Scheduler - Empower Employee Shift Planning

Scheduler Inquiry Overview

The Scheduler function within SapphireOne PayRoll/HR Roster menu provides a user friendly calendar facility for managing, modifying and publishing your employee roster.

The Scheduler Inquiry is directly linked to the Roster Page in an Employee Inquiry. 

Across the top of the Scheduler screen there are a number of menus allowing the user to alter what is viewed and the time periods that are displayed.

• Location – If multiple locations are set up for employee’s, the location drop-down menu may be used to select the employees on an area or location by location basis. 
• View – The View Drop-Down menu has a number of viewing options for the user. These options alter the way that the data is displayed on the chart. There are 3 area or location options and also Employee by Day and Fortnight. 
• Date – The Date selection menu is directly linked to the View drop-down menu. This may be altered with the use of the drop-down menu or the < or > keys on a week or two-week basis, depending on the selection made in the View drop-down menu. 
• Fill Shifts – Selecting the Fill Shifts button will cause the display of the pop-up menu with the options to fill the shifts as follows:
  • Fill Empty Shifts with Open Status
  • Fill Shifts with Lowest Cost
  • Fill Shifts with Even Employee Hours
  • Copy Shifts from Last Week
• Actions – Selecting the Actions button will cause the display of the menu with the options to Reload or update the scheduler, and to Publish all scheduled shifts. 

How to Enter a New Roster Entry

To set up a new roster entry simply left mouse click on the cell that is the correct date. SapphireOne will display the small pop up with the date, greyed out, with the New Shift option available. Select the New Shift option to open the below screen and create a new roster entry.

• Date – The date and all above it will be automatically entered by SapphireOne, although the day may be altered if required. 
• Start and Finish Time – Enter in a start time and a Finish time using the drop-down menus. 
• Qty – The Qty or Quantity is in hours to the second decimal place. It is calculated by SapphireOne from the selection made in the Start and Finish times as entered, although this may be altered if required. 
• Break – The Break time if entered is in Minutes, and SapphireOne will then recalculate the Qty in hours to the second decimal place. 8:30 AM to 5:00 PM is 8.5 hours. Less a 30 minute or .5 hour break leaves 8.00 hours and .5 hours or 30 minutes for the break. 
• Select the Green Tick to save the newly created roster entry. The roster entry will now be displayed as Scheduled.

Publishing a Roster Entry

Once the user is ready to publish a roster entry, they can left click on the Scheduled cell. The pop-up will display the name of the employee and the date of the shift with the following options:

• Edit – The option to Edit the shift. 
• Publish – The option to Publish the shift. 
• Work – The option to alter the shift to Work or worked is greyed out, not active. 
• Delete – And finally, the option to Delete the shift. 

Selecting anywhere within the table with the right mouse button will result in a context menu with the following options:

• Copy – Copy the calendar view to your clipboard for paying into another document.
• Save as – Save the calendar view to one of an extensive list of available image formats.
• Display Format – Change the presentation of the selected cell.

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