Advanced Scheduling - Adding and Maintaining Skills
When it comes to Advanced Scheduling, Skills are required in order to determine what "Role" aka Skill needs to be filled on the schedule. More than one Skill can be assigned to employees and will be the title you see when creating schedules. For example, based on the below Skills, an employee would see on the schedule that they are scheduled as a "Driver" on a particular day and if they are also a "Packager" they'd see themselves scheduled as a "Packager" on another day. The below steps cover adding Skills and Maintaining them.
STEP 1: Create/Maintain Skills
To manually add skills or maintain current skills:
Navigation Path: Hamburger menu > HR Set Up > Skills
Once in the Skill screen, you can add a new skill, by clicking "Add New Skill" OR edit a current Skill by clicking the pencil icon.
Once on the edit or add Skill screen, add the Category (optional) (RED BOX), and give the Skill a name, (GREEN BOX).
Remember that an employee can have more than one Skill and the Skill is the name of the particular shift you want to fill. For example, if you have a retail environment and you have associates that all have the same job title but some would be considered leads for a shift then you'd have 2 Skills. "Associate" and "Lead Associate". Then if the employee then can sometimes be a Lead or just an Associate, you can add both skills to the employee and they will work in the 2 different roles when scheduled.
In the PURPLE BOX determine if you'd like the Skill to display on Applicant Tracking (helping automate new hires to have Skills). Always select "Is Schedulable" in order to be on the schedule. Choose a color of your preference. Assign an average rate if you'd like to help keep schedules within budget.
The average rate will be used for the Open Shifts budget but once the employee is actually assigned to the schedule, the employee's base compensation will be taken into consideration for the budget.
STEP 2: Assign Skills to Cost Center
After Skills have been created, they will need to be assigned to the Cost Center that would have this Skill to Schedule.
In order to have the Skills added to the Cost Center please reach out to the Advanced Scheduling Team that helped implement your Scheduler. The request should include the Skills and which Cost Center to add the skills to. Once the Skills have been added to the Cost Center you will be able to move forward with creating the workload template to include the new skill as well as assign to employees.
STEP 3: Assign Skills to Employees
In order for the system to be able to schedule an employee, they have to have a Skill assigned. Skills can be assigned to employees in three different fashions, manually/mass edit, file import, and by defaults (which is recommended after the initial setup for automation moving forward). All of these are detailed below.
Manually/Mass Edit:
To manually add a skill or skills to an employee, navigate to the employee record (Hamburger Menu > Team Icon> My Team > Employee Information > Choose the Employee Info Icon for the employee you'd like to add a skill too. Navigate to the Schedule Tab on the employee record.
To add the Skill, simply choose the "+ Add" button. If you'd like to view, edit or delete current skills, choose the (...) ellipses symbol shown in the GREEN BOX below.
If all employees with certain similar criteria would need the same skill(s) assigned, you can mass edit profiles in order to quickly add skills to those that would need the skills.
To do so navigate to the Hamburger Menu > Gear Icon > Mass Edit > Mass Edit Profiles
From there, you may want to change your filters to see criteria that would indicate who should have the skills added. (see video). MASS EDIT to ADD SKILLS
After the employees chosen are selected, choose "Mass Edit". On the next screen (shown below) add the Skills, then choose "Apply Changes". After changes are made you may now go to the employee profile to check your work.
File Import
In order to import all skills - please use the import document Scheduling Set Up, and fill out "Employee Skills". Then upload via the navigation path Hamburger Menu > Gear Icon > Imports > Employee Set Up > Skills
On the document, be sure to have the employee number, the Skill (exactly spelled as in the system), and if the skill is primary. The other fields are optional to help the system schedule smarter.
Defaults
After you have set up the skills on the current employees, adding Skills as Defaults for new hires, is the best way to help automate your employees to be on the scheduler moving forward. You can do this by adding the Skill to the Job as a default as well as ensuring your new hire process asks for Skills to be filled out in case it needs to be chosen per hire versus always a default.
To add a default on the job, navigate to your Hamburger Menu > HR Set Up > Jobs
Once there, choose the pencil icon next to the job to which you'd like to add a skill default to. As seen below, add the job. Now when hiring for this job, the skill will auto assign to the employee.
If you'd also like to ensure the new hire process asks the hiring manager to assign the Skill at the time of hire, be sure to update your new hire process to include Skill in Step 3 of your new hire process. If you have not been trained on the new hire process, please reach out to your assigned HR Consultant.
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