The Schedule View Toolbar

Schedule view toolbar contains icons with options that apply to the schedule. From the schedule view toolbar, you can change the looks of it. This menu contains icons: click a day, filter, copy, settings, reports, revert,order optimization and find employee.

Icons of the schedule view toolbars

Icon	Description
	Click a day – change result of clicking on day: add shift or attendance
	Filter – allow you to display only the schedule information you are interested in and hide the rest.
	Copy – allows you to copy schedule.
	Settings – contains actions that apply only to the schedule view in which they appear e.g. show/hide schedule tooltip, show/hide extra table, show/hide warning messages, number of days in schedule.
	Reports – show reports which you can generate such as Standard Report, Schedule Report, Work Report, and Salary Report.
	Revert – undo the changes you made by going back to the time before they were introduced.
	Order Optimization – shifts will be created automatically according to Allowed Shifts and Demand.
	Find Employee For Shift – search engine which allows you to find employee without scheduled shifts.
	Help – contains a link to the help page.

Filter

Filter tool allows you to change items displayed on the chart. With this feature you can:

Hide employees with no schedule at selected unit

Hide employees with empty rows

Show Shifts (All, with Error, with Time Bank charge, from selected unit only)

Show Attendances (All, Too Short (<15min), with Error, with time bank charge)

Hide employees with no schedule at selected unit

Use Hide employees with no schedule at selected unit filter to hide employees with no shifts at selected unit. It is useful when an employee works in more than one unit and you do not want to see employee’s shifts which are planned not in your unit.

Hide employees with empty rows

Filter will hide emloyees without shifts or attendancess. Use it when you want to see only employees with scheduled shifts or attendances.

Show Shifts

All – shows all shifts

Error Shift – shows incorrect shifts. Error Shifts occur when there are shifts in the schedule which are not allowed. For example, there is shift without attendance, job which employee is not allowed to do or employee is not supposed to have shift.

Note: Point your mouse at shift with error to find out the reason. You can read it on the shift tooltip.

Show Attendances

All – shows all attendances

Too Short Attendances (<15min)

Note: Check your employees’ attendances to find out if there are faulty attendances.

Error Attendances – shows wrong attendances. Error Attendances occur when there are attendances in the schedule which are not allowed. For example, there is attendance without shift.

Note: Point your mouse at attendance with error to find out the reason. You can read it on the attendance tooltip.

Employees without schedule

Uncheck all filters to display employees without any shifts or attendances.

Copy Schedule

Copy Schedule window allows you to copy many shifts. It’s very useful when you want to schedule your shifts in the same way for the next couple of weeks.

The Copy Schedule window contains different configuration settings that apply to copy schedule. You can copy your previous schedule or your colleagues’ schedule. Also, there are possibilities to copy only selected week days or actions into specific time period.

You can copy schedule in two different ways, such as Copy schedule from one employee to others employees or Copy schedule from one employee to the same employee.

Read more about the Copy Schedule Section:

Copy Mode

Copy schedule from one employee to others employees

MyTimePlan takes the schedule data from the selected employee, and transfer it to another employee/employees account .

For example, if you want to copy the selected employee schedule to another employee’s/employees’. You have to select Copy schedule from one employee to others employees, than select specific action, and all week days. The last thing to do is to choose your desired time period in the source time period section (e.g. From period: 06.05.2013 – 12.05.2013), then in the destination period choose the dates you would like to copy this schedule (e.g. To period: 13.05.2013-19.05.2013).

It allows you to schedule exactly the same shifts as you had in the previous week.

Mark Don’t copy to holidays if you do not want to overwrite public holidays dates.

Copy schedule from one employee to the same employee

MyTimePlan duplicates selected employee(s)’ schedule data from the source time period to the specific time period you would like. For example: you can copy your last week schedule to this week.

For example, if you want to copy the last week schedule to the next week. You have to select Copy schedule from one employee to the same employee, than select specific action, and all week days. The last thing to do is to choose your desired time period in the source time period section (e.g. From period: 06.05.2013 – 12.05.2013), then in the destination period choose the dates you would like to copy your previous schedule (e.g. To period: 13.05.2013-19.05.2013).

It allows you to schedule exactlythe same shifts as you had in the previous week.

Mark Don’t copy to holidays if you do not want to overwrite public holidays dates.

Overwrite Mode

Delete Everything – save the new schedule data instead of already stored schedule data. Remember that marked the overwrite feature, will cause the loss of the old schedule data.

Don’t delete anything – this mode prevent overwriting the allready scheduled data

Don’t delete no staffing – this mode enables you to overwrite the current schedule data excluding the no staffing actions.

Actions:

Select jobs that you want to copy.

From Weekdays:

Select week days that you want to copy.

From period

It is a source period. Select the time period you want to copy.

To period

It is a destination period. Select the time period you want to copy a new schedule.

Don’t copy to holidays

It enables you to copy schedule to public holidays dates, such as the New Year’s Day or Christmas Day.

Preview/Apply Coping Schedule

When you have configured all Copy Schedule settings, click on the Preview button.

Preview

Pressing the Preview button will show you your scheduled shift changes before you save them. This allows you to check what the schedule will look like first, and to check that you haven’t made any errors.

Below you can see examples of preview copied shifts on the schedule.

Copy Shifts

Before

Preview

After

Copy shifts with overwrite mode: Delete everything

Before

Preview

After

Preview Window

You can see the Added Shifts in the Schedule Preview, as well as in the Preview Window.

The Preview Window gives you information about added shifts and company demand staffing.

This window is divided into two parts: General and Demand Information, and a list of added shifts.

The General and Demand Information section allows you to check demand for a particular job, and how it looked before and after changes. You can read demand values such as staffing, overstaffing and understaffing. There is also information about added shifts, such as a number of created shifts, deleted shifts, and failed shifts.

When you click on tab Employees Detail, you will see how changes in schedule sum up.

Next tab shows a chart for company demand for a particular job. There is a view before and after the changes.

In the second part of the Preview Window, there is a list of added shifts with all the information about that shift. By pressing the plus icon a drop-down menu will display additional information about the added shift, such as the reason for failure.

If everything is in order, press the Apply button to confirm and save your changes.

Note: Your shifts may not have been added correctly because of following reasons:

The settings are configured incorrectly, for example you chose the overwrite mode Don’t delete anything or Don’t delete no staffing. You cannot overwrite the shift because the shift is already scheduled.
The action you want to copy is not allowed for that user or user’s unit.
You don’t have access to add/edit schedule at that time or for that user.
The individual no longer works for the company, but remains in the system.
There is a national or public holiday.
There is a company rule you cannot break.

Settings

Settings icon is a blue gear.

The Settings window allows you to change the schedule view and how it can appear.

Settings option with description:

Icon	Description
Auto Show Shift Tooltip	Tooltip appears when your mouse point on the shift. You can select this option to see Tooltip in the Schedule view. Note: Using ToolTip gives you direct access to edit or delete the shift, change the shift comments, and view the history of any changes to shift.
Auto Show Attendance Tooltip	Tooltip appears when your mouse point on the attendance. You can select this option to see Tooltip in the Schedule view. Note: ToolTip gives you direct access to edit or delete the attendance, change the shift comments and view the history of any changes to attendance.
Click Day Add Shift Add Attendance	This option defines the one-click behavior for a day in the schedule. It enables you to add to employee shift or attendance.
Show messages Warn While Deleting Shifts Warn While Deleting Attendance Warn While Breaking Rules	I turn on warning messages when deleting shifts, deleting attendance, breaking rules.
Show/Hide Extra Columns	This option enables you to display the extra table which appears on the right side of the screen. There are five columns which show you at a glance about your employee’s Actions, their Duty Hours, their Scheduled hours, the Difference between their duty and scheduled hours (Diff) and any working Credits they may have.
Show/Hide Employee Initials	Select this option to display the Employee Initials in the Employee Name column.

On the right is what the warning messages looks like:

Attendance ToolTip Information

Reports

On the right is a view of the reports tab.

The Reports Tab shows you the same report list you can find in Reports Tab from Main Menu. These are the reports you created in Reports > Reports > Reports List

There are four types of report, such as Standard Report, Schedule Report, Salary Report and Work Report.

All of reports you can download the specific file format you would like (html, xls, txt, pdf, docx, pptx). You can do it clicking on file format you want to download.

Clicking on any of the Report tabs in the drop-down menu will take you to Report Page.

For example, clicking on the Schedule Report will switch the Schedule Report window.

Report window

The Report View is divided into three parts:

1. The Report Toolbar

2. The Report Filtering Toolbar

3. The Report

Report Filtering Toolbar

There is the Report Filtering Toolbar. This toolbar provides you with options on how you can filter the report that is displayed on your screen. It lets you quickly edit and apply display filters and allows you to choose the time period or all departments to be visible in your report.

There are four filters. First filter is setting up period of time you want to be visible in the schedule. Second, the Day field, you can put here the number of days you want to be visible in one row of the report. Third, the time period, put here the opening and ending hours of shifts you want to see in the report. Fourth, All departments filter, cause that your Report will contain selected employees in all departments they work. It is useful when an employee works in more then one department.

Export

Click on button will export a report you have created in any file format you would like, such as html, xls, pdf.

Send Notifications

Click on button to switch the Send Notification(s) window. Here you can send notifications with attached a report by email.

It’s very easy. All you need to do is write subject and content of your message. If you want to send a report of one employee ,even if there are several of them in report, select the Individual checkbox. Otherwise, you will send schedule of all employees to every employee (Employees will see the Schedule of other employees in report).

Your Notification Email will look like that

Your Individual Report will look like that

A report with an unmarked Individual checkbox will look like that

Find Employee For Shift

The Find Employee For Shift window contains a search engine which allows you to find employee without scheduled shifts.

You will need to specify the shift’s search criteria, such as the unit, the action, and the time period. This search engine is finding your employees’ shifts which are matching your parameters. As a result, you will have the list of employees who are able to work in specific unit, action and time period.

Optimization

Optimization engine creates schedule for employees according to Demand and Allowed Shifts. Depending on settings it also can take into account:

employee duty for each day
fulfilment of employee credit

To conduct schedule optimization click on “optimization” icon and choose “order optimization”. Optimization settings window will appear:

From: To: – choose period to optimize
Don’t add shifts at day with no duty – settings of Duty Hours in employee Employment will decide when employee will have added shifts
Don’t exceed credit margin – determine borders for credits that can’t be exceeded
Fill credit – optimization will first fill schedule for employees with lowest credits value
Remove shifts if no duty – optimization will delete all shifts that are not consistent with Duty Hours

“Units/Actions” Tab

Choose action for which optimization should be conducted.

“Employees” Tab

Choose employees for which optimization should be conducted.

To compute optimization click on “Order” button.

The Find Employee Find Shift window uses the search criteria, such as the unit, action, and time period.

Unit – You can search for employee in the specific unit.

Action – You can search for employee who can work with the specific shift’s action.

Date – to search for the employee who is available to work in the specific day.

Time Period (From/To Hour) – to search for the employee who is available to work in the specific time period.

Found Employees window

The Found Employees window contains a list of employees who match your search criteria.

There is information about employee phone and mobile number, credits and number of broken rules. Also, there are buttons which provide you with options, such as the Add shift for this employee, the Show employee at grid, and the Remove employee form this list.

Elements of the Found Employees window:

Credits – The number of hours which an employee is either lacking or in credit for since their first day of employment.

Broken rules – It shows you the number of broken rules. It means that if you add shift to this employee, you will break that number of rules.

Add shift for this employee – It applies to the Planning+ schedule. You can add shift to employee which match your search criteria.

Show employee at grid – It applies to the Planning+ schedule. It’s displaying employee’s schedule.

Remove employee form this list – It removes the employee from the search results list.

Sort your search results

By clicking on the column header of the table, such as employee, phone, mobile, credit, broken or rules, you can sort the employees in alphabetical order. You can also choose the column you want to be visible in the search results.