Schedule Editor for Supervisors of Non-Exempt Employees
Using Schedule Editor Table of Contents Accessing Schedule Editor... 5 CalTime Home Screen for Supervisors... 5 Schedule Editor s Tabs... 5 Schedule Editor s Menus... 6 Save and Refresh... 8 Columns... 8 Right- Clicking... 9 Double- Clicking... 10 Entering Time Data... 10 Scrolling Through Dates... 11 Scheduled Hours... 11 Printing and Exporting Schedules... 12 Pattern Editor... 13 Assigning Schedules... 15 Modifying a Schedule... 19 Making an Out- of- Pattern Schedule Change... 29 Deleting a Schedule from a Given Point, Forward... 35 Deleting a Schedule Altogether... 37! caltime@berkeley.edu caltime.berkeley.edu page 3 of 38
Using Schedule Editor Accessing Schedule Editor Supervisors must use RDP to access CalTime s Schedule Editor. RDP access tools can be found at http://caltime.berkeley.edu/access. If you have any problems accessing CalTime, please contact the CalTime Help Desk:! caltime@berkeley.edu, which will automatically enter your request into the CalTime ticketing system CalTime Home Screen for Supervisors After CalTime log in, you will see the Non- Exempt Pay Period Approval Genie. To get to Schedule Editor, click the Scheduling tab, and then select Schedule Editor. Once you are in the Schedule Editor, click the Show drop list, and select All Non- Exempt Home to view only your non- exempt employees. Schedule Editor s Tabs By Employee Allows you to create, edit, delete, and view employee schedules.! caltime@berkeley.edu caltime.berkeley.edu page 5 of 38
Using Schedule Editor By Group (This option allows you to load employee groups but not to modify them in any way. Supervisors are not allowed access to create or modify employee groups; so for all intents and purposes, this is not a functional tab for supervisors.) Schedule Editor s Menus Actions Select All Cut, Copy, Paste Restore Print Screen, Export to Excel selects the entire table of employees and their schedules cuts, and copies selected data, pastes cut or copied data restores shift data deleted from a shift, if the insertion point is in the correct shift cell and you haven t saved yet sends the table s contents to printer or exports the table of employees and their schedules to a Microsoft Excel file Shift Add, Edit, Delete Add Pattern, Edit Pattern, Delete Pattern Insert Template add, edit, or delete the contents of a shift cell allows you to insert a predefined pattern of shifts and days off into a span of shift cells, from a list of pattern templates allows you to insert a predefined shift into a shift cell, from a list of shift templates Pay Code Add, Edit, Delete Add Pattern, Edit Pattern, Delete Pattern add, edit, or delete the contents of a cell that contains a Pay Code allows you to add, edit, or delete a pattern that employs Pay Codes! caltime@berkeley.edu caltime.berkeley.edu page 6 of 38
Using Schedule Editor View Daily Interval, 4- hour interval, 1- hour interval, 15- minutes interval Daily 4- Hour Shift times, Shift Labels Totals, Accrual Amounts, Breaks Schedule Outline Audits allows you to view shifts either by times or by their labels (e.g., 11:00am- 4:00pm vs. 11A- 4P or Vacation 8.0 vs. VAC 8.0) shows you total hours for all employees and how many employees are working in a given day shows you any schedules in effect for a selected employee shows an audit of actions performed on your employees schedules, over a designated period of time, such as Current Schedule Period or Range of Dates! caltime@berkeley.edu caltime.berkeley.edu page 7 of 38
Save and Refresh Supervisors of Non-Exempt Employees (RDP): Using Schedule Editor After making changes to a schedule (using any of the scheduling tools), click Save to store your changes. When you click Save, SCHEDULE EDITOR will turn from orange to black, and the asterisk will vanish. Click Refresh after clicking Save, so the data displayed on the shift table will be updated. Columns Columns can be resized horizontally, if you need to see all that is stored in a cell. Simply place your mouse pointer on the line that divides the columns. The pointer shape will change to a double- headed arrow. When you see this, click and drag the separation line to the right until your view of the cell s contents is satisfactory.! caltime@berkeley.edu caltime.berkeley.edu page 8 of 38
Right-Clicking Supervisors of Non-Exempt Employees (RDP): Using Schedule Editor Right- clicking on an employee s name will cause the following menu to display: Use this right- click, especially if you want to add, edit, or delete a pattern of shifts assigned to the employee over a period of time. Right- clicking on a shift cell will cause the following menu to display: Use this right- click, especially if you want to add, edit, cut, copy, paste, or delete a shift.! caltime@berkeley.edu caltime.berkeley.edu page 9 of 38
Double-Clicking Supervisors of Non-Exempt Employees (RDP): Using Schedule Editor Double- click on an employee s name to open the Pattern Editor. Double- click on a shift cell to open the Edit Shift dialog window. Entering Time Data Time can be entered in a 12- hour or 24- hour format. The following table shows various ways time can be entered into a shift cell or range of cells: AM 9a 9:00a 9 9:00 9:00am PM 9p 9:00p 9pm 21 21:00! caltime@berkeley.edu caltime.berkeley.edu page 10 of 38
Scrolling Through Dates Supervisors of Non-Exempt Employees (RDP): Using Schedule Editor You can scroll to the left or the right through a range of dates by clicking on the arrows shown below. A single arrow ( #) scrolls you a week at a time; a double arrow ( ##) takes you to the beginning or the end of the range. Scheduled Hours There are two locations on the Schedule Editor screen that display scheduled hours for the Time Period you are viewing. One shows scheduled hours for each employee: The other shows scheduled hours for all employees:! caltime@berkeley.edu caltime.berkeley.edu page 11 of 38
Using Schedule Editor Printing and Exporting Schedules Call up a schedule period. Resize the window to display all the shifts for each employee. Choose Actions > Print Screen. You can also export the scheduling data for the schedule period or range of dates to a Microsoft Excel spreadsheet, by choosing the last menu item, Export to Excel. This will create and allow you to download an Excel version of the schedules for your employees.! caltime@berkeley.edu caltime.berkeley.edu page 12 of 38
Pattern Editor Supervisors of Non-Exempt Employees (RDP): Using Schedule Editor The Pattern Editor appears when you double- click on an employee s name. The Pattern Editor allows you to assign a pattern of shifts to an employee. These patterns can include worked hours, transfers, and pay codes. Below you see the Pattern Editor dialog window: Work Start Date: first worked day in pattern Pattern Start Date: first day of schedule period Pattern could continue forever or could have an end date. This pattern could override any other patterns. How many days or weeks are in this schedule? (You can click the upward- pointing triangle, or click the Add a Row button.) Add a Row button available shifts Insert Shift dialog window. (Contact your system administrator if you need other shifts added to this window.) Select Pattern dialog window. (Contact your system administrator if you need other patterns added to this window.) The Name field displays 24- hour time. Description displays 12- hour time. Either can be entered in CalTime.! caltime@berkeley.edu caltime.berkeley.edu page 13 of 38
Using Schedule Editor type of shift Start Time End Time Shift Editor dialog window. (Friendly name transfers are included in shifts in this window.) custom Shift Label Pay Code Editor dialog window. (Vacation leave, sick leave, and so forth, can be entered into a shift from this window.)! caltime@berkeley.edu caltime.berkeley.edu page 14 of 38
Assigning Schedules A schedule is a pattern of workdays, hours, non- workdays and pay codes over a period of time, applied to one or more non- exempt employees, such as 4:30 8:30 PM, Tuesday and Thursday every week, or Monday Friday, 7:00 AM 3:30 PM. To create and assign schedules to your employees, do the following: 1. Log in to CalTime using RDP. (See instructions on how to log in via RDP at http://caltime.berkeley.edu/access. 2. Click the Scheduling tab, and then click Schedule Editor. 2 3. If necessary, choose All Non- Exempt Home from the Show drop list. 3 The Time Period defaults to Current Schedule Period, which is a week long. In the illustration above, we are looking at the schedule period section from Sun 7/27 Sat 8/02. The following example creates a schedule for non- exempt employee, Carl Haggerty. It will be 7:30 AM 4:30 PM Monday Friday, starting in the Current Schedule Period. His first work day is 7/28/2014. We must decide if we want to apply a shift for individual workdays, or apply a preset schedule called a Pattern Template. Because Carl s schedule will repeat daily, from week to week, we choose a Pattern Template.! caltime@berkeley.edu caltime.berkeley.edu page 15 of 38
Assigning Schedules 4. Right- click on Carl s name. 5. Left- click Add Pattern > Shift or Pay Code. 4 5 6. Click the Insert Pattern button. 6 7. Carl s schedule will begin at 7:30 AM and end at 4:30 PM, so we choose: M- F 07301630. NOTE: The Description on the right uses 12- hour time to label the template unlike the Name, which uses 24- hour time. 8 7 8. Click OK. NOTE: If you do not see the pattern you need, contact a CalTime system administrator and request it be added to the list. (caltime@berkeley.edu) You can also manually add it in the Pattern Editor window.! caltime@berkeley.edu caltime.berkeley.edu page 16 of 38
Assigning Schedules The Monday Friday schedule is automatically filled with the hours 7:30 AM 4:30 PM. 9. Next we enter the Work Start Date (which begins on Mon 7/28/2014) and Pattern Start Date (Sun 7/27/2014). 9 After that, we enter the End Date. This pattern is Carl s permanent schedule, so we need no end date in this example. (Skip Step 10 if there IS an end date.) 10 10. If not active, click the Forever radio button. (Skip Steps 11 13 if there IS NO end date.) 11 11. If there is an end date, click the End Date radio button. 12. Click the End Date drop- list arrow. 12! caltime@berkeley.edu caltime.berkeley.edu page 17 of 38
Assigning Schedules 13. Select a date from the pop- up calendar. 13 Last, we consider whether or not this pattern should override other patterns. We plan on inputting a seven- day vacation pattern at the beginning of August. That will take precedence over his regular schedule, so, no, we do not want the schedule we are creating here to override his vacation days. 14 14. Leave the Override other patterns checkbox blank. 15. Click OK. 15! caltime@berkeley.edu caltime.berkeley.edu page 18 of 38
Assigning Schedules 16. Click Save. 16 17. Click OK. 17 18. Click Refresh. 18 19. When you are done with Schedule Editor and viewing the employee s timecard, click on one of the Genies, click Reports, or click Log Off to end your CalTime session. 19! caltime@berkeley.edu caltime.berkeley.edu page 19 of 38
Modifying a Schedule Once you have created and assigned a schedule to an employee, you may need to edit a portion of it to accommodate changes to his/her schedule, such as vacation leave. For this, you will edit individual shifts, rather than applying a pattern template, as you may have done when you first created the employee s schedule. The following example modifies a schedule for non- exempt employee, Carl Haggerty, to accommodate a seven- day vacation leave. 1. Log in to CalTime using RDP. (See instructions on how to log in via RDP at http://caltime.berkeley.edu/access. 2. Click the Scheduling tab, and then click Schedule Editor. 2 3. If it isn t visible in the Show field, choose All Non- Exempt Home from the Show drop list. 3 4. To the right you see Carl s schedule, which continues Forever. 4! caltime@berkeley.edu caltime.berkeley.edu page 21 of 38
Modifying a Schedule 5. To confirm this, right- click on Carl s name, and click on Schedule Outline. 5 6. The Schedule Outline displays Carl s schedule details. When you are done reading them, click OK. 6 In order to place his vacation leave into the schedule, we will add a Pay Code into each day Carl will be on vacation. 7. From the Time Period drop list, choose the last option, Range of Dates. Make sure you can view a range of dates that will at least display the time frame in which Carl s vacation falls. 7! caltime@berkeley.edu caltime.berkeley.edu page 22 of 38
Modifying a Schedule 8. For this example, the Start Date should be 7/28/2014 with an End Date of 8/15/2014, so I can view his vacation leave and the schedule that surrounds it. 9. Click OK. 8 9 10. Use the scroll bar at the bottom of the Schedule Editor to scroll to the right and bring the second week into view. 10 11. Right- click in the cell for the first day of Carl s vacation (in this example, 8/04). 12. Click Add > Pay Code. 11 12! caltime@berkeley.edu caltime.berkeley.edu page 23 of 38
Modifying a Schedule 13. Make sure the Effective Date the first date of the vacation. 13 14. The Pay Code should read Vacation Leave Taken. (Other Pay Codes are available on the drop list.) 15. Type 8 for the daily Amount. (You could enter 8 or 10 or 12, depending on what constitutes a full workday.) 14 15 16. Click the Override Shift check box, and select the Whole Shift option (so the entire shift is replaced on the schedule, and the employee is not expected to work on that day.) 16 17. Make sure the Start Time is the normal beginning time for Carl s shifts. 18. Repeat for 5 days. 17 18 NOTE: If you repeated for 7 days, it would include Saturday and Sunday. To tag the following Monday and Tuesday as the last two days of vacation, input the Pay Codes for them separately.! caltime@berkeley.edu caltime.berkeley.edu page 24 of 38
Modifying a Schedule 19. Click OK. 19 Below you see the second week of Carl s schedule, plus the first two days of the third week. We will edit those two day so they are storing the Vacation Leave Taken Pay Code. After that, Carls s 7:30 AM 4:30 PM schedule will resume.! caltime@berkeley.edu caltime.berkeley.edu page 25 of 38
Modifying a Schedule 20. Right- click in the cell for the second Monday of Carl s vacation. (In this example, we right- click Monday 8/11/2014. 21. Click Add > Pay Code. 22. Make sure the Effective Date is the date for that Monday. 23. Use the same settings as above for Pay Code, Amount, Override Shift, Whole Shift, and Start Time. 25 24 22 23 24. Repeat for 2 days. 25. Click OK. Note that the last week has two vacation days, then the pattern of Carl s shift resumes on Wednesday (and will continue Forever.)! caltime@berkeley.edu caltime.berkeley.edu page 26 of 38
Modifying a Schedule 26. Click Save to store your changes. NOTE: The words, Schedule Editor, change from orange to black, once the schedule changes have been saved. 26 If you view Carl Haggarty s Timecard after saving the schedule, you will see his Mon Friday, 7:30 AM 4:30 PM schedule plus his vacation days. 27. When you are done with Schedule Editor and viewing the employee s timecard, click on one of the Genies, click Reports, or click Log Off to end your CalTime session. 27! caltime@berkeley.edu caltime.berkeley.edu page 27 of 38
Making an Out-of-Pattern Schedule Change Once you have created and assigned a schedule to an employee, you may need to edit it to accommodate short- term changes to his/her schedule (say, 4 or fewer days that are not part of a pattern). For this, you will edit individual shifts. The following example modifies a schedule for non- exempt employee, Carl Haggerty, to accommodate a two days of short shifts on which he has doctor s appointments. 1. Log in to CalTime using RDP. (See instructions on how to log in via RDP at http://caltime.berkeley.edu/access.) 2. Click the Scheduling tab, and then click Schedule Editor. 2 3. If it isn t visible in the Show field, click the Show field drop- list arrow and choose All Non- Exempt Home. 3 4. From the Time Period drop list, choose the last option, Range of Dates. Make sure you view a range of dates that displays the time frame in which Carl s short shifts fall. 4! caltime@berkeley.edu caltime.berkeley.edu page 29 of 38
Making an Out-of-Pattern Schedule Change 5. For this example, the Start Date should be 8/17/2014 with an End Date of 8/23/2014. 6. Click OK. Schedule Editor opens to the range of dates you entered. 7. Right- click in the cell for the first day of Carl s short shift (in this example, 8/18). 8. Click Edit. 6 7 8 5 9. Click Shift. 9! caltime@berkeley.edu caltime.berkeley.edu page 30 of 38
10. Make sure the Start and End Dates are 8/18/2014. Supervisors of Non-Exempt Employees (RDP): Making an Out-of-Pattern Schedule Change 13 11. Select the End Time, and type 1130a. 12. The shift should only Repeat for 1 day. 13. The Type of shift is Regular. 14. Click OK. 11 10 14 12 15. Click Save to store your changes. NOTE: The words, Schedule Editor, change from orange to black, once the schedule changes have been saved. 15 The second doctor s appointment is on Fri 8/22 16. Right- click in Carl Haggarty s cell for Fri 8/22. 17. Left- click Edit. 17! caltime@berkeley.edu caltime.berkeley.edu page 31 of 38
Making an Out-of-Pattern Schedule Change 18. Click Shift. 18 19. Make sure the Start and End Dates are the date for that Friday. 21 20. Input the Start Time and End Time of the shift. 21. The Type of shift is Regular. 22. Repeat for 1 days. 23. Click OK. 19 20 23 22 24. Click Save to store your changes. NOTE: The words, Schedule Editor, change from orange to black, once the schedule changes have been saved.! caltime@berkeley.edu caltime.berkeley.edu page 32 of 38
25. Return to Mon 8/18, and right- click. 26. Left click on Add > Pay Code. Supervisors of Non-Exempt Employees (RDP): Making an Out-of-Pattern Schedule Change 26 25 27. Verify the Effective Date is the date for that Monday. 28. Select Sick Leave Taken from the Pay Code drop list. 29. Type 4.0 in the Amount text box. 30. Set the Start Time to 12:30. (His shift normally lasts 8.0 hours with a one- hour lunch break. His shift would then resume and continue until 4:30.) 30 31 32 27 28 29 NOTE: It is not necessary to override any part of the shift, since the shift has been shortened to 7:30a 11:30a 31. Repeat for 1 day. 32. Click OK.! caltime@berkeley.edu caltime.berkeley.edu page 33 of 38
33. Click Save. Supervisors of Non-Exempt Employees (RDP): Making an Out-of-Pattern Schedule Change 33 34. Return to Fri 8/22. 35. Repeat Steps 26 33, making sure that in the Pay Code Editor, the Effective Date is 8/22. The finished result is shown at right: 36. When you are done with Schedule Editor, click on one of the Genies, click Reports, or click Log Off to end your CalTime session. 36! caltime@berkeley.edu caltime.berkeley.edu page 34 of 38
Deleting Schedules If you find that a schedule does not reflect an employee s actual work day, you may choose to delete his/her assigned schedule. This job aid includes two sections: Deleting a Schedule from a Given Point Forward and Deleting a Schedule Altogether (see page 33). Deleting a Schedule from a Given Point, Forward 1. Log in to CalTime using RDP. (See instructions on how to log in via RDP at http://caltime.berkeley.edu/access. 2. Click Scheduling tab, and then click Schedule Editor. 2 3. Choose All Non- Exempt Home from the Show drop list. 3 4. Ensure that the Time Period selected includes the dates to be deleted. Use the Time Period drop list to select the appropriate timeframe: Current Schedule Period, Next Schedule Period, or Range of Dates.! caltime@berkeley.edu caltime.berkeley.edu page 35 of 38
Deleting Schedules 5. Right- click on the employee s name. (In this case, it is Carl Haggarty.) 5 6 6. Left- click Edit Pattern > Shift or Pay Code. 7. Click the End Date option button. 8. Click in the End Date text box, and type the last day of the schedule you want to be in effect. (In this case, it is 8/12/2014.) 9. Click OK. 7 8 9 NOTE: From 8/13/2014 on, Carl will no longer have a schedule. Observe that Carl no longer has a schedule after 8/12/2014: 10. When you are done with Schedule Editor, click on one of the Genies, click Reports, or click Log Off to end your CalTime session. 10! caltime@berkeley.edu caltime.berkeley.edu page 36 of 38
Deleting Schedules Deleting a Schedule Altogether 1. After logging in to CalTime, click the Scheduling tab, and then click Schedule Editor. 1 2. Choose All Non- Exempt Home from the Show drop list. 3. Right- click on the employee s name. (In this case, it is Carl Haggarty.) 4. Click Delete Pattern > Shift or Pay Code. 3 4 2 5. Select the pattern to be deleted (if more than one pattern is present), and click Delete. 5 6. Click OK. 6! caltime@berkeley.edu caltime.berkeley.edu page 37 of 38
Deleting Schedules Observe that Carl s schedule no longer exists: 7. When you are done with Schedule Editor, click on one of the Genies, click Reports, or click Log Off to end your CalTime session. 7! caltime@berkeley.edu caltime.berkeley.edu page 38 of 38