Editing Employee Shifts

SchedulePro gives you many options for editing the schedule of an individual employee.  This is useful if you want to edit the shift an employee is working on a certain day, give him/her an extra shift, find a shift for him/her to work, and more.

How to get there:

Go to your published or unpublished schedule, choose an employee whose schedule you want to edit, and then click on one of the cells in that employee’s row of the calendar.

In this article:

1) Edit Shift

2) Add Shift/Leave

3) Trade Shifts

4) Find Open Shift

5) Copy Assignment

6) Quick Edit

Edit Shift

Sometimes, instead of approaching it from the perspective of filling specific requirements by adding and removing employees, you’ll want to change the schedule for a specific employee independent of your requirements. SchedulePro lets you do this from the schedule view under the Employees section.

How to Open the Edit Shift Window

If you go to the employee row and click on the cell for any day, it will bring up the Edit Shift window, where you can edit the details of that employee’s schedule on that day.

The calendar at the top lets you quickly navigate between the nearby days on the selected employee’s schedule which is very convenient if you’re making changes to multiple days for the same employee: you don't need to go back to the previous page to edit another day/s for the same employee.

Row of Action Buttons

Use the action buttons below the calendar to perform tasks:

  • Save – Save any changes you’ve made to the current shift.
  • Add Shift/Leave – If the employee already has a shift on the selected date, you can add another shift or a leave which also starts on that day (see the Adding another Shift/Leave section).
  • Trade Shift – See our article on shift trades
  • Find Open Shift – See the Find Open Shift section.
  • Close – Closes the Edit Shift window.
The Scheduled Hours Section

The Scheduled Hours section lets you edit the details of the current shift:

You can change the following:

  • Position – Lets you choose from among the employee’s primary and secondary positions.
  • Location – Lets you choose from among the employee’s primary and secondary locations.
  • Shift/Leave – Lets you choose from among all your organization’s shift and leave codes, or create an ad-hoc shift.
  • Start Time – Changes the start time for the selected shift/leave. The two buttons to the right of the text field open pop-ups that let you quickly choose the date (calendar icon) and time (clock icon).
  • End Time – Changes the end time for the selected shift/leave.

You can also choose to send a notification of the changes you’ve made to the employee. 

Once you’ve made your changes, make sure to hit the “Save” button for them to take effect.

The Payable Hours Section

The Payable Hours section lets you edit payroll details for the current shift:

You can set the following:

  • Reg Hrs – Regular or straight-time (paid) hours contained in this shift/leave. This may differ from the period between start time and end time if the shift contains unpaid breaks.
  • OT Hrs – Overtime hours contained in this shift/leave.
  • Multp – Sets the OT Multiplier. This determines by what factor the OT hours are converted to straight-time hours on your payroll reports.

Finally, at the bottom of the Edit Shift window, you can:

  • Enter a work reason.
  • Enter Notes for Employee – These notes will be visible to the employee on his or her schedule.
  • Enter Scheduler Comments – These notes are only visible to schedulers when they view the Edit Shift window.
  • Copy the assignment – See the Copy Assignments section.

Add Shift/Leave

The Edit Shift window also lets you give an employee a new assignment on a day where there’s already a shift or leave scheduled.  To do this, click on the “Add Shift/Leave” button under the calendar near the top of the page. This will open the New Shift/Leave dialog.

Here, you can choose the shift/leave you want to add, choose from the employee’s positions and locations, and enter start/end times and payroll data.  Once you’ve finished, click “OK”.  The New Shift/Leave dialog will close, taking you back to the Edit Shift window, where you’ll see the new shift/leave added to a table of existing assignments right under the calendar:

Trade Shifts

You can also use the Edit Shift window to perform a manual shift trade.

Find Open Shift

To help you find a new assignment for an employee, you can use the “Find Open Shift” button on the Edit Shift window.  This is useful in cases where you have an employee who needs work on a certain day, but you don’t know where he or she could fit into the schedule.  SchedulePro will find open requirements the employee is eligible to work and let you choose from among them.

Clicking on the “Find Open Shift” button takes you to the Shift Assignment window.  If there are any open requirements the employee is eligible to work, they’ll be displayed in a table:

Assigned Employees – Lists the names of any employees already scheduled to work

Required Skills – Lists any required skills for this requirement

Shift Date – Shows the date and times of the requirement

Shift, POS, and LOC – Shows the shift, position, and location codes of the requirement

ST Hrs – Shows the total paid hours included in the shift (as defined in the shift code)

Required, Scheduled, and Needed – Number of employees required, scheduled, and needed

Added – Displays a checkmark if this was an ad-hoc requirement

Scheduler Comments – Shows any comments about the shift

Notes for Employee - Shows comments for the employee to see about the shift

Rule Results – Shows the rule results for this employee

Action – Lets you assign or reassign the employee to this shift (clicking Reassign will replace the employee's existing shift)

Note: you can also use the text fields under the “Shift”, “POS”, and “LOC” column headings to search the list of open requirements for specific shifts, positions, and locations (you must hit enter for a filter to take effect).

Once you've found the shift you want and chosen an action, you’ll be returned to the Edit Shift window, which will now display (and allow you to edit) the details of the new assignment.

Copy Assignments

The Copy Assignment section at the very bottom of the Edit Shift window lets you clone the currently-selected shift onto any number of other days in the schedule.  Note that you cannot copy assignments from an unpublished schedule into a published schedule or vice versa.

To copy an assignment, open the Copy Assignment section and use the calendar on the left to choose the days onto which you want to copy the assignment.

Once you’ve chosen the days onto which you want to copy the assignment, you have to decide whether you want to have the shift replace existing assignments the employee has on those days.  By default, the copied shift/leave is added on top of any shifts/leaves for which the employee is already scheduled. If you want to remove those shifts/leaves instead, check the “Replace existing assignments on selected dates” box.

(To illustrate: if you’re copying a 2-8 PM shift from a Tuesday onto a Thursday, and the employee is already working a 6-11 AM shift on Thursday, by default the employee would end up assigned to both shifts. If you checked the “Replace existing assignments on selected dates” box, though, the 6-11 AM shift would be removed.)

Then, before you can copy the assignment, you have to check to make sure copying the assignment wouldn’t cause a work conflict or rule failure. Hit the “Check” button.  If there’s a problem with copying the assignment onto the desired dates, you’ll see a failure message explaining why:

Similarly, you’ll see a warning if copying the assignment would cause overtime.

However, if there are no conflicts or rule failures, the “Check” button will now say “Copy Assignment”.  Click this button to go through with copying the assignment onto the selected dates.­

The copied assignment will now appear on the employee's schedule/Edit Shift window on those days.

Quick Edit

The Quick Edit function allows a user to make quick changes to an employee’s triplet (Position, Location, Shift) from the schedule view. Locate the triplet you need to edit and right click that assignment next to the relevant employee.

 

When editing to a different position or location, the list will be restricted to the secondary positions and locations available to that employee. When you are finished making your edits, press the ‘Save’ button.

After making a quick edit that triggers a warning or violation, a message will appear. Click advanced for more details about the warning or violation you are triggering. It is important to check these violations after you receive the warning. Unlike Candidate Finder, Quick Edit does not warn you, or put-up barriers to prevent you from overriding violations. If you usually require a justification for breaking a work rule, SchedulePro will not force you to provide a justification when breaking a rule with Quick Edit, but the onus is on you to provide proper justification in the Edit Shift window.


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