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.

 

Assigning the Cost Center to the Manager  


  

In order for the manager to have the right to add skills to employees or edit workload templates (beyond security to this data), they must also have the Cost Center assigned to them in their employee record. To do this, you can do it by Mass Edit, or you can add it manually.

 

Manually: Hamburger Menu > Team Icon > My Team > Employee Information - locate the employee, open the employee record and locate the "Managed Scheduled Cost Centers" widget. Add the cost centers by choosing the ellipses and "Add Cost Centers".

 

 

 

 

 

 

 

 

 Scheduler Settings - "Adding a New Location "

Completed by Company Administrator

  Scheduler  Settings   

Typically during initial Advanced Scheduling Implementation, Green Leaf would have set up any current locations you have with a Scheduler Setting. The Setting tells the system, which locations or departments to include in the schedule, how many days are part of the cycle, what time zone the schedule is in, and any budget related rules. The only time a Company Admin would need to make any changes to Scheduler Settings is if a new location is being added. In this case, please do the following:

Navigate to the Hamburger Menu > Settings Tab> Scheduler Set Up > Schedule Settings.

Once there you'll see all current settings present. Click the "Copy" icon.

Once the Settings have been copied, click the pencil next to the Copy of the settings.

Update all areas marked in RED below.

  • Name: Update as the name of the location being added.

  • Time Zone: Update according to the new location, if needed

  • Employees Scheduled: Click into the people icon to update the filter to the appropriate location. If you do not see the option of location filter, please reach out to your Green Leaf Advanced Scheduler Rep to assist.

  • Posting Workflow: Please reach out to your Green Leaf Advanced Scheduler Rep to assist in creating a workflow for the new location.

  • Use Cost Centers for Scheduler: Add the Cost Center that should be used in the new location (typically this is one location but can be more depending on how you have your scheduler settings set up)

 

All settings on the right can remain as is. Now that the new location settings are in place, the next steps would be to create skills or if the skills currently in the system will apply to the new location, skip the Skills step and add the skills to the Cost Center where the skills should be worked. Then create a Workload and this location will be ready to be scheduled.

 

 Skills & Cost Centers 

Completed by Company Administrator

 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 a single employee; the skill they are working in will be listed in the schedule. 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.

Navigate to your Cost Centers: Hamburger Menu > Settings Tab > Global Set Up > Cost Centers

Typically all companies have a Department, Worksite, and Delivery Cost Center set up. Choose the Pencil next to the Worksite Cost Center. When you think of Cost Centers in relation to scheduling, think of them as the "where" would an employee be working.

 

 

 

 

 

Once in the Cost Centers, choose the cost center that would need Skills assigned, and add the Skill or Skills as seen below. If your Cost Center Tree has multiple layers, you may add Skills to each layer.

 

CAUTION - DO NOT UPDATE ANY ADDRESSES ON COST CENTERS! 

The address on the worksite dictate how employees are taxed. Please do not make any address changes without Green Leaf being involved.

 

 

   

 Workload Templates 

Completed by Company Admin, Department Manager, and sometimes Time Keeping Manager

In order to maintain current templates navigate to the Hamburger Menu,> Settings Tab > Scheduler Set Up > Workload Templates

 

If current Workload Templates are already created you may want to make Edits. If you need to create a new template from scratch, skip down to the "Add New" steps.

 

Edit Current Workload Templates

From here,  you can click into the pencil to add or edit existing shifts that are part of your current template.

 

 

 

Then you can add rows by clicking "add row",  edit existing by overriding the current data, or delete by clicking the x next to the line.

 

Add New Workload Template

 

If you'd like to create a completely new template from scratch rather than clicking the pencil icon on the Workload Template Screen - choose "Add New". Then came the Workload Template accordingly, such as "Retail". Below, enter the information accordingly to build your Workload Template.  How to Create a Workload Template

 

https://drive.google.com/file/d/1gJIgT_NMa4ysUAcIrNQYtNh9b6Pp9zua/view

 

 

How to Create a Workload Template Import

 

Please see the below video on how to create a template to import directly into the system, rather than manually create. The document referenced in the video is attached to the article. Please provide the finished product to your implementation specialist or upload it to the "Workload Template Import" section in the system.

 

 Employee Maintenance 

Completed by Company Admin, Department Manager, or Time Keeping Manager

In order for the Scheduler to work properly you need 3 main factors assigned to the employees. You need them to have a Skill(s) assigned, they need to have a Scheduled Cost Center (different than Default Cost Center), and they must have a Scheduler Profile assigned. During the implementation of the Schedule, we would assist in assigning the Skills, Profiles, and Cost Centers, but moving forward, all new hires and current employees would be maintained manually or at the time of hire.

Add notes about the report to reference

 Assigning  Skills  

Skills

 

To locate the Skills and Scheduled Cost Centers navigate the employee record. The navigation path is Hamburger Menu > Team Icon > My Team > Employee Information > Click on the employee info icon.

Once in the record, locate the Time Keeping & Scheduling tab.

 

Once there, you will see the Jump To box to choose Skill or Scheduled Cost Center.

 

 

Then to add a Skill - choose the +Add option. If you need to add new Skills to the Company the "Define Skills" button will take you to the Skills setup. (Keep in mind that adding Skills would also need to be added to the templates if applicable)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

If the employee has more than 1 skill, you may want to mark the main skill as primary. Note there is also the option to add years and skill levels. Both options are for reporting purposes only. If employees need to be scheduled more often than others due to seniority, etc. that would be determined in the employee's Scheduler Profile. If an employee has a skill they need to be assigned but rarely works that particular skill, then the skill would be marked as "Float".

 

 Assigning  Scheduler Profile  

In order for the employees to be scheduled, the employees must also have a "Scheduler Profile" assigned to them. This profile would have been built to determine rules that apply to this employee, such as how many hours the employee can work in a day, or week, etc.

 

To apply the profile to the employee, navigate to the employee info screen, then open up the employee's record. Navigate to the profiles section of the account profile. Typically the profiles will be named based on the rules such as "Full-Time" or "Part-Time" to help ensure ease of choosing the proper option.

 

Both the Scheduled Cost Center and Skills can be added to Defaults for Jobs if they will always be consistent. Be sure to check out the article on adding Jobs if you'd like to learn more.

 

 Assigning Scheduled Cost Center 

 

 

To add the  Scheduled Cost Center, choose the ellipses in the Scheduled Cost Center tile, then choose "Add Cost Centers". Choose which is applicable.

 

 

 Assigning  Availability/Preferences  

In order for an employee to update availability, we must first give the employee access to do so. If any of the screens below are not visible to your employees, it would mean we need to update the employee ESS section in the security profile to allow "Work Time Availability" and "Work Time Preferences".

 

If this is already active, the employee would navigate to the Hamburger Menu > Single Person Icon > My Schedule > Availability Preferences

 

 

Once the day is clicked on the calendar, the options become available on the right.

You can choose more than one day at a time if the preferences would be the same.

 

 

Once the day/date is chosen then and the pencil for Availability or Preferences is clicked, the screen below will appear - here there is the option to choose from the blue drop-down of available/not available, etc. The drop-down will determine if a time frame is to be added or if you chose "full day" the time will disappear. Make your choices then "Apply" The same process would apply to"Preferences"

 

 

After the criteria have been selected, the calendar will reflect the choices as seen below. To make any adjustments to the Date, click on the date.

 

 

To see existing preferences or to delete them choose "Existing Availability/Preferences"

 

 

 

Here you can see all that you have listed and delete any that is no longer applicable.

 

 

Depending on the workflow, a manager may or may not have to approve these "Preferences".

 

 

 

 Creating Schedules 

Completed by Company Admin, Department Manager or Time Keeping Manager

 Creating Schedule 

When creating a schedule, there are a few options such as manually creating the schedule, utilizing a pre-made template (workload template), and/or templates related to POS System data, etc. All options are found in the Advanced Scheduling Tool. Below all options are explained.

 

To create a schedule, first, navigate to Hamburger Menu > Team Icon > Schedule > Advanced Scheduling > Schedules - based on what criteria you will be using, follow one of the 3 options below.

 

When using a Template:

  1. Add New

  1. Choose the "Base Setting" (these are the rules or budget created for you and can be edited via gear icon > scheduler settings > schedule settings - refer to the article for more info)

  1. Enter the Start Date (usually the first day of the week)