Overview: Defining schedules is one of the fundamental stages in configuring Workforce. It is essential to set up schedules in the system to be able to plan employee shifts. As a general rule, there will be as many opening schedules as different situations are identified for each workplace.
Start from: The Workforce module.
- Select Configuration > Opening Hours from the main menu.
On the Opening Hours screen, you can view the total number of configured centers, the number of created schedules (a center can have more than one schedule), and centers without schedules.
Create a new schedule
- Select the New + button.
- Select the Business Unit where the schedule will apply. You can select more than one.
- Enter the Name of the schedule in the Description field.
- Indicate the Status, whether it is active or not.
- In Half Day Off, specify until what time or from what time would be considered a half-day off (morning or afternoon).
- Define a Night Shift period that will be valid and common for all days of the week. This data indicates the hours within a day that are classified as nighttime.
- Define the schedule for each day or select Copy to all days to apply the schedule from one day to the entire week.
- Record the Computable Time for each day of the week. This data indicates the period of the day where the employee's working hours will be counted.
Note: Outside of the Computable Time period, the hours worked by the employee will not be considered for counting purposes.
- In Opening Hours, specify the time during which the center will be accessible to the customer.
- You can define a Preparation Period for each day of the week. This period does not have to coincide with the public opening time but must be within the defined computable time.
Note: If the Preparation Period coincides with the public opening, the dedicated time will not be considered for estimating optimal workers per half-hour performed by the system. This preparation time is linked to the center's productivity as it is time invested in preparing the offered product or service.
- Once all the data is completed, select Accept to save the new schedule OR Cancel to dismiss it.
Copy existing shifts to a Business Unit
- Select the Copy Hours button.
- Select the Business Unit that has the schedule you want to copy.
- Select the Business Unit or Units to be assigned with the new schedule.
- Select the Schedule you want to copy from the dropdown menu.
- Select Copy to proceed OR Cancel to drop the copy.
- A second confirmation window will pop up, select Yes to apply changes OR No to dismiss them.
Assign schedules to a business unit
Once schedules are created, they need to be assigned to a business unit. Managers can decide to assign the same schedules throughout the whole year or set specific schedules for certain seasons, such as winter and summer schedules.
To learn how to assign the schedules properly, see Assign opening hours by date.