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  2. HR Platform
  3. Time & Attendance
  4. Scheduling
  5. Scheduling (Cost Centre Based)

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Manage shifts in the Time Off module

Declan Manning
Updated

Available for the following EmploymentOS plans: Employment Unlimited
Available for the following user access levels: Manager, Admin    

The Schedule Management feature lets you add, allocate, delete, publish, and unpublish shifts with the option to use templates, filter by cost centre or employee, and view schedules by day, week, or every two weeks.

Schedules are fully integrated with the Employment Hero Work (EH Work) app, allowing employees to view their shifts and receive email notifications whenever you publish a shift assigned to them.

Important

  • Scheduling is not available to multi-payroll organizations.
  • Employees and managers can use the Schedule Management feature if they have access via Custom Security Settings.

Shift management  

Add a new shift
  1. Click the Time menu.
  2. Under Schedules, click the Schedule Management submenu.
  3. Click the block for when you want to create a shift.
  4. In the Create a shift panel, enter the following:
    • From (date).
    • To (date).
    • From (time).
    • To (time).
    • Breaks.
    • Location (cost centre).
    • Employee.

    • Notes.

      Helpful Hint

      You can view weather forecasts for the next two weeks to help inform your scheduling decisions. To learn how, see this article’s Further information section.

  5. Click the Save or the Save and Publish button.
  6. Refer to the shift you just published on the Schedule Management page.
Publish a shift

Helpful Hint

You cannot edit or delete a shift once it has been published. You have to unpublish it first.

  1. Click the Time menu.
  2. Under Schedules, click the Schedule Management submenu.
  3. Click the Schedule Actions dropdown button.
  4. Click the Publish Shift button.
  5. Click the checkbox for each shift you want to publish.
  6. Click the Publish Shifts button.

  7. Click the Submit button.

    Helpful Hint

    Published shifts will appear light blue in colour.

    Helpful Hint

    Published shifts will appear light blue in colour.

 
Filter shifts by location (cost centre)

Important

"Location" in Schedule Management refers to the employee's cost centre, not their work location. To learn more about setting up cost centres, please refer to this article: Manage your organization's cost centres.

  1. Click the Time menu.
  2. Under Schedules, click the Schedule Management submenu.
  3. Click the Location dropdown.

  4. Choose the cost centre you want to view.

    Helpful Hint

    You will now see the shifts under the cost centre you chose.

Copy-and-paste shifts
  1. Click the Time menu.
  2. Under Schedules, click the Schedule Management submenu.
  3. Click on the copy icon on the shift you want to copy.
  4. Hover over the time and date to which you want to paste the shift.
  5. Click on Paste 1 shift.

Ways to view the schedule

See a quick view of employees' shifts by hours
  1. Click the  Time menu.

  2. Under Schedules, click the Schedule Management submenu.

    Helpful Hint

    You can now see a quick view of the number of hours each employee is assigned. These numbers represent the shifts assigned to each employee for the time period view you are using. Time period refers to the daily, weekly, or two-week views on the Schedule Management page.

Change the schedule view

You can change the way you view shifts by changing how the schedule is displayed. You can choose to view the schedule daily, weekly, every two weeks, over 4 weeks or monthly. This helps to keep track of shifts. Below is how to change your view.

  1. Click the  Time menu.
  2. Under Schedules, click the Schedule Management submenu.
  3. Use the Time by Entity dropdown menu to choose how you want the schedule to appear. You can display the schedule by location or by employee. In both views, you'll see a list of timeframes to choose from. These include:
    • Daily by location
    • Weekly.
    • Every two weeks.
    • 4 weeks.
    • Monthly
  4. Click your selection and the schedule will automatically appear in that view.
  5. Click the < and > buttons to navigate to the needed day, week, or two-week period.
View an employee's shifts
  1. Click the  Time menu.
  2. Under Schedules, click the Schedule Management submenu.
  3. Click the Search bar.
  4. Type the name of the employee you need.

  5. Click the name of the employee.

    Helpful Hint

    You can now see the employee's shifts for the time period view you are using. Time period refers to the daily, weekly, or two-week views on the Schedule Management page.

Editing data

Edit a shift
  1. Click the  Time menu.
  2. Under Schedules, click the Schedule Management submenu.

  3. Click the  button for the shift you want to edit.

    Helpful Hint

    You cannot edit a shift once it has been published; you have to unpublish it first. Refer to the Unpublish a shift accordion in the Removing data section of this article to read more.

  4. In the Edit a shift panel, make the necessary changes.
  5. Click the Save or Save and Publish button.
Drag and drop shifts

Drag-and-drop functionality for managing shifts. You can drag and drop unpublished shifts to move them to a new time. Once enabled, this feature works in both Location View and Employee View. To drag and drop a shift:

  1. Click and hold a shift tile.
  2. While holding down the mouse button, move it to the new time you want.
  3. Drop the shift into the new location.
  4. You will see Updated shift successfully! when you have moved the shift.

Removing data

Unpublish a shift

Helpful Hint

You cannot edit or delete a shift once it has been published; you have to unpublish it first.

  1. Click the Time menu.
  2. Under Schedules, click the Schedule Management submenu.
  3. Click on the paper plane icon on the shift that you want to unpublish.
  4. Click the Unpublish button.

  5. You will see a popup saying Success! Unpublish scheduling effectively.

    Helpful Hint

    Unpublished shifts will appear grey in color.

Delete a shift
  1. Click the  Time menu.
  2. Under Schedules, click the Schedule Management submenu.
  3. Click the Schedule Actions dropdown button.
  4. Click the Delete Shifts button.

  5. Click the checkbox for each shift you want to delete.

    Helpful Hint

    You cannot delete a shift once it has been published; you have to unpublish it first. To unpublish the shift, refer to the Unpublish a Shift accordion, which is the previous item in this section.

  6. Click the Delete Shifts button.
  7. Click the Delete button.
Delete a schedule template
  1. Click the  Time menu.
  2. Under Schedules, click the Schedule Management submenu.
  3. Click the Schedule Actions dropdown button.
  4. Click Load Templates button.
  5. Click the  button for the schedule template you want to delete.
  6. Click the Delete button.

Shift swapping

Allow your employees to swap shifts
  1. Log into Employment Hero. 
  2. On the left-hand side menu, click on Time. 
  3. Click on Schedule Management.
  4. Click on Settings.
  5. Click on Shift Settings.
  6. Toggle on Employees can swap shifts that have been assigned to them.
  7. Click Save.
Select a shift swap cut off time
  1. Log into Employment Hero. 
  2. On the left-hand side menu, click on Time. 
  3. Click on Schedule Management.
  4. Click on Settings.
  5. Click on Shift Settings.
  6. Toggle on Enable shift swap cut off time.
  7. Click Save.
Require managers to approve all shift swaps
  1. Log into Employment Hero. 
  2. On the left-hand side menu, click on Time. 
  3. Click on Schedule Management.
  4. Click on Settings.
  5. Click on Shift Settings.
  6. Toggle on Require managers to approve all shift swaps.
  7. Click Save.

Schedule budget

View the schedule budget
  1. Log into your Employment Hero platform.
  2. On the left-hand side menu. click the Time option.
  3. Under the Scheduling submenu, click on Schedule Management.
  4. Click the Schedule Budget button.
  5. Click on the Overview tab.
  6. Select the location and the week from the drop-down menus.
  7. Here you can view the schedule budgets in both hours and wages view.
Create a daily hour budget
  1. Log into your Employment Hero platform.
  2. On the left-hand side menu. click the Time option.
  3. Under the Scheduling submenu, click on Schedule Management.
  4. Click the Schedule Budget button.
  5. Click on the Hour Budget tab.
  6. Select the following from the drop-down menus:
    • Location
    • Week.
  7. Select the Daily budget period.
  8. Select whether you want to share budgets across sub-locations.
  9. In the date field, input the daily hours for your budget.
  10. Once you have input your daily hours budget, click Save Budget. 
Create a daily wage budget
  1. Log into your Employment Hero platform.
  2. On the left-hand side menu, click the Time option.
  3. Under the Scheduling submenu, click on Schedule Management.
  4. Click the Schedule Budget button.
  5. Click on the Wage Budget tab.
  6. Select the following from the drop-down menus:
    • Location
    • Week.
  7. Select the Daily budget period.
  8. Select whether you want to share budgets across sub-locations.
  9. In the date field, input the daily hours for your budget.
  10. Once you have input your daily hours budget, click Save Budget. 
Create a weekly hour budget
  1. Log into your Employment Hero platform.
  2. On the left-hand side menu. click the Time option.
  3. Under the Scheduling submenu, click on Schedule Management.
  4. Click the Schedule Budget button.
  5. Click on the Hour Budget tab.
  6. Select the following from the drop-down menus:
    • Location
    • Week.
  7. Select Weekly for the budget period.
  8. Select whether you want to share budgets across sub-locations.
  9. In the weekly field, input the weekly hours for your budget.
  10. Once you have input your weekly hours into your budget, click Save Budget.
Create a weekly wage budget
  1. Log into your Employment Hero platform.
  2. On the left-hand side menu, click the Time option.
  3. Under the Scheduling submenu, click on Schedule Management.
  4. Click the Schedule Budget button.
  5. Click on the Wage Budget tab.
  6. Select the following from the drop-down menus:
    • Location
    • Week.
  7. Select Weekly for the budget period.
  8. Select whether you want to share budgets across sub-locations.
  9. In the weekly field, add the monetary amount to create your wage budget.
  10. Once you have added your budget amount, click Save Budget.

Further information

Check shift weather forecast

To help you plan shifts that depend on the weather, go to Time in the main menu and select Schedule Management.

The calendar will display weather icons for each work site across the next two weeks.

Hover over a weather icon to see the location, temperature range, and weather conditions for that day.

  Don't have access to this feature? Contact our friendly sales team here if you’d like to upgrade your account to gain access to Schedule Management with Employment Hero today.

Explore related content

  • Manage time off This feature allows you to manage your organization's time off requests and view each employee's time off balance.
  • Manage weekly hour-based timesheets This feature allows you to approve, decline, or submit time tracking records for employees.
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