The Schedule

 

In the main part of the Time Management screen is the schedule view. It allows you to check the full schedule of all your employees. You can view, edit, add and delete shifts, add attendance as needed, and keep useful notes about employees. It displays values you previously chose in the schedule filtering toolbar.

 

 

On the left side of the Schedule is the Employee List, on the top you can see calendar days, in every day column is your employee’s schedule with shifts and attendances, on the right side of the schedule is Extra Column.

The meaning of shifts colours in the schedule

 

Your shifts are displayed in different colours. The colours show what type of work you will be doing during that shift, with each type of work having separate colour. The meaning of the colours can be found in the Shift ToolTip Information. Your holiday days are always marked as a bar with stripes. You can also see the attendance of staff members in the shift bar, and there are four types of attendance displayed. It shows whether an employee was present on previous shift, and also whether they are currently working their assigned shift or not.

 

1. Shift
2. Holiday
3. Completed attendance
4. Completed attendance with completed set action
5. Current attendance
6. Current attendance completing their set actions

How to plan your schedule?

 

In the Planning mode, you plan your company’s schedule, and as you will remember from the Phases guide, you can make changes in Phases 1 and 2 (in the most commonly used phase breakdown). The length of each phase is up to your company’s preferences.

Adding shifts

 

It’s simple. First, click on the field in the schedule as shown below on 03.11 [Sat].

 

 

 

 

Here you will see the Edit Shift window.

 Add shift window

 

 

In this window, you choose the department, employee job and the shift time. That’s it! You have already created your first MyTimePlan shift.

Edit shift using ToolTip’s options

 

Easy way to change shift is by using the MyTimePlan shift ToolTip. Using the ToolTip gives you direct access to edit or delete the shift, change the shift comments, and view the history of changes. It’s make your planning quicker.

The Shift ToolTip options

 

 

Using the ToolTip gives you direct access to edit or delete the shift, and view the history of any changes to shifts.

 

Icons actions:

 

1. Add attendance

2. History of changes

3. Edit Shift/add note

4. Delete Shift

Add identical shifts

 
If you are going to add identical shifts, you can save time by holding the CTRL button and clicking the date fields where you want to created new shifts. Then in the Edit shift window, set up your shifts’ properties. Also, In the same way you can edit or delete shifts. You need hold CTRL button and click as many shifts as you want to edit.

 Add 3 shifts

 

 

 

 

 

Related links:

Phases

Shift ToolTip Information

 

The Schedule ToolTip gives you information about an employee’s job and department, Shift Date, Shift Hours, Scheduled Hours.


The Scheduled Hours (Sch) figure shows the number of hours an employee is given over in the time period which is defined in the schedule. The Credits are showing the number of hours an employee is given over a whole working period.

 


ToolTip gives you possibility to check the total number of hours for Action Balances such as winter holidays, on call, and summer holiday.


More information can be found by viewing the extra table which appears on the right side of the screen. There are five columns which shows you your employees Actions, their Duty Hours, their Scheduled hours, the Difference between their duty and scheduled hours (Diff) and any working Credits they may have.

Extra Table Information

 

Actions – The job and number of hours the employee will be completing.

 

Duty Hours – The number of obligatory hours the employee is contracted for in each work period.

 

Schedule Hours – The number of hours the employee has in the current schedule.

 

Difference – The time needed to either increase or decrease to get to an employees set duty hours.

 

Credits – The number of hours which an employee is either lacking or in credit for since their first day of employment. This amount can include additional hours that can only be added by admin.

Add Employee Attendance

 

From The Schedule View Toolbar choose Settings > Click Day > Add Attendance, in this way when you will click on a day in the schedule you will get Add Attendance window. Now you can add attendance. First, click on the field in the schedule as shown below on 03.11 [Sat].

 Click on a day

 

 

Here you will see the Edit Attendance window.

 Add attendance

 

 

In this window, choose the date, employee name, the department, employee job and the attendance time. That’s it! You have already created attendance.

 

Note:

There are different types of attendances. Read more about Type of attendances. If you are going to add current attendance, set only start time of attendance.

 

Look at screen below.

 

Edit Attendance using ToolTip options

 

The Attendance ToolTip is also a very useful window which offers all the tools to edit an employee’s attendance records. Here, you can edit, delete, and check the history of any changes made to an employee’s attendance. It also gives you information about employee’s Job and Department, Attendance Date, Attendance Hours.

The Attendance ToolTip options

1.   Quick edit

2.  History of changes

3.  Edit Attendance

4.  Delete Attendance

Attendance tooltip

Types of attendance

 

There are four types of attendance. Attendance is visible in the schedule as a small bar. It shows whether an employee was present for their shift, and also whether they are currently completing their actions or not.

 

1. Completed attendance

2. Completed attendance with completed set action

3. Current attendance

4. Current attendance completing their set actions

 

 Attendance types

 

 

Note:

If you want to change the colour of your actions, go to the Settings menu > Actions > Edit

Error Shifts and Attendances

 

Your shifts and attendances might have a red or orange frame. This frame informs you about error or the way that’s somebody create attendance. The meaning of the colours can be found in the Shift and Attendance ToolTip Information.

 

Red frame – informs you about error.

In the Personnel menu, in the Employees submenu, there is possibility to add and edit an employee. In the Employee Form there is the Attendance Type section, you can define there the way to register the attendance.

There are possibilities:

 

  • Schedule: It allows you to add only shifts to the employee work schedule.
  • Clock in/out: It allows you to add only attendance to the employee work schedule.
  • You can mark both the Schedule and the Clock in/out checkbox. It means that the employee will be required to have the shift and the attendance in the work schedule

 

In accordance to employee attendance type, the errors could mean that employee should not have shift or attendance in schedule. It depends on the individual employee configuration of the attendance settings.

 

Orange frame -informs you about the manual way of creation the attendance.

 

It means that the attendance had been created manually in the on-line application. The default attendance can be added by clocking device, desktop application, mobile phone application or web clocking page.