Supervisor Scheduler. Access the Scheduler. Filter the Display. Use the Search field to find specific pages or employees.

Transcription

1 Supervisor Scheduler Access the Scheduler Select Employee Schedules from the Employees menu or click the Schedules icon from the Supervisor Dashboard if it is a Header Shortcut on the Supervisor Dashboard. Use the Search field to find specific pages or employees. Select Help and then Administrator Training Documents or Employee Training Documents to access resources such as user guides videos. Filter the Display Use thecalendar, arrows <>, or Current button to apply the applicable timeframe. Click into the Type to filter field to select the applicable filters to obtain the desired display or type in a name to find an individual employee.

2 Manage and View Schedules Create and manage schedules for employees to take advantage of punch rounding, attendance exceptions, and schedule reporting capabilities in Web Time. View employee schedules based on the selected time period. Click into the Type to filter field to filter the search, for example, down to an individual employee or specific cost centers. Gray indicates a shift in the past. Green indicates a scheduled shift. Yellow indicates time off. Red indicates an overlapping shift. Click Errors to apply the Has Errors filter to display only the shifts which have errors such as overlapping shifts in the given week.

3 Undo or Redo an Action Click to quickly undo an action during an active session. Options Click to access the Schedule Templates page. Click to quickly redo an action during an active session. Click to export any approved time off requests in the selected timeframe to an applicable calendar application (Outlook, Google Calendar, etc.). Print/Dowload a PDF Example of a schedule downloaded to a PDF for saving and/or printing. Configure the shift and data display options. Click to export the schedule for the selected timeframe to a PDF document for saving and/or printing purposes.

4 Add Shifts Click into the open entry and select + Add Shift. Enter the Start Time and End Time via selection from the clock icons or manual entry. If cost center changes are required, click into the Add Cost Center field to filter specific cost centers to select. If a Favorite or Recent Shift should be applied, click on the applicable shift to populate the start and end time fields, as well as the cost centers field if applicable. Click Apply to add the shift to the schedule. Click Save on the main Scheduler page. If Save is not clicked immediately, and you continue with the active session on the page, the update will auto-save.

5 Add Shifts to Multiple Employees Click + Add Shifts to apply a shift to multiple employees for different days of the selected week. Click the day (s) of the week the shift applies to. Enter the Start Time and End Time, or select both by clicking on the clock icons and selecting the times. Click into the Add Cost Center field if the shift applies to a specific cost center assignment. If applicable, click Yes to replace all existing shifts for the selected days. Click into the Type to filter field to choose which employees to display in the Available Employees section. Via the Available Employees section, click into the boxes of the individual employees, or click + Add All, to add to the Selected Employees section. Click Apply to add the shifts.

6 Copy and Paste Shifts Select the applicable shift. Click Copy Shift. Click into the open entry. Click Paste Shift. The pasted entry appears as expected. Click Save to apply the updated shift. If Save is not clicked immediately, and you continue with the active session on the page, the pasted entry will auto-save.

7 Copy and Paste a Week of Shifts Copy an entire of week of shifts from one employee and paste to another. Click the horizontal ellipsis next to the employee whose schedule will be copied. Click Copy Week. Click the horizontal ellipsis next to the employee to paste the week of shifts. Click Paste Week. The pasted shifts appear as expected. Click Save to apply the updated schedule. If Save is not clicked immediately, and you continue with the active session on the page, the pasted entry will auto-save.

8 Delete a Week of an Employee s Shifts Delete an entire week of shifts from one employee. Click the horizontal ellipsis next to the employee whose scheduled shifts for the week will be deleted. Click Delete Week. The shifts for the week are deleted as expected. Click Save to apply the updated schedule. If Save is not clicked immediately, and you continue with the active session on the page, the deleted entries will auto-save.

9 Navigate to an Employee s Time Card Access the Employees > Employee Time Card page of an applicable employee. Click the horizontal ellipsis next to the employee whose time card will be viewed. Click View Time Card. After View Time Card is selected, the Employee Time Card for the chosen employee will appear.

10 Display Estimated Wages Configure the Scheduler page to display estimated gross wages based on scheduled hours in Web Time. Click Options from the main Scheduler page. Via the Display Totals as: section, click the Estimated Wages radio button. If hourly rates are not synced to Web Time from Web Pay, Estimated Wages will not be able to be selected. Please contact your Account Manager (AM) to enable hourly pay rates for Estimated Wages to be able to be selected. Click Apply the save the change. Users must have the ability to view pay rates as part of their assigned Feature Access Template to be able to enable and utilize the Estimated Wages feature. View the estimated weekly wages for the scheduled shifts per employee in the Total column on the applicable employee line. View the estimated daily wages for all the scheduled shifts at the bottom of the page under the applicable day column. View the estimated weekly wages for all employees with scheduled shifts in the Total column. The base wage rate is used for the calculation, which includes the rate synced from Web Pay to Web Time. The estimated wage calculation will take into account other rates such as OT1, OT2, cost center rates, and shift differential rates. If a shift is configured for a week, the calculation for wages will be updated. Estimated wages will be calculated as far as 8 weeks into the future per employee.

11 Create Schedule Templates from the Scheduler Page Click the horizontal ellipsis next to the employee whose schedule will be set as a template. Click Create Template. Schedule Templates can now be created from the Scheduler page and added to the Schedule Templates page. An existing schedule can quickly be turned into a permanent template to be added to be assigned to employees. Complete the applicable fields and make any adjustments as necessary. Configure the filters to search and find the applicable employees. Assign employees by clicking into the boxes from the Available Employees section to move to the Selected Employees section. Click Save to add the template.

12 Edit Shifts Click the shift, then click the pencil icon to edit the shift. Edit the date via the drop down if necessary. Enter the Start Time and End Time via selection from the clock icons or manual entry. If cost center changes are required to be changed, click into the Add Cost Center field to filter specific cost centers to select. Click Apply to update the shift. Click Save on the main Scheduler page. If Save is not clicked immediately, and you continue with the active session on the page, the update will auto-save. Delete Shifts Click into the shift and click X Delete Shift. Click Save to apply the update. If Save is not clicked immediately, and you continue with the active session on the page, the update will auto-save.

13 Publishing Schedules can be created without making them immediately viewable to employees with the Publish feature. Schedules will only be viewable to employees once they are published via an administrator or supervisor pressing Publish on the Scheduler page. Schedule Publishing has to be enabled via the Scheduler Configuration page-configuration > Configuration Home > Scheduler-for the Publish button to appear on the Scheduler page. Once an employee s schedule is published for a week, each subsequent update to the employee s schedule for that week will be automatically published for the employee to view. Any unpublished shifts will have a diagonal shading. Once the shifts are published, the shading will disappear. The number indicator next to Publish displays how many employees have unpublished shifts for the selected week. Publish can only be clicked where there are no errors. If errors exist, click the errors icon to identify any errors, make the correction, and click Publish. Once Publish is clicked, the Publishing Summary window appears to indicate the total amount of employees, shifts, and hours that will be published, in addition to an employee breakdown. Click Publish to make the schedules viewable to the applicable employees. The number indicator next to Publish will reduce to 0.