff tab of your Settings page, you can control the schedule start time, schedule end time and schedule increments.
Schedule Start Time and Schedule End Time control the time range within which you can create shifts. The default values are 9:00 am to 5:00 pm. Set these values to match your centre operating hours.
Schedule Increments refers to the number of minutes at which your shifts will snap into place on the schedule control. The valid options are 5, 10, 15, 30 and 60 minutes. The default setting is 15 minutes. For example, if the increment is set to 15 minutes, you can create a shift that starts at 9:15, but not 9:10 or 9:05. If you want your shifts to be defined in 5 minute increments, you must set this value to 5.
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