Advanced Scheduling Admin and Manager Guide

Advanced Scheduling Admin and Manager Guide

 


 

Advanced Scheduler Overview 

Advanced Scheduling allows for automation of schedule creation by using Skills and Scheduled Cost Centers to determine where employees can work and what the employee can or will be doing for the scheduled shift. The goal of Advanced Scheduling is to provide as much automation as possible in a changing environment. Advanced Scheduling allows for employees to swap shifts, drop shifts, add availability, and view schedules all from the web or mobile app. Managers will have capability to quickly schedule while staying within budget as well as avoid any pre-approved time off or availability. The video below will cover the entire process once all settings have been configured. The remaining guide will cover all levels of access guides to ensure settings within the system and on the employees are in place to ensure the system can work as automated as possible.

 

 Level Of Access Overview 

When working with Advanced Scheduling, there will be 3-4 levels of access users that will be involved in the build of the system, the employee settings, and creating schedules. The User Definitions are listed below with functionality typically granted. Any functionality with an * indicates that the function is dependent on if this is a feature your company has decided to use or not.

Company Administrator

  • Scheduler Set Up

    • Create/Edit Scheduler Settings

    • Add New Skills & Assign Skills to Cost Center

    • Assign Manager Permissions

    • Create/Edit Workload Template

  • Employee Maintenance

    • add Skills, Scheduled Cost Center, and Scheduler Profile to Employee

    • Update/Maintain Employee Availability

  • Schedule Creation

    • Create Schedule

    • Post Schedule

    • Un-post Schedule

    • Override Constraints

    • Post Open Shifts

  • Schedule Workflow after Post

    • Approve/Deny Swaps

    • Approve/Deny Request for Coverage (Drop Shifts)

    • Approve/Deny Availability Requests

    • Approve/Deny Open Shift Pick Up

 

 

Department Manager

  • Scheduler Set Up

    • Create/Edit Workload Template

  • Employee Maintenance

    • add Skills, Scheduled Cost Center, and Scheduler Profile to Employee

    • Update/Maintain Employee Availability

  • Schedule Creation

    • Create Schedule

    • Post Schedule

    • Un-post Schedule

    • Override Constraints

    • Post Open Shifts

  • Schedule Workflow after Post

    • Approve/Deny Swaps

    • Approve/Deny Request for Coverage (Drop Shifts)

    • Approve/Deny Availability Requests

    • Approve/Deny Open Shift Pick Up

 

Time Keeping & Scheduling Manager

  • Employee Maintenance

    • add Skills, Scheduled Cost Center, and Scheduler Profile to Employee

    • Update/Maintain Employee Availability

  • Schedule Creation

    • Create Schedule

    • Post Schedule

    • Un-post Schedule

    • Override Constraints

    • Post Open Shifts

  • Schedule Workflow after Post

    • Approve/Deny Swaps

    • Approve/Deny Request for Coverage (Drop Shifts)

    • Approve/Deny Availability Requests

    • Approve/Deny Open Shift Pick Up

 

Employee

  • Employee Self Service

    • Request to Swap Shift with Peer(s)*

    • Request to Drop Shift to Peer(s)*

    • Request to add Availability/Preferences*

    • Pick Up Open Shifts*

    • View Team Schedule*

 

 

 

 Permissions: Assigning Manager & Proper Security Settings 

Completed by Company Administrator

In order to manage anything on the actual Schedule, a manager must have the proper security profile, have access to the team they oversee, and must be assigned to the "Managed Scheduled Cost Center". Below is an overview of all three steps to ensure your managers can start making schedules and editing skills, etc.

 

Security Profile:

 

When we set up your account to have access to Scheduling, we will usually edit a current TLM Manager Security profile to include Scheduling if the same person manages time schedules. If your company has only a scheduler, we may create a specific profile for you. Check with your Green Leaf rep to determine which profile to use.

 

To check on the manager's security profile, navigate to the employee record (Hamburger Menu > Team Tab> My Team > Employee Information - locate the manager, then "Profiles". Find the Profile titled "Security" and choose the appropriate profile to match, such as "TLM/Scheduling Manager".

 

Access to the Team "Groups"

Now to make sure this manager has access to the team they oversee, they must have access to the people. To check on this or to add, navigate to the Hamburger Menu > Gear Icon > Global Set Up > Groups > Edit

 

Look for the group that best fits this manager. For example, if they oversee the entire department, you may look for the cost center by name or if they oversee everyone, choose the "All Company Employee" group. Choose the pencil next to the group. Then choose "View Group Permissions"

 

Once there, you can see current managers to the left as seen below or you can add a new manager by choosing "Add Manager". Once you add a manager, don't forget to check off which tasks they can do for that group. This will affect what they see in the employees when they operate in the system.

 

 

Below is the window that appears when you "Add Manager". Choose the manager then check all boxes that apply.