Employee Scheduler

Employee Scheduler

Overview

The FTx POS Employee Scheduler is a scheduling tool that assigns work shifts based on the store's operational hours, ensuring proper workforce management.
  1. Employees receive schedule notifications three days in advance, allowing smooth store operations without disruptions.
  1. Scheduling can be done up to three days ahead, giving employees ample time to plan their shifts.
  1. Once employees clock in on the POS, they can conveniently view their assigned schedules directly on the POS screen.
This article includes detailed steps on configuring the scheduler, creating schedules, and managing employee shifts efficiently.

POS Scheduler Settings

Each location should have specific "Scheduler Settings" before you create an employee schedule via Employee Scheduler.
See Figure 0.0 below.

                                                                                     Figure 0.0
Fields Description:

  • Starting Day of the Week: Select the store's starting day from the drop-down list.

  • Prevent Employee Punch-In When Not Scheduled:

    • When set to YES: Prevents employees from punching in outside their scheduled hours.

    • When set to NO: Allows employees to punch in regardless of the schedule.

  • Part-Time Hours: Defines the expected work hours for part-time employees at a specific store location.

  • Full-Time OT Hours: Sets the maximum overtime hours a full-time employee can work.

  • Full-Time Salary Hours: Specifies the maximum full-time salary hours for a store location.

  • Max Part-Time Hours Per Week: Sets the maximum allowable part-time hours per week for a store location.

  • # Of Weeks to Average Part-Time Hours: Select the number of weeks to calculate the average part-time hours from the drop-down list.

Reaching the Employee Scheduler

To reach the "Employee Scheduler," follow the below steps:
  1. Step 1: Log into Control Center
  2. Step 2: Choose Scheduler
  3. Step 3: Choose Employee Scheduler
By clicking "Employee Scheduler," you can see its page. 
On the Employee Scheduler page, you will see all the created weekly periods, and the current week will be highlighted with a red bar. 
                                                                                                                                                                                        Figure 0.1
  1. Once you click on the time period (weekly period) as highlighted in Figure 0.1, it will show the list of your store locations to which you can schedule employees as per their availability in the selected weekly period.         
                                                                                                                                                       Figure 0.2
  1. Or you can filter locations by location group. Select the location group as highlighted in Figure 0.3.

                                                                    Figure 0.3
  1. For instance, if you have selected "Oneonta," it will redirect you to the schedules created for employees for the Oneonta location as highlighted in Figure 0.4. 

                                                                        Figure 0.4
  1. As depicted in Figure 0.4, the gray-colored part represents the non-working hours of the selected store location.
  2. The white area on the Employee Scheduler page shows the working hours of the selected store location.
Info
From this page, as highlighted in Figure 0.4, you can add the employee scheduler.

1. Adding a New Employee Schedule 

There are 3 ways to add an employee schedule:

1.1. From the "Day" Column

See Figure 1.1.0
  1. Click on the desired Day column in the unshaded area that depicts the functional/day/hours of the store location.
  2. The form, as highlighted in Figure 1.1.0, pops up on the employee scheduler screen.
  3. Fill in the information as below:
  1. Select Employee: This field lets you choose the employee name from the drop-down list. 
  2. Start Date: This field lets you choose the start date from the attached drop-down calendar to start the time period for the selected employee.
  3. Start Time: This field lets you choose the start time from the attached clock (as per the working hours of the store) for the employee schedule time period for the selected employee.
  4. End Date: This field lets you choose the start date from the attached drop-down calendar to start that employee schedule.
  5. End Time: This field lets you choose the end time from the attached clock for the employee schedule period for the selected employee.

                                                    Figure 1.1.0
  1. Click on "Apply" to create the add schedule for the employee. 

1.2. Drag-and-Drop Method

Notes
See Figure 1.2.0.

  1. Click the "Manage" button to open the Select Employee screen.

  2. Use the search bar to find the employee for whom the shift is being created.

  3. Once the employee is found and selected, click "Apply."


                                                          Figure 1.2.0
  1. After applying, the selected employee will appear under the Employees section on the Employee Scheduler page.
Notes
See Figure 1.2.1.

                      Figure 1.2.1
  1. Select an employee and drag to the desired Day column.

                                                                          Figure 1.2.2
  1. After drag-and-drop, the Day column shows the employee name and shift time highlighted in Blue.

                                                                                   Figure 1.2.3

  1. To adjust shift timings (increase or decrease):

    • Click on the employee's name in the Day column, then click and hold the shift's corner using the left mouse button. Drag it up or down to extend or reduce the shift duration.

    • Alternatively, click on the shift to open the Edit Schedule screen and modify the time, as shown in Figure 1.2.4.


                                                                               Figure 1.2.4
  1. Once edited, click on "Apply."

1.3. Add Schedule 

See Figure 1.3.0
  1. The easiest way to add an employee schedule is by clicking the "Add Schedule" button, as shown in Figure 1.3.0.

                                               Figure 1.3.0
  1. The form, as highlighted in Figure 1.3.1, pops up on the employee scheduler screen.

                                                       Figure 1.3.1

Enter the required information as outlined below:

  • Select Employee: Choose the employee’s name from the drop-down list.

  • Start Date: Select the start date from the drop-down calendar to define the schedule's beginning.

  • Start Time: Pick the start time from the attached clock (based on the store’s working hours) for the scheduled shift.

  • End Date: Select the end date from the drop-down calendar to define when the schedule ends.

  • End Time: Choose the end time from the attached clock for the shift duration.

After entering the details, click "Apply" to confirm and schedule the shift.

2. Other Functions on the Employee Scheduler Screen


                                                                         Figure 2.0
                                                                                        
Fields and Buttons:
Notes
Weekdays are the number of days that are there in the selected Date Range.

2.1.1. Back: Click this button to return to the previous page of the "Employee Scheduler" module.

2.1.2. Switch to Grid View: The "Employee Scheduler" module offers two view options: Calendar View (default) and Grid View. Calendar View is shown in Figure 2.0, while Grid View is highlighted in Figure 2.2.0. Users can switch between these views based on their preference.


                                                          Figure 2.2.0                                    
2.1.3. Print Schedule: This button will print and download the employee schedule in PDF format for hard copy purposes, explained below in detail.
2.1.4. Copy Schedule: This button will copy the currently opened schedule and will copy it to the same or other employee(s) explained below in detail.
2.1.5. Lock Scheduler: This button will lock the scheduler to avoid editing by anyone without access.
explained below in detail.
2.1.6. Add Scheduler: This button will add the shift schedule for the selected employee (explained above).
2.1.7. Save Changes: This button helps in saving the changes made.
NotesSee Figure 2.0
2.2.1: Time Period (←,→ ): Clicking these buttons will navigate one week back (backward arrow) or one week forward (forward arrow) from the selected employee schedule week.

                                         Figure 2.2.1.0
2.3. Settings: This button displays all the settings related to the employee scheduler.

                              Figure 2.3.0
2.3.1 Time Format: The time format is predefined while store locations are created; hence, it is disabled and can't be managed from the employee scheduler screen.
Notes
Locations >> Details >> Timezone

                                                                Figure 2.3.1.0
2.3.2. Accounting: This option presents the allotted time versus the scheduled time in Accounting Format {HH.MM, where a decimal (.) separates hours and minutes instead of the standard colon (:)}.
                                Figure 2.3.2.0
2.3.3. Total: This option displays the scheduled time/allotted time in standard time format (HH:MM:SS).
                 
                                                         Figure 2.3.3.0
               2.3.4. Location Settings: This button lets you define the location settings for the store location.

                                   Figure 2.3.4.0

  1. You can configure the text fields based on your requirements:

    • Minimum Staff: Define the minimum number of employees required at the store.

    • Pre-Opening Time: Set the time before the official store opening when employees should arrive. For example, if the store operates from 10:00 a.m. to 10:00 p.m. and this field is set to 15, 30, 45, or 60 minutes, the store will open accordingly before the scheduled time.

    • Post-Closing Time: Determine the additional time employees stay after the official closing. If the store operates from 10:00 a.m. to 10:00 p.m. and this field is set to 15, 30, 45, or 60 minutes, the store will remain open for that duration after closing.

    • Weekly Budget Hours (Suggest): It can be used to set the expected total working hours for an employee per week. Clicking the "Suggest" button provides system-recommended weekly budget hours.

  1. Once all fields are set, click "Save" to apply the changes.
2.3.5. Manage Scheduler Settings: This button lets you define the scheduler settings for the store location.

                                    Figure 2.3.5.0

  1. The options shown in Figure 2.3.5.0 are defined as follows:

    • Full-Time OT Hours: Specifies the overtime limit for full-time employees.

    • Full-Time Salary Hours: Defines the total salary hours for full-time employees.

    • Part-Time Hours: Specifies the standard working hours for part-time employees.

    • Max Part-Time Hours Per Week: Sets the maximum weekly hours a part-time employee can work.
Notes
See Figure 2.0
2.4. Manage Employees: Refer to Section 1.2 on the drag-and-drop method for details on this button's functionality.
NotesSee the bottom of Figure 2.0 above.
2.5.1 Reviewed Toggle: Once the work schedule is set for the employees, it will be reviewed by the corporate user or store manager. If reviewing is done, the toggle is set to YES. 

2.5.2 Add Notes: This button will help you add extra notes describing any changes made in the employee scheduler. 
Notes
See Figure 2.0
2.6. Undo/Redo: These buttons function as usual Undo/Redo buttons. The undo function is used to reverse a mistake, such as adding another employee to the wrong day. The redo function restores the immediately previous action.

InfoTo learn all about the Time Clock, Time Periods, and Employee Schedulers, please refer to the video linked: Employee Scheduler.

3. Copy Employee Schedule

Follow the steps mentioned below to copy the employee schedule:
  1. Click the “Copy Employee Schedule” button in Figure 3.0 to copy the schedule for another employee working at the same store.

                                                                           Figure 3.0

  1. The form shown in Figure 3.0 above will appear on your screen.

  2. The Location field remains unchanged and is disabled for editing.

  3. You can only select and copy a three-week weekly period from the drop-down list.

  4. The available options include:

    • The previous three-week period

    • The next three-week period

  5. The selected schedule can be copied to the desired three-week period in the future.

4. Printing Employee Schedule

  1. Click the “Printing Employee Schedule” button in Figure 2.0 above to print the employee schedule of the selected location. 
  1. Once you click on the button, the employee schedule report gets downloaded in PDF format as highlighted in Figure 4.1.

                                                                                                                                                                                                        Figure 4.1

5. Locking Employee Scheduler

  1. Click the “Lock Employee Scheduler” button in Figure 2.0 above to lock the employee schedule of the selected location.  
  2. A dialogue screen appears as highlighted in Figure 5.1. 

                                                             Figure 5.1

  1. Click on "Yes, Proceed" to lock the employee scheduler.

  2. A Success message will appear as confirmation.

                                           Figure 5.2

  1. Once locked, the employee scheduler cannot be edited unless you have the required permissions.

  2. Click OK to acknowledge the success of scheduler locking.

Notes
Add Schedule is explained above under "Other Functions on Employee Scheduler Screens."

6. Save Changes

  1. After configuring all settings and creating schedules:

    • If the entries meet the scheduler's criteria (as defined in Figure 2.0), you can save the changes.

    • If the entries do not meet the criteria, you have two options:

      • Review and adjust the entries.

      • Proceed with saving the changes anyway.


                                                      Figure 6.0

  1. Clicking the "Review Entries" button (see Figure 6.0) will take you to the previous page to review the entries.

  2. After reviewing, you can proceed with saving the entries.

  3. To skip the review and save the schedules immediately, click the "Proceed Anyway" button.

7. Viewing Employee Schedule on POS

When an employee clocks in, they will see the "View My Schedule" button. Clicking this button will open a two-week calendar displaying their assigned shift.

                                                                                 Figure 7.1

                                                                       Figure 7.2

See Figure 7.2; the assigned shift for the clocked-in employee can be seen under "View My Schedule" for the scheduled day and time.

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