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Viewing the Schedule

Updated

Published vs. Unpublished Schedules

When employees log into SchedulePro, they have permission to see their own individual schedule.  They can also be given permission to see their group schedule.

You probably don’t want your employees viewing a schedule that’s still undergoing significant changes.  Therefore, SchedulePro separates the schedules into two types:

  • Unpublished - only visible to system admins and schedulers
  • Published - visible to system admins, schedulers and employees

You will make your major edits (such as reassigning employees, filling understaffed shifts, etc.) on the unpublished schedule.  Then, you will publish it and only make small last-minute or retroactive changes.  When publishing the schedule, you’ll also have the option to send notifications to employees that their new schedule is available.

Read the Partial Publish article if you have this feature enabled or want to learn more.
 
 

Actions, View Type, and Filters

At the top of the schedule are the following action buttons. Click the links to review the related help article.

  • New
  • Recreate
  • Delete
  • Publish/Unpublish
  • Find Employees
  • AutoSchedule
  • Post Open Shifts (only visible if you have bids enabled)
  • Add & Replace Shifts
  • Schedule Notes

Beneath the action buttons are your view filters.

Start Date – The first day to display the schedule.  The end date will be determined by your view type.

View Type - Determines the look and results displayed in the schedule.

 
  • 7, 14, 28 and 35 Days are available.
  • The Daily views change the coverage summary to an hourly breakdown of the selected start date.
  • Daily (X Hours - Shifts) shows the hourly coverage according to your organization’s Hourly Requirements, as well as hourly breakdowns of any events and skills the employees have.
  • The Assignments view changes the Employees section to a duty roster.  For each shift/position/location triplet in the coverage summary, the assignment view shows a full list of the employees scheduled to work on each day.
  • You can display the schedule based on Secondary Position.
  • You can display the schedule based on Certifications.
 
  • Sort By – Allows you to sort by Seniority, Employee Name, or in combination with Team, Position or Location.
  • Groups - Limit the visibility to a single Group.
  • Teams - Limit the visibility to a single Team.
  • View by Manager - Limit the visibility to a single approval manager.
  • Page Size – Determines how many employees are displayed per page in the Employees section.
  • Summary – Determines whether the coverage summary, ad-hoc requirements, and leaves summary sections are at the top of the page, bottom of the page, or hidden entirely.
  • Filters - allows you to adjust the schedule view based on specific Position(s), Location(s), Shift(s) and Leave(s). Select or Unselect each checkbox and click OK to apply the filter(s).
Filter by Last Name or Employee Number - enter the employee last name or number to filter the schedule display.
If you need to see the schedule in multiple time zones, use the Daily (24 Hour - Events) or Daily (24 Hour - Shifts) views. Select the green globe icon to select time zones to show. Toggle to another view, then back to the 24-hour view to properly set the time zones.

 

Setting and Resetting Additional Filters

If you have position, location, shift, or leave filters setup on your schedule, SchedulePro will now show you what is being filtered at a glance.

You can also quickly reset all of the filters by selecting Filters, and clicking Reset All.

If you change the group filter, all of the additional filters will automatically reset.
If you are assigned to more than one group as a scheduling manager, your filters will remain in place while you navigate that session. Once you sign out and sign back in, you will be taken back to the first group alphabetically you are assigned to and your other filters will be reset.

Schedule Sections

Coverage Summary - shows how your requirements are being filled.

Ad-hoc Requirements - show any ad-hoc shifts you’ve added to the schedule.

Leaves Summary - breaks down how many employees are on leave each day and what types of leave they’re on (only visible when leaves exist).

Employee - shows what shifts each employee is working on each day.