Creating a Schedule
Once employee availability is set, a schedule can be created. At first, creating a schedule in Spreadsheet View is preferably used, and from then on, Timeline View is usually customers' preference. Here, we will also learn how to use the Copy From feature, which allows you to create a new schedule based on previous or old schedules.
First Time Creating a Schedule
We suggest that when creating your first few schedules, you create them in the Edit Spreadsheet View. Doing so will make it easier to view each employee, while clearly selecting their shift times.
When creating a new schedule, the schedule will be blank, but it will show the projected sales for the work week at the top. (blue arrow)
- Select the employee's job title from the drop-down arrow.
- Click in the start time cell (blue box,) and enter in their start time; select AM or PM as desired.The Scheduler automatically generates a 6 hour shift. To change this, click in the end time cell (the green box), and type in the preferred end time. If you would like to add a comment about the shift or employee, enter it in the box below the shift start and end times (the yellow box).
To complete the schedule, repeat steps one and two for the other necessary employees and remaining week days.
Copy From Feature
Once multiple schedules have been created, you have the option of copying an older schedule for an upcoming week. This is done by using the Copy From feature.
1. Select the work week that you want to copy a schedule to.
2. Click the Copy From button at the top of the screen. A window will appear, as shown above, titled Select Schedule. This window lists the projected sales for past weeks.
3. Look at the Total Projected sales figure on the left-hand side of your screen under the Sales Forecast section (green box). Compare the Total Projected Sales for the selected week ($48,350.68 in this example) to those of previous weeks. Find the closest previous projected sales figure in the Select Schedule window ($46,944 in this example), and click that week.
4. When copying the older schedule, you have the option of copying jobs and employees or the jobs only. Select the option that best suites you and your restaurant. In this example, jobs and employees were copied.
5. Then, click the OK button to copy the old schedule to the selected week.
***Please note that you may not have access to setting defaults based on the permissions set by your company administrator.
To set numerous defaults, click the Set Defaults button at the top of your screen.
1. You can create defaults either by unit or for the entire company. Choose between the Unit and Company tabs at the top of the window.
2. The Printing Defaults: This is for printing purposes. When looking at the schedule, clicking in the yellow box will allow you to set the default number of hours to be highlighted in yellow that are approaching overtime. Those highlighted in red are employees whom have hit overtime. However, the numbers can represent whatever you want. In this case, the numbers represented those approaching (yellow) and those hitting (red) overtime (overtime can be set to a specific number.) The night shift hour can also be set here.
Edit in Spreadsheet Tab Defaults: Here you can select the default shift length.
Miscellaneous Defaults: Here you can set the default Sales Trend Weeks Back for scheduling Sales Forecasts. You can also set default budget hours.
3. Click the Save button to save your set defaults.