Schedule Settings

Our scheduling system offers a comprehensive suite of features designed to enhance operational efficiency and customization. Templates can be updated with store-specific times, ensuring that each location operates according to its unique schedule. Users can create and modify templates, stations, and breaks, allowing for flexible and precise management of work periods. Additionally, saved schedules can be deleted or hidden, providing the ability to manage and organize schedules effectively. Finally, store-specific settings can be configured, tailoring the system to meet the specific needs and preferences of each store. This level of customization and control ensures that our scheduling system can adapt to the diverse requirements of different locations, ultimately improving productivity and operational flow.

What can be Viewed and Edited in the Templates Tab?

Templates define when and how shifts are assigned. This tab helps you configure the template(s) available when creating a schedule. Public templates are created and managed by your administrator. At the store level, you can create private templates that are available only to your location.

Explanation of Columns:

Fields marked with an asterisk (*) are only visible to administrators.

• Name: The name of the template.
• *Created By: Allows Admins to see which location created the private template. This setting is visible to Admin and Above-Store users only.
• Forecast Type: Controls the forecast type used by the template.
• Interval Type: Controls the time intervals that appear on the store’s schedule view.
• Monthly Schedule: Select whether the schedule template is Monthly or Weekly. Monthly templates are often used for manager schedules.
• Visible: Toggle this station to be visible when creating a schedule.
• *Admin Managed: When enabled, a public template can only be edited by Admin users. Above-Store and Store-Level users can still use and copy the template, but cannot modify it. This setting is visible to Admin users only.
• Private: A locked icon indicates a private template. An unlocked icon indicates a public template.
• Copy: Make a copy of the schedule template.
• Natural Language View: Allows you to make edits to the template using the natural language view.
• Chevron: Use the chevron menu to add a schedule base. Administrators can also apply Smart Groups to a schedule template within the chevron menu.

What can be Viewed and Edited in the Stations Tab?

Stations help store managers align employees and tasks throughout the day. Use this tab to manage the stations available for scheduling activities. Public stations are created and managed by your administrator. At the store level, you can create private stations that are available only to your location.

Explanation of Columns:

Fields marked with an asterisk (*) are only visible to administrators.

• Name: The name of the station.
• *Created By: Allows Admins to see which location created the private station. This setting is visible to Admin and Above-Store users only.
• Color: The color that the station will appear on the schedule.
• Type: Set to 'Service' or 'Non-Service' to indicate if this shift drives revenue.
• Skill Level: Assign a skill level to the station.
• Max Hours Per Week: Enter the maximum number of hours per week the station should be scheduled. Default is ‘0’.
• Fixed Hours: Enter the number of hours the station should be scheduled when assigned to a shift. Default is '0'.
• Scale: If toggled on, the schedule will automatically adjust staffing based on demand. If toggled off, the schedule follows the template exactly as it's set up.
• Visible: Toggle this station to be visible when creating a schedule.
• *Admin Managed: When enabled, a public station can only be edited by Admin users. Above-Store and Store-Level users can still use and copy the station, but cannot modify it. This setting is visible to Admin users only.
• Private: A locked icon indicates a private station. An unlocked icon indicates a public station.
• Copy: Make a copy of the station.
• *Chevron: Administrators can apply Smart Groups to a schedule station using the chevron menu.

What can be Viewed and Edited in the Breaks Tab?

Breaks help ensure schedules are accurate and meet legal requirements. This tab allows you to configure the breaks you can use for scheduling. Public breaks are created and managed by your administrator. At the store level, you can create private breaks that are available only to your location.

Explanation of Columns:

Fields marked with an asterisk (*) are only visible to administrators.

• Name: The name of the break.
• *Created By: Allows Admins to see which location created the private break. This setting is visible to Admin and Above-Store users only.
• Type: Select 'Paid' or 'Unpaid'.
• Color: The color that the break will appear on the schedule.
• Jobs: The job(s) this break applies to. Only assign if this break is set as Auto-Create.
• Auto-Create: Indicate if this break is assigned when generating the schedule.
• Min Shift Length: The number of hours a shift must be before the break applies. Only assign if this break is set to Auto-Create.
• Fixed Minutes: How long the break is, in minutes.
• Visible: Toggle this break to be visible when creating a schedule.
• *Admin Managed: When enabled, a public break can only be edited by Admin users. Above-Store and Store-Level users can still use and copy the break, but cannot modify it. This setting is visible to Admin users only.
• Private: A locked icon indicates a private break. An unlocked icon indicates a public break.
• Copy: Make a copy of the break.
• *Chevron: Administrators can apply Smart Groups to a break using the chevron menu.

What can be Viewed and Edited in the Saved Schedules Tab?

Craft saved schedules for special events like holidays using the Scheduling activity. This tab shows the schedules saved at this store. Here, you can mark schedules as not visible or delete them as needed.

Explanation of Columns:

• Toggle: Toggle this template to be visible when creating a schedule.
• Name: Displays the name of the schedule.
• Monthly Schedule: Displays whether the saved schedule is Monthly or Weekly.

What can be Viewed and Edited in the Settings Per Store Tab?

Use this tab to configure settings for automating how and when schedules are created and published.

Explanation of Columns:

• Use Nickname: Enable this option to show the nickname on schedule-related forms and reports. When no nickname is entered in the employee record, the first name appears instead.
• Auto-approve Swap and Drop Requests: Enable this option to automatically approve all swap and drop requests entered through the app.
• Time off blackout weeks: Specify the number of weeks before the start of the scheduled week that employees can submit time off requests through the app.
• Default Template: Choose a default schedule template for the store.
• Minimum Time Before Shift Pickups, Drops, and Swaps: Defines a cutoff period before a shift’s start time when shift pickups, drops, or swaps are no longer allowed. For example, if Minimum Time Before Shift Drops is set to 1 hour, employees can drop a shift up to 1 hour before the shift starts.
• Configure Auto-Generate & Publish: Select how and when a schedule will be auto-generated and published.

What can be Viewed and Edited in the Store Hours Tab?

This tab allows you to set regular store hours, as well as different hours for holidays or seasonal events.

Explanation of Columns:

• Frequency: Select how often the adjusted store hours occur. Choose default, seasonal, yearly, or set a specific date.

  This selection determines which columns are required in the remaining steps.

• Weekdays: If creating default or seasonal adjustments to store hours, choose the days of the week that should use the updated hours.

• Recurring On: If creating a yearly adjustment to store hours, choose the day of the year that the updated hours should recur on.

• Specific Date: If adjusting store hours for a specific date, choose the day of the year that should use the updated hours.

• Effective Start Date: Choose a start date for the adjusted hours.

• Effective End Date: Choose an end date for the adjusted hours.

• Store Open Time: Choose what time the store should open.

• Store Close Time: Choose what time the store should close.

• Season Start: If creating seasonal hours, choose a date for the start of the season.

• Season End: If creating seasonal hours, choose a date for the end of the season.

What can be Viewed and Edited in the Schedule Generation Tab?

Use this tab to set a store's staffing priorities for AI Schedule Generation using a few plain-language questions. These priorities are then applied automatically every time a schedule is generated for that store.

Explanation of Fields

• Coverage vs. Cost: A slider that answers the question "When creating a schedule, what matters more to you?" Set it toward Coverage First to keep the store fully staffed even if labor cost runs high. Set it toward Labor Cost First to keep costs down even if the store runs a little lean. Leave it on Balanced for an even trade-off between the two.
  • Ideal Labor Cost: Appears only when the Coverage vs. Cost slider is set toward Labor Cost First. Enter the store's target labor cost as a percentage of projected sales. The AI uses this value as its labor cost target when generating schedules.
• Is overtime allowed when building the schedule?: Sets whether the AI can schedule overtime hours when generating a schedule. Select "Yes, overtime is okay if needed" to allow it, or the alternate option to prevent overtime from being scheduled.
  • About how much hours is okay for [full time/part time] employees per week?: If you choose to limit overtime, these additional options will appear that allow you to configure the maximum number of overtime hours allowed for full-time and part-time workers.
• How many shifts should an employee usually work in a week?: Sets the typical number of workdays the AI should aim for per employee each week.
• What is the most days in a row someone should work?: Sets the maximum number of consecutive days the AI should schedule an employee to work.
• What is the minimum rest between shifts?: Sets the minimum rest period the AI must leave between two shifts for the same employee.
• Can exceptions be made?: A toggle that determines whether the AI is allowed to deviate from the Spread of Hours settings above when needed to meet coverage or other constraints.

How do I add a Private Template?

You can create private templates in the Schedule Settings activity. Private templates are only accessible to the location where they were created.

1. Go to Schedule Settings.
2. Select the Templates tab.
3. Select + Add New Template.
4. Enter a Name for the template.
5. Select a Forecast Type for the template to use.
6. Choose whether the template is Active or Inactive.
7. Choose between a Weekly or Monthly template type.
8. Select Add.
9. Select Save.

How do I add a Public Template? (Above-Store & Admin)

Public templates, created at the Above-Store or Admin level, automatically sync to all available stores. Smart groups can be applied to public templates to limit their availability to specific locations, as needed.

1. Go to Schedule Settings (Above-Store) or Schedule Settings Administration (Admin.)
2. Select the Schedule Templates tab.
3. Select + Add New Schedule Template.
4. Enter a Name for the template.
5. Select a Forecast Type for the template to use.
6. Choose whether the template is Active or Inactive.
7. Choose between a Weekly or Monthly template type.
8. Select Add.
9. Select Save.

How do I Update a Template?

You can update private templates in the Schedule Settings activity. Public templates are managed by your Administrator. Private Templates can be made public by an Administrator by toggling the lock icon in the Private column to ‘Unlocked.’

1. Go to Schedule Settings.
2. Select the Templates tab.
3. Apply the necessary changes.
4. Select Save.

How do I Delete a Template?

Templates can only be deleted if they’ve never been used to create a schedule. To stop using a template in future schedules, toggle off the Visible option. Public templates are managed by your Administrator.

1. Go to Schedule Settings.
2. Select the Templates tab.
3. Select the Trash Can icon to delete the template.

How do I Add a Private Station?

You can create private stations in the Schedule Settings activity. Private stations are only accessible to the location where they were created.

1. Go to Schedule Settings.
2. Select the Stations tab.
3. Select + Add New Station.
4. Select a Color for the station.
5. Enter a Name for the station.
6. Select a station Type.
   • Choose 'Service' for tasks that drive revenue.
   • Choose 'Non-Service' for tasks like training or admin work.
7. (Optional) Add Fixed Hours.
   • Default is '0'. Enter a value if this shift should always be applied to a fixed number of hours.
8. Indicate whether the station is Visible when creating a new schedule.
9. Select Save.

How do I Add a Public Station? (Above-Store & Admin)

Public stations, created at the Above-Store or Admin level, automatically sync to all available stores. Smart Groups can be applied to public stations to limit their availability to specific locations, as needed.

1. Go to Schedule Settings (Above-Store) or Schedule Settings Administration (Admin.)
2. Select the Schedule Stations tab.
3. Select + Add New Schedule Station.
4. Select a Color for the station.
5. Enter a Name for the station.
6. Select a station Type.
   • Choose 'Service' for tasks that drive revenue.
   • Choose 'Non-Service' for tasks like training or admin work.
7. (Optional) Add Fixed Hours.
   • Default is '0'. Enter a value if this shift should always be applied to a fixed number of hours.
8. Indicate whether the station is Visible when creating a new schedule.
9. Select Save.

How do I Update a Station?

You can update private stations in the Schedule Settings activity. Public stations are managed by your Administrator. Private Stations can be made public by an Administrator by toggling the lock icon in the Private column to ‘Unlocked.’

1. Go to Schedule Settings.
2. Select the Stations tab.
3. Apply the necessary changes.
4. Select Save.

How do I Delete a Station?

Stations can only be deleted if they’ve never been used to create a schedule. To stop using a station in future schedules, toggle off the Visible option. Public stations are managed by your Administrator.

1. Go to Schedule Settings.
2. Select Stations tab.
3. Select the Trash Can icon to delete the station.

How do I add a Private Break?

You can create private breaks in the Schedule Settings activity. Private breaks are only accessible to the location where they were created.

1. Go to Schedule Settings.
2. Select the Breaks tab.
3. Select + Add Break.
4. Enter a break Type(Paid or Unpaid.)
5. Enter a Name for the break.
6. Optional:
   • Jobs: Select which jobs this break will be auto-scheduled to.
   • Min Shift Length: Select how many hours should be scheduled before this break is scheduled.
   • Fixed Minutes: Select a fixed number of minutes for this break to last.
   • Auto-Create: Toggle on to allow this break to be auto-scheduled when a schedule is generated.
   • Visible: Indicate if this break is visible when creating a schedule.
7. Select Save.

How do I add a Public Break? (Above-Store & Admin)

Public breaks, created at the Above-Store or Admin level, automatically sync to all available stores. Smart groups can be applied to public templates to limit their availability to specific locations, as needed.

1. Go to Schedule Settings (Above-Store) or Schedule Settings Administration (Admin.)
2. Select the Schedule Breaks tab.
3. Select + Add New Schedule Break.
4. Enter a break Type(Paid or Unpaid.)
5. Enter a Name for the break.
6. Optional:
   • Jobs: Select which jobs this break will be auto-scheduled to.
   • Min Shift Length: Select how many hours should be scheduled before this break is scheduled.
   • Fixed Minutes: Select a fixed number of minutes for this break to last.
   • Auto-Create: Toggle on to allow this break to be auto-scheduled when a schedule is generated.
   • Visible: Indicate if this break is visible when creating a schedule.
7. Select Save.

How do I Update a Break?

You can update private breaks in the Schedule Settings activity. Public breaks are managed by your Administrator. Private breaks can be made public by an Administrator by toggling the lock icon in the Private column to ‘Unlocked.’

1. Go to Schedule Settings.
2. Select the Breaks tab.
3. Apply the necessary changes.
4. Select Save.

How do I Delete a Break?

Breaks can only be deleted if they’ve never been used to create a schedule. To stop using a break in future schedules, toggle off the Visible option. Public breaks are managed by your Administrator.

1. Go to Schedule Settings.
2. Select the Breaks tab.
3. Select the Trash Can icon to delete the break.

How do I Apply a Smart Group to a Public Schedule Template, Station, or Break? (Above-Store & Admin)

Smart Groups can be applied to public templates, stations, and breaks to limit their availability to specific locations, as needed.

Admin users can assign any Smart Group. Above-Store users will only be able to assign Smart Groups associated with their login.

1. Go to Schedule Settings (Above-Store) or Schedule Settings Administration (Admin.)
2. Select the Chevron next to the public schedule you wish to restrict.
3. Select the Smart Groups tab.
4. Select + Add Smart Group.
5. Select a Group Name.
6. Select Confirm.
7. Optional:
   • Select a Scope. Default is 'Group Only'—choose to include parent and/or child Smart Groups from the dropdown.
   • Enter a Comment.
8. Select Save.

How do I Add a Saved Schedule?

Saved Schedules are created from the Scheduling activity.

How do I Delete a Saved Schedule?

1. Go to Schedule Settings.
2. Select the Saved Schedules tab.
3. Select the Trash Can icon to delete the saved schedule.

How do I Update Store Hours?

Store hours can be updated within the Schedule Settings activity. Here, you can update default store hours as well as set special hours for holidays or other seasonal events. Edits can be made to existing Store Hours settings in the Store Hours Tab.

1. Go to Schedule Settings.
2. Select the Store Hours tab.
3. Select +Add Adjusted Store Hours.
4. Select a Frequency. This selection determines which columns are required in the remaining steps.

If Creating a Default Adjustment:

5. Use the Weekdays column to choose the days of the week that should use the updated hours.
6. Choose an Effective Start Date and Effective End Date.
7. Choose a Store Open Time and Store Close Time.
8. Select Save.

If Creating a Seasonal Adjustment:

5. Use the Weekdays column to choose the days of the week that should use the updated hours.
6. Choose an Effective Start Date and Effective End Date.
7. Choose a Store Open Time and Store Close Time.
8. Choose a Season Start and Season End date.
9. Select Save.

If Creating a Yearly Adjustment:

5. Select a Recurring On date.
6. Choose an Effective Start Date and Effective End Date.
7. Choose a Store Open Time and Store Close Time.
8. Select Save.

If Creating Adjusted Store Hours for a Specific Date:

5. Select a Specific Date for the adjusted store hours.
6. Choose an Effective Start Date and Effective End Date.
7. Choose a Store Open Time and Store Close Time.
8. Select Save.