Scheduling Tab

       This article will walk you through enabling the scheduling feature for the first time.  Enabling the Scheduling Feature will activate Scheduling for the account and only an Administrator can enable the scheduling feature.  This will have to be done before any other Users can access the scheduling feature. 

    • Before using the Scheduling Feature, it must be enabled by an account Administrator.  After enabled by an Administrator, Supervisors can be configured for access to this tab and feature. (Supervisors do not have access to the Scheduling tab until the Administrator completes the Scheduling Setup Wizard).

    Here is a short video explaining the setup process too.

    https://vimeo.com/371499343/93f1e5cc72

    To enable the Scheduling feature, follow these steps:

    1. Log in to the web portal as an Administrator.
    2. Click on the Scheduling tab.
    3. Click on the Get Started button.  This will start the Scheduling Setup Wizard process.

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    Click NEXT to proceed to the Scheduling Setup Wizard help file.

     

     The Scheduling Setup Wizard will walk you through Adding PositionsAssigning Employees and Creating Shift Templates

    • During this process you can save your progress and exit the set up wizard and, on returning to Scheduling tab, it will pick up where you left off. 
    • You can also go back to previous setup pages completed, via top and button navigation, to make changes. 
    • After completing these sections you will be ready to start creating schedules.

    Here is a short video explaining the setup process too. 

    https://vimeo.com/371499343/93f1e5cc72

    After clicking Get Started, you will be taken to the Add Positions section of the set up wizard.

    To get started with adding positions click CONTINUE.

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    To add a position, follow these steps:

    1. Enter a name for the Position.
      • The name must be 1-50 characters long and may include the following characters : A-Z a-z 0-9,'!$#@%&*()-.:;+_ and space.
    2. Select a color to represent this Position.
      • A color will auto-populate for the new position, based on the next available color in the color palette.  However, you can manually set the color to your preference.
    3. Click Add Position to create this position.

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    To delete a position, follow these steps:

    1. Hover over the unwanted position in the Positions panel.
    2. Click the trash bin that appears next to the unwanted position.
    3. A confirmation box will pop up allowing you to cancel or permanently delete the position.
      • Note: Deleting a position does not delete the assigned employee records from uAttend.  It simply removes position tag from any Employees assigned to it.

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    Repeat these steps to create/delete additional positions.

    • Your Positions will appear in the Positions panel on the right. 

    After creating at least one position, you can click Next to move forward to the Assign Employees section of the setup wizard.

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    After clicking Next, you will be taken to the Assign Employees section of the wizard. 

    Click Next to proceed.

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    The Positions created in the previous section are displayed on the left, in the order in which they were created (oldest to newest), and a list of all your active Employees will be on the right.

     

    To assign employees to the created positions, follow these steps:

    1. Simply click to add the desired Employees to add them to the current position.
      • Hover over an Employee to see any other positions to which active employees are already assigned.
      • You can assign any of the employees from the list to the current position. 
      • You can also search for an Employee from the list by name by entering the name in the field to the right of the magnifying glass
      • To unassign employees from the position simply click to remove them back to the employee list.

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    2. Navigate to the next position with the navigation buttons at the bottom of the page and continue to assign employees to the rest of the created positions. 
      • At least one employee must be assigned to each position to continue.
    3. Click PREVIEW to be presented with a review page for all of the created positions and assigned employees. 
      • Positions are presented in the order in which they were created (oldest to newest, left to right, top to bottom) 
      • Assigned employees display under the position name in alphabetical order (A-Z) by last name. 
      • You can search by position and/or employee from this page too. 
    4. Navigate backward  to make any desired changes or click NEXT to proceed to the Create Shift Templates.

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    After clicking Next, you will be taken to the Create Shift Templates section of the wizard. 

    Click Next to proceed.

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    To create a shift template follow these steps:

    1. Click the box to Create a Shift Template for the current position.
      • Positions are displayed in the order in which they were created (oldest to newest).
      • You can create an unlimited number of shift templates.
    2. Enter a start and end time for the shift template.
    3. Click Next to proceed to the next step of the Shift Template creation.
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    4. Select the day(s) the shift template occurs.
      • All - selects all days of the week
      • Custom - user selects any day(s) in week
      • Weekdays - selects only the weekdays (Mon-Fri)
      • Weekend - selects only the weekend days (Sat-Sun)
    5. Enter the number of employees needed for each day the Shift Template has been enabled.
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    6. Enter a name for the Shift Template. 
      • Names must be unique, 1-50 characters in length and may include the following characters:  A-Z a-z 0-9,'!$#@%&*()-.:;+_ and space.
    7. Click Next Position to create shift templates for the remaining positions by simply repeating the previous steps shown. 
    8. After creating shift templates for all the positions, click Complete Setup to finish the set up wizard.
      • You must select at least one day for the Shift Template before finishing the set up wizard.

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    Click NEXT to proceed to the Create a Schedule Help File.

    The uAttend Scheduling Feature allows Administrators to add Positions at any time to meet changing needs in the Schedule. The steps below provide instruction for viewing created positions, along with adding new positions in uAttend.

    To view created Positions, follow these steps:

    1. Select Scheduling tab.
    2. Select Settings subtab.
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    Filter options include:

    • Statusclick on the drop-down option to filter by Active, Archived, or All.
    • Employeesclick on All Employees to filter by selected employees.
    • Search: click on the magnifying glass and enter Position/Employee name.

     

    To add a new Position, follow these steps:

    1. Select Add button > Select Position.
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    2. Enter Position Name.
    3. To assign new employees to this Position, click on the employee's name on the sidebar.
      Clicking on an employee in the center of the window will unassign them from this Position.
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    4. Select Save.

    The uAttend Scheduling Feature allows Administrators to edit/remove Positions at any time to meet changing needs in the Schedule. The steps below provide instruction for editing existing positions, along with archiving and unarchiving positions in uAttend.

    To edit an existing Position, follow these steps:

    1. Select Position you'd like to edit.
      1. To edit Position Name, enter the desired name in the field titled, Position Name.
      2. To edit Position Color, click on Position Color and select the desired color.
      3. To edit Assigned Employees, click on the employee's name from the sidebar to assign to the Position.
        Clicking on an employee in the center of the window will unassign them from this Position.

        Quick Tip: You can search for an employee to assign by selecting the magnifying glass at the top of the user list and entering the employee's name.
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    2. Press Save at the bottom of the page.

     

    To archive a Position, follow these steps:

    1. Select Position you'd like to archive.
    2. Select the Active switch at the top of the page to toggle the Position's Status to Archived.
    3. Select Archive to finalize the status change.
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      NOTEArchiving a position also archives attached shift templates.

     

    To unarchive a Position, follow these steps:

    1. While viewing active Positions, select the dropdown menu that says, "Active", and change to Archived to view Archived Positions.
    2. Select Position you'd like to unarchive.
    3. Select the Active switch at the top of the page to toggle the Position's Status to Active.
    4. Select Unarchive to finalize the status change.
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      NOTE
      : Unarchiving a Position also unarchives all attached shift templates.

    The uAttend Scheduling Feature allows Administrators to add Shift Templates at any time to meet changing needs in the Schedule. The steps below provide instruction for viewing created shift templates, along with adding new shift templates in uAttend.

    To view created Shift Templates, follow these steps:

    1. Select Scheduling tab.
    2. Select Settings subtab.
    3. Select Position that Shift Templates have been created for.
    4. Scroll down to view the current Shift Templates.
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    Filter options include:

    • Statusclick on the drop-down option to filter by Active, Archived, or All.
    • Dayclick on the drop-down option to filter by days of the week where at least 1 employee is needed.

     

    To add a new Shift Template, follow these steps:

    1. Select Position that you'd like to create the Shift Template for.
    2. Select Add Shift Template.
    3. Enter Shift Template Name.
    4. Enter the number of employees needed for each day of this template.
    5. Enter the start/end times of the shift.
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    6. Select Save.

    The uAttend Scheduling Feature allows Administrators to edit/remove Shift Templates at any time to meet changing needs in the Schedule. The steps below provide instruction for editing existing shift templates, along with archiving and unarchiving shift templates in uAttend.

    To edit an existing Shift Template, follow these steps:

    1. Select Position that the Shift Template has been created under, then select the Pencil icon on the bottom of the Shift Template you wish to edit.
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      1. To edit Shift Template Name, click on the current name and enter the desired name.
      2. To edit the number of employees needed for a single day, click on the current number and enter the desired number of employees.
      3. To edit Shift Template start/end times, click on the current time and enter the desired time.

    2. Select Save.

    You can create new schedules in your uAttend system in order to plan and manage the employees who will be working each position during every shift.  To add a new schedule, follow these steps:

    1. Click the Scheduling tab from your account’s main menu.
    2. From the Overview section, click on Create Schedule.
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    3. Select the Schedule Duration. This is the time frame that this schedule will cover.  You can select 1 week, 2 weeks, 1 month, or set a custom range (custom range may not exceed 1 month).  Use the provided calendars to select the start and end date of the Schedule and then push Continue.
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    4. Enter a name for your Schedule. This name is for your reference and should be something that will allow you to find it at a later date should you need to look it up.  A popular choice is to simply name it after the date range selected above in step 3.  For example, it might be named “1/1/2019-1/7/2019”
    5. The system will automatically pull in any Shift Templates you have created on the account. For each Shift Template, you will see a list of employees who are available to work that shift for that position and a number of fields corresponding to the number of staff you have indicated are needed for this shift.  You can drag and drop employee names until all fields have been filled.  Please note that the system will allow you to leave the shift understaffed if you do not fill all the fields, so be sure you have assigned enough employees to cover the expected work load.  Press Next Shift when you have filled out the shift template to move on to the next shift.
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    6. Repeat step 5 for each Shift Template you have saved in your system.
    7. You may also edit or remove shift templates from your Schedule. To do so, click the shift you want to change, then click the pencil icon to edit or the trash can icon to remove it.  Please note, any deletions or edits you make here affect this Schedule only, they will not modify your saved Shift Templates.  For more information on editing the Shift, click here [HTML link to the article on editing shifts]
    8. You can get a sort-able view of your shifts by clicking the arrow on the top left of this box. You will see options to see Complete shifts, Incomplete shifts, or check them both to see all shifts.  You will get a list of shifts below that along with information showing how many employees are supposed to be assigned to that shift and how many are currently assigned to it.  You can scroll and click on the one you want to change in order to quickly navigate between them.

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    9. Once you have finished assigning all of the employees to all of the shifts, Click Save & Preview.  From here, you can either leave the Schedule unpublished in case you think you may need to make edits to it later, or you can go ahead and publish the Schedule as is. For information on how to do that, please click here. [HTML link to the Publish a Schedule article]

    Once you have created a new schedule, you must publish the schedule in order to send it to your employees. You may also leave the schedule unpublished if you wish to make further changes to it at a later date.

    To publish a created schedule, follow these steps:

    1. Click Scheduling at the top of your account.
    2. Click Schedules on the left side of the screen.
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    3. The published schedule for the current time period will be displayed, by default. If you'd like to select a different schedule, select the arrow on the left and select the schedule you are going to publish.
    4. Click Publish.
      NOTE: If the Schedule currently presented does not show a Publish button, this means that this Schedule has already been published. 
                  The status of a Schedule is also displayed underneath the Schedule name after selecting the left arrow (shown below).
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    5. If there are unfilled slots in any of the shifts, you will receive a warning. You may either cancel and fill the slots or choose to Publish anyway.
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    6. If all shifts are complete, you will receive a notification that everything looks correct. Click Publish.
    7. From the confirmation window, you may choose to Download the Schedule as a PDF document, Notify Everyone on Schedule to automatically send this to the employees via email, or Share Later to view/download the schedule at a later time.
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    8. If Notifying Everyone on Schedule, any employees in this schedule who do not have email addresses assigned will be shown here, so you can enter the email address you'd like to send the schedule to. Once all email addresses are entered, click Send Notifications.
      NOTE: Please be sure the schedule is complete before sending emails, as once the emails are sent they cannot be recalled.
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    Both draft and published schedules can be updated in the Scheduling tab of the uAttend Portal. Users may want to update a schedule to edit a single shift or shift assignment to reflect new, accurate information and can do so by following the steps below.

     

    To select a schedule to edit, follow these steps:

    1. Select the Scheduling tab in your uAttend account.
    2. Select the Schedules sub-tab.
    3. Select the left arrow to expand/view All Schedules.
    4. Select the schedule you'd like to edit from the sidebar, on the left of the page.
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    To add a single shift to the selected schedule, follow these steps:

    1. Select the Add Shift button.
    2. Select the Date of the shift.
    3. Select the Position of the employee(s) that will work this shift.
    4. Enter the start/end times of the shift.
    5. Select the number of Employees Needed for this shift.
    6. Press Add Shift.
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    7. If editing a published schedule, a confirmation dialog box will be displayed. Select Continue to save the new shift.

      By default, the changes are saved and the schedule is now in Draft status.
      Follow the steps at this page to Publish(← link to Publish New Schedule Article) the newly-edited schedule.

     

    To edit an existing shift on the selected schedule, follow these steps:

    1. Select the shift you wish to edit.
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    2. To edit the Shift Time or Number of Employees Needed, select the Pencil icon.
      1. Press Save to keep changes.

    3. To assign an additional employee to this shift, simply select the Assign Employee button.
    4. Select the Person icon just below the day that you'd like to add an employee to.
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    5. Select the Employees you'd like to add for this shift on this date.
    6. Press Confirm.
    7. When finished, select the Save And Preview button.
      By default, the changes are saved and the schedule is now in Draft status.
      Follow the steps at this page to Publish(← link to Publish New Schedule Article) the newly-edited schedule.

     The Schedule Overview page is the default landing page when you click on the Schedules Tab.  This article will cover how to navigate this screen to view past and present schedules.

     

    If you have just finished the set up wizard, from here you will click on Create Schedule to create your first schedule and click here to go to the Create a Schedule Help File.

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    After the Set up Wizard has been completed, clicking on the Scheduling tab will land you on the Scheduling Overview Page.  

    • By default, the current day's schedule with Status for the current time will be displayed and the hour/minute format (Standard or Military) will reflect the uAttend account settings (found in the General tab under Settings). 
    • If no one is scheduled, you will see a page showing that there are no scheduled shifts for that day.
    • If there are no published schedules at all containing today's date range, you will see a page prompting you to create a schedule.
    • If there are scheduled shifts today, you will be able to view details like Employee name, Position, Shift start/end time and a Status Indicator (here = green / not here = amber).
    • Shifts that ended prior to the current time today will be grayed out.

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    • You can navigate backward to view the schedule for yesterday (but not before yesterday) or you can navigate forward to view schedules for up to 7 days from today.
    • You can also navigate day by day to view shifts from all published schedules for the next 7 days.

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    • If you click on a shift you will see expanded details, including shift template name and total hours scheduled for that shift.

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    Click NEXT to proceed to the Create a Schedule Help File.

    Click NEXT to proceed to the Edit a Schedule Help File.

    The Scheduling Report will allow Administrators and Supervisors to track the shifts and hours scheduled for employees for a specified date range. In the Scheduling report, Administrators will view all employees and Supervisors will only view the employees in their responsible departments.

     

    To run the Scheduling Report, follow these steps:

    1. Go to the Reports tab in your uAttend account.
    2. Select the Scheduling Report.
    3. The report defaults to current pay period date range, all active employees, and all departments. 

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    Filter options include:

    • Date Range: to change the date click on the date range and select from the drop-down options.
    • Active or Archived Employees: click on the drop-down option to filter by Active, Archived or Both.
    • Employees: click on All Employees to filter by selected employees.
    • Positions: click on All Positions to filter by selected employees.

     

    The report displays:

    • Name: Employees' First/Last names
    • Total Hours: Total number of scheduled hours
    • Press the [+] to expand an employee's row and view:
      • Position
      • Date
      • Start/End Times

     

    The Scheduling Report can be printed, emailed, or exported.

    • Print: Click on the Print option on the top right.
    • Email: Click on the Email option on the top right, select the email or enter an email with an optional message, then click Send.
    • Export: Click on the Export option on the top right and the CSV export file will start downloading.