Different Scheduler Views
There are two different views for creating a schedule (spreadsheet and time line), as well as a printable schedule and various reports based on the schedule.
1. The default view within the Scheduler is the Edit in Spreadsheet view. It displays a spreadsheet like template, listing either employees or job codes. In this example, the spreadsheet lists employees. The option to list either employees or job codes can be changed using the drop down highlighted in yellow.
2. By default, the editing mode for the schedule will be 12 hours. However, this can be changed to 24 hours by simply clicking the circle next to 24 hour within the Edit Mode section.
3. The Default Shift Length is 6 hours. In this example, the shift length has been changed to 2 hours using the drop down arrow. If most of your employees work a 6 hour shift, it will be in your best interest to leave the default shift length to 6 hours. However, if the majority of your employees work 2 hour shifts, you are better off adjusting the default shift length to 2 hours. The default shift length comes in handy when creating your schedules because whenever you select the shift start time for an employee, the shift end time will automatically populate based on your default shift length.
4. To add, reassign, or delete a shift, simply click the add, reassign, or delete buttons, respectively.
By clicking on an employee's name and then clicking on add shift, a new shift will appear. Below the time for the employee's shift, there is a cell that allows for comments to be made.
Clicking on an employee's shift and then clicking reassign shift will create a pop up. Choose another employee and press ok. The shift will then be reassigned to the chosen employee.
Clicking on an employee and pressing the delete shift button deletes that employee's shift entirely.
The Timeline View is best used after the first schedule has been made in spreadsheet view. It makes the process easier by allowing the person making the schedule to quickly click on a person's name and slide them over to the desired time slot. Shortening an employee's shift is also done easily by dragging the end (or beginning) of their box to the desired time. While doing this, a white arrow will appear to show which box was clicked and in what direction it can be dragged.
1. Select the Timeline tab.
2. Select your Go To Date to edit the schedule for the selected date. You will also see that to the right of the Go To Date box that there are different viewing options. In this example, only Show Sales Grid is selected, which shows the projected sales for each hour within that day. The Group By Job will group employees in the schedule according to their job. The Show Day Totals will generate a total column for both Sales and Total Scheduled Hours for that day.
Print Schedule View
To easily print a schedule,
1. Select the Print Schedule tab.
2. Select the work week you're wishing to print a schedule for.
3. You will have 3 options for printing a schedule. By default, and as shown in this example, the Only Scheduled Employees option is selected. This means that only those employees scheduled for this work week will be shown on the printed schedule. The second option is All employees, both those scheduled and not scheduled. The third option is Daily Roster, which will show a daily schedule for each day during the scheduled week.
4. Those employees who are highlighted in red are those, based on their scheduled hours, who will reach overtime for the selected work week if they follow the schedule. Those highlighted in yellow are employees who may not reach overtime but will be very close, if they abide by their scheduled hours for that work week. (The default hours for reaching and approaching overtime can be set by your company admin.)
5. At the bottom of your screen, you'll see the buttons for View History (If someone were to make accidental changes, press the view history and you can revert the schedule back to a previous version), Quick Print (prints the schedule), Print/Export (pops out the schedule before printing), Save (save any changes you have made) and Close.
Schedule Stats View
The Schedule Stats tab offers an array of reports, as shown in the drop down menu. In this example, you are seeing the Labor Analysis. The red squares indicated the actual sales below the projected sales amount, and the green boxes indicate actual sales that are above the projected sales.
The Schedule Stats tab shows various statistics for the week, including labor hours, labor dollars, when to cut your labor based on sales, and much more.
Labor Matrix Tool
The QSROnline Labor Matrix Tool illustrates how many labor hours need to be cut in order to meet goals. Managers can track their employees' progress by reviewing actual labor hours vs. scheduled labor hours.