Getting Started with Advanced Scheduler

Green Leaf’s Elevated Platform  

Welcome to Advanced Scheduling  

Advanced Scheduling helps you create, manage, and publish employee schedules by matching employee availability, skills, and location needs with your staffing requirements.

Getting started with Advanced Scheduling involves three key phases:

1. Prepare Your Team  

Assign employee scheduling information, including Skills, Scheduled Cost Centers, Scheduler Profiles, and employee availability & preferences.

2. Build Your Schedule  

Create a Workload Template (optional but recommended), generate shifts, and assign employees based on your staffing needs.

3. Publish Your Schedule  

Review your schedule, make adjustments, and post it for employees to view.

Follow the steps in this guide to complete each phase.

Step 1: Prepare Your Team for Advanced Scheduling  

Before employees can be scheduled using Advanced Scheduler, the following scheduling assignments must be completed for each employee.

Required Employee Assignments  

Skills  

Skills identify the type of work an employee is qualified to perform. Employees can have multiple skills assigned. In many organizations, a skill matches the employee's job title (for example, Cashier, Inventory, or Manager), but it does not have to. Skills help ensure employees are scheduled for work they are qualified to perform.

Scheduled Cost Centers  

Scheduled Cost Centers identify the location or department where an employee can be scheduled to work. Employees can have multiple scheduled cost centers assigned if they work in more than one location or department.

Scheduler Profile  

The Scheduler Profile defines an employee's scheduling rules, such as whether they are Full-Time or Part-Time. Each employee can be assigned only one Scheduler Profile.

Remember: Before an employee can be scheduled, they must have the appropriate Skill, Scheduled Cost Center, and Scheduler Profile assigned. Think of it as:

• Skills = What they can do

• Scheduled Cost Centers = Where they can work

• Scheduler Profile = How they can be scheduled

Additional Requirement for Schedule Managers  

Users who create or manage schedules for a location must also have:

Managed Scheduled Cost Center  

The location(s) the manager is responsible for scheduling. Managers can have multiple managed scheduled cost centers assigned.

Full Guide: Managed Scheduled Cost Center Assignment (Adv. Scheduler)

Verify Employee Assignments  

Use the Advanced Scheduling Employee Audit report found under the Employee Roster widget to verify that all required assignments have been completed.

Navigation Path:
Main Menu > Team > Employee Information > Advanced Scheduling Employee Audit (drop-down menu)

Full Guide: Advanced Scheduler Employee Audit

For more information on assigning Skills, Scheduled Cost Centers, and Scheduler Profiles, refer to the guides below:

Employee Maintenance Guide

Mass Skill Assignment Using the New Experience Interface (Adv. Scheduler)

How to Mass Edit Employee Scheduler Assignments in the New Experience (Adv. Scheduler)

Step 2: Review Employee Availability and Preferences  

Before creating your schedule, review and update employee availability and scheduling preferences.

These settings help Advanced Scheduling understand when employees can work and what scheduling considerations should be taken into account when assigning shifts.

Confirm that employee information is accurate for:

• Availability – The days and times the employee is available to work.

• Preferences – Employee scheduling preferences, such as preferred shifts, days, or scheduling requests.

Keeping employee availability and preferences updated helps improve scheduling accuracy and ensures employees are assigned shifts that align with their availability.

Navigation Path:
Main Menu > My Team > Schedule > Advanced Scheduling > Employee Availability and Preferences

Full Guide: Managing Employee Availability & Preferences (Adv. Scheduler)

Step 3: Create a Workload Template  

Creating a Workload Template is optional but highly recommended.

A Workload Template helps Advanced Scheduling understand your location’s recurring staffing needs. It is recommended that you add any recurring shifts or coverage requirements that repeat from week to week.

Your Workload Template serves as the foundation for your schedule. It tells the system how much coverage is needed each day and defines your minimum staffing requirements.

Once created, your Workload Template can be used to quickly generate open shifts when building future schedules.

Additional shifts can always be added directly from the Schedules page as needed.

Important  

Changes made directly to shifts from the Schedules page only affect that specific schedule. They will not update the original Workload Template. To permanently update your recurring staffing requirements, make changes from the Workload Templates page.

Full Guide: Maintaining & Adding Workload Templates (Adv. Scheduler)

Example Workload Template

Step 4: Create and Assign Your Schedule  

Navigation Path:
Main Menu > My Team > Schedule > Advanced Scheduling > Schedules

Create a New Schedule  

1. Select Add New in the top-right corner.

2. Choose the base settings for the location you are creating a schedule for.

3. Select the schedule Start Date, making sure it matches the first day of your scheduling period (for example, if your schedules run Sunday–Saturday, select a Sunday as the start date).

4. Select Save.

Once you have created a schedule that is similar to a future schedule you need to create, you can use the Clone option to copy the existing schedule and make any necessary updates before posting.

Import Your Workload Template  

1. Select Import Workload Template.

2. Choose the Workload Template for the location you are scheduling.

3. Select Generate Shifts for Open Coverage.

This converts the Workload Template into open shifts that can be assigned to employees.

Assign Shifts  

Switch to Week View to review your schedule.

The imported open shifts will appear in the left-hand Open Shifts panel.

If the shifts do not appear:

• Confirm that you selected Generate Shifts for Open Coverage.

• Refresh the schedule view if needed.

You can assign shifts using automatic assignment or manual assignment.

Automatic Shift Assignment  

To automatically assign shifts:

1. Select the three-dot ellipsis (...) above the schedule calendar.

2. Select Assign Shifts.

After shifts are assigned, you can make additional adjustments using:

• Drag and drop

• Manage Shift

• Manual shift adjustments

You can also make manual adjustments first and then auto-assign remaining open shifts.

Manual Shift Assignment  

You can assign shifts manually using the following options:

Assign from the Open Shifts Panel  

1. Select the open shift.

2. Choose Assign Employee.

Assign from the Schedule Roster  

1. Hover over the day on the employee's schedule row.

2. Select the + (plus) icon.

3. Review the list of open shifts the employee is qualified to work.

4. Select the shift you want to assign to the employee.

Add a Shift Manually  

1. Select the three-dot ellipsis (...) above the schedule calendar.

2. Choose the option to add a new shift.

Assign Qualified Open Shifts to an Employee

1. Select the employee's name on the schedule roster.

2. Click Load Qualified Open Shifts.

3. Select the shift you want to assign.

4. Click Assign Employee.

5. Repeat these steps until the employee's schedule is complete, then click Close.

Common Manual Adjustments  

You can make the following changes to shifts:

• Drag and drop shifts

• Copy a shift

• Freeze a shift

• Delete a shift

• Manage a shift

Manage a Shift  

Select the shift and choose Manage Shift to update:

• Shift start time

• Shift end time

• Scheduled Cost Center

• Skill assignment

• Assigned employee

• Split the shift using the three-dot ellipsis (...)

Step 5: Post Your Schedule  

Once your schedule is complete:

1. Select the three-dot ellipsis (...) above the schedule calendar.

2. Choose Post Schedule.

Posting the schedule typically notifies employees that their schedule is available to view.

If there are any schedule violations, warnings, or errors on the roster, the system will notify you before the schedule is posted. Review and resolve these issues as needed before publishing the schedule for your team.

Depending on your company's configuration, employees may also be able to complete scheduling actions such as:

• Swapping shifts

• Dropping shifts

• Requesting coverage

• Picking up open shifts

Employee schedule actions typically require manager approval unless your organization's settings allow otherwise.

Advanced Scheduling Complete  

Your Advanced Scheduling setup is now complete. Continue reviewing employee availability, staffing needs, employee scheduler assignments, and schedule changes regularly to maintain accurate coverage.