The 'Schedules' feature for ExakTime can require additional setup before it can be fully utilized. Employees with the default Administrator ExakTime Connect security role will have all permissions to use Schedules. Other roles will need additional permissions to perform actions such as viewing and managing employee schedules. 

Table of Contents

• Granting Permissions to Schedules
  • Manage Schedules/My Schedules in ExakTime Connect
  • View Schedules in ExakTime Mobile
  • Permission for "Clock In to My Schedules"
• Setting Up your Locations for Schedules
• Setting Up Cost Codes for Schedules

Granting Permissions to Schedules

Permission to Manage Schedules/My Schedules in ExakTime Connect

Administrators will have access to managing schedules by default while other employees must be granted permission to Manage Schedules and/or My Schedules on ExakTime Connect.

• Go to Manage and click Security Roles.

  

• Click the ExakTime Connect tab.

  

• Click on the role that should have access to schedules or create a new role. Administrators will have permission by default.

  

• Look for and enable the settings for Schedules as needed for the security role in the Permission tab towards the right. 

  

• Save your changes. Repeat as needed for other ExakTime Connect Security Roles.

If you are unfamiliar with assigning a security role to an employee, you can follow the steps in the following article to assign security roles through the security roles page or through an employee profile.

Allowing Access to View Schedules in ExakTime Mobile

Permissions must be granted to ExakTime Mobile security roles for your employees to view their schedules. You can allow certain ExakTime Mobile users the ability to view their schedules.

• Go to Manage and click Security Roles.

  

• Click the ExakTime Mobile role that should have access or add a new security role.

  

• In the permissions to the right, enable the ability to view My Schedule.

  

• Save your changes. Repeat as needed for other ExakTime Mobile security roles.
• Your employees will need to sync their copies of ExakTime Mobile, log out, and back in to see these new changes.

If you are unfamiliar with assigning a security role to an employee, you can follow the steps in the following article to assign security roles through the security roles page or through an employee profile.

Permission for "Clock In to My Schedules"

Your employees can clock in to their scheduled location and cost code directly to mitigate any possibility of incorrect locations or cost codes during the normal clock in process.

• Go to Manage and click on Security Roles.

  

• Select the ExakTime Mobile Security Role that should have this permission enabled. The Administrator will have this permission enabled by default.

  

• Enable the permission "Clock In To My Schedule."

  

• Save your changes. Repeat as needed for other ExakTime Mobile security roles.
• Your employees will need to sync their copies of ExakTime Mobile, log out, and back in to see these new changes.

If you are unfamiliar with assigning a security role to an employee, you can follow the steps in the following article to assign security roles through the security roles page or through an employee profile.

Setting Up Locations for Schedules

To schedule an employee for a location, you must enter a Timezone and a start/stop time for the location.

• If you have not yet set up the timezone for a location, you would go to Manage and click on Locations.

  

• Click the pencil icon to the left of a location if it already exists, if not click Add Location.

  

• Under 'Additional Settings' for the location, select the time zone for the location and enter the start/stop time.
  • The time zone is used as an indicator for the scheduler when adding shifts.
  • The start and stop times will inform the scheduler of possible time frames for shifts. This does not prevent a scheduler from adding a shift before the start time or after the stop time.

  

• Save any changes made to the location. Repeat as needed for other locations. 

Setting Up Cost Codes for Schedules

When scheduling an employee for a location and cost code, the cost code is color-coded for quick reference. By default, any new cost code added will be color-coded black.

• Go to Manage and click on Cost Codes.

  

• Click the pencil icon to the left of a cost code for existing cost codes or click Add Cost Code for a new cost code.

  

• Under Cost Code Color, click the black square to adjust the color.

  

• Save when finished. Repeat for other cost codes as needed.