Basic Scheduling Overview & Setup

What is Basic Scheduling?

Basic Scheduling is an efficient tool designed for organizations with employees who work regular, fixed shifts on a weekly, bi-weekly, or monthly cycle. It enables you to create recurring schedules that automatically reset at the end of each cycle, ensuring consistent shift assignments with minimal manual effort—aside from occasional one-offs.

This is accomplished by assigning Work Schedule Profiles to employees, which define their shifts using Daily Rules (shift start and end times). For additional flexibility, you can also manually assign shifts each week, giving you full control to adjust the schedule based on employee availability or changing business needs.

Please note that this guide may not cover every possible scenario, and some features may not be visible depending on your company’s specific configuration. If you have any questions regarding Basic Scheduling or the functionality of specific features, please contact your assigned specialist for further assistance.

Option #1: Manual Shift Assignment

1. Navigate to: Main Menu (☰) > Team tab > Schedule icon > Basic Scheduling > Schedules

2. There are two ways to make manual assignments:

1. Assign individually: Select the day on the schedule roster where you'd like to assign a shift.

2. Assign multiple shifts at once: Select the checkbox next to the team member(s), then use the "Add," "Replace," or "Remove Schedules" options in the top-right corner.

Please see below for step-by-step directions.

Assigning Individually

1. Select a day on the schedule roster calendar where you want to assign a shift.

2. A dialog box will appear prompting you to select a Shift Type.

3. Choose the desired Daily Rule (shift start/end time) for the employee, or select “Fixed” to create a new shift, then click “Save.”

1. If creating a new shift, consider adding a new “Daily Rule” if it will be used frequently. Once created, the new Daily Rule will be available in the drop-down menu.

4. Repeat this process as needed until all team members have been assigned a schedule.

5. Note: Your team will be able to see their assigned shift immediately on the schedule roster page.

Assigning Multiple Shifts at Once

1. Select the checkbox next to the team member(s) to enable the "Add," "Replace," or "Remove Schedules" options in the top-right corner.

2. A dialog box will appear prompting you to select a Shift Type and the days of the week these shifts will be assigned.

3. Choose the desired Daily Rule (shift start/end time) for the team member or select “Fixed” to create a new shift, then click “Save.”

1. If creating a new shift, consider adding a new “Daily Rule” if it will be used frequently. Once created, the new Daily Rule will be available in the drop-down menu.

4. Repeat this process as needed until all team members have been assigned a schedule.

5. Note: Your team will be able to see their assigned shift immediately on the schedule roster page.

Option #2: Assign Work Schedule Profiles with Daily Rules (Ideal for Consistent Schedules)

There are five essential steps to complete:

1. Create Daily Rules

2. Create Work Schedule Profiles

3. Assign Work Schedule Profiles to Employees

4. Generate Schedules

5. View Your Schedule and Make One-Off Changes as Needed

Step 1: Create Daily Rules

Daily Rules define the start and end times for shifts that need to be scheduled.

Example: If employees are required to work from 9:00 AM to 5:00 PM every day, you only need to create one Daily Rule for that specific time period.

1. Navigate to: Main Menu (☰) > Settings tab > Profiles/Policies > Schedules > Daily Rules > New Daily Work Schedule

2. Name the Daily Rule

The name should reflect the shift’s start and stop times.

1. Example: 9:00 AM - 5:00 PM

1. Description (optional)

Add a description to provide additional details about the Daily Rule, if necessary.

4. Active (required)

Ensure the “Active” checkbox is checked to enable the Daily Rule.

5. Schedule Type (required)

Choose between Fixed, Free Flow, or Floating.

1. Fixed: Set a specific start and end time for the shift (recommended).

2. Free Flow: Set a fixed number of hours for the shift without specifying exact start or end times.

3. Floating: Define a time range for the shift start time, along with the required total hours.

1. Lunches (optional)

If lunch breaks need to be enabled, select "Yes" from the drop-down menu, then input the requested information. If this option is unavailable, please contact your assigned Green Leaf Specialist.

7. Color (optional)

Select a color to represent the shift on the schedule calendar.

8. Save

Select 'Save' in the top right corner.

Step 2: Create Work Schedule Profiles Using the Daily Rules

Work Schedule Profiles define the ongoing schedules for individual employees. These profiles can be reused for multiple employees who share the same schedule. New profiles are created only when there are variations in schedule type, days worked, or shift times compared to existing profiles. You can also create generic profiles that only include the days of the week and shift times, without specifying employee roles or other details, providing greater flexibility.

1. Navigate to: Main Menu (☰) > Settings tab > Profiles/Policies > Schedules > Work Schedules > New Work Schedule Profile

2. Name & Description

Each profile should clearly specify the type of schedule (e.g., "Inventory"), the days of the week (e.g., Monday - Friday), and the shift times (e.g., 9:00 AM - 5:00 PM). It's essential to maintain a consistent naming convention when creating profiles. When assigning a Work Schedule Profile to an employee, you will only be able to view the name and description—none of the detailed schedule information (such as shift times or days of the week) will be visible. Therefore, an organized naming system will help you quickly identify the correct profile and ensure smooth scheduling for your entire team.

3. Pull in Daily Rules

Use the drop-down menu to search for the Daily Rules you created. Assign one to each day the team member will be working, ensuring it matches the information in the name and/or description.

4. Save

Select 'Save' in the top right corner.

Step 3: Assign Work Schedule Profiles to Your Team

1. Navigate to: Main Menu (☰) > Team tab > Schedule icon > Basic Scheduling > Generate Schedules > Employee Information icon

2. Time Keeping & Scheduling Tab

Navigate to the Time Keeping & Scheduling tab.

3. Expand Profiles Panel

On the right side, expand the Profiles panel.

4. Find Work Schedule Section

Scroll down to the last option, labeled Work Schedule, and click the magnifying glass icon to view available Work Schedule Profiles.

5. Choose a Work Schedule Profile

Choose a profile, then click Save in the top-right corner.

6. Back Button

Select the back button and continue the above steps until all team members are assigned a Work Schedule Profile.

Step 4: Generate Schedules

After assigning the Work Schedule Profiles, you can generate schedules based on these profiles.

1. Select Checkboxes

Select the checkbox next to the employee(s) whose schedule you would like to generate.

1. TIP: If employees are assigned different Work Schedule Profiles, you can still generate schedules for them all at once. Simply leave the "Work Schedule" field blank when prompted, and the system will use the default assignment.

2. Any users who are not assigned a Work Schedule Profile will not have an assignment in the last column "Work Schedule".

1. Enable the Generate Schedules Button
   Once you've selected the desired employees, the "Generate Schedules" button will appear in the top right-hand corner. Click this to proceed.

2. Enter Schedule Details
   A dialog box will appear, prompting you to enter the following information:

• From Date (optional): Choose the start date for the schedules.

• To Date (required): Select the end date for the schedules.

• Work Schedule (optional): Leave this field blank unless you're generating schedules for a profile other than the default one.

• Override Existing Schedule Entries: Select this checkbox if you want to override any existing schedules for the selected dates. This will only affect the date range you've chosen.

Step 5: View Your Schedule & Make One-off Changes as Needed

1. Navigate to: Main Menu (☰) > Team tab > Schedule icon > Basic Scheduling > Schedules

2. You will see the schedules you just created, which will continue through the end date you selected on the Generate Schedules page.

3. To confirm the schedule, use the arrows above the calendar to toggle between weeks, or click the calendar icon to select a specific date.

4. From here, you can make any necessary adjustments by following the steps in the Option #1: Manual Shift Assignment section at the top of this article.