If you are interested in Scheduler and do not already have it, you can consult your account manager for additional information.

Schedules/scheduler allows you to build out your employees' schedules with info such as their location and cost code. Our new version of Scheduler will also allow you to include tasks/notes and any relevant attachments for a shift. Your employees can review their schedules and clock in to their shifts from ExakTime Mobile.

Table of Contents

• Menu for Schedules
• Adding a Shift for an Employee
• Adding a Shift for a Location
• Editing/Deleting a Shift

Menu for Managing Schedules

1. View Schedule by Locations/Employees - Use the drop-down menu to view calendars by the location(s) or employee(s).
2. Filters - Filter the calendars of up to 10 employees/locations. Hovering over the number indicator will display a list of the currently filtered employees/locations.
3. Schedule Time Zone - Allows you to view schedules relative to a time zone. The time zone will default to the current logged-in user's time zone.
4. Display Resources - Organize the schedules vertically (e.g., scroll up or down to the next employee/location) or horizontally (e.g., scroll left or right to the next employee/location).
5. Date Range
6. Calendar - Review what has been scheduled for employees.
   • Add a shift by clicking anywhere on the calendar grid or click-and-drag the desired length for the shift.
   • Click an existing shift/item to update it.
   • If Holidays and Special Events were entered on the 'Company Calendar', read-only events will appear on the Calendar while viewing schedules by 'Employee'.
   • If 'Time Off' is in use, this calendar will display pending, approved, and completed time off requests of the employee. If the employee has a pending time off request, it can be approved from the schedule calendar. If there is a time off request on an employee's calendar, it will not conflict when scheduling an item.
7. Export PDF - Create a PDF version of the current view. The exported PDF view may not be printer-friendly.
8. Calendar View - View your shifts by the day, week, month, agenda, or timeline.
9. View Activity - Provides an audit log to track changes to schedules.

Filtering

Filtering will allow you to select up to 10 employees or locations to view on the 'Scheduler' menu. You can use the "Show Unscheduled Employees/Locations Only" to limit the employee/location list to employees without a schedule. 

View Activity

'View Activity' will show activity logs up to two weeks in the past and provides filters to narrow down the activity data further.

Adding a Shift for an Employee

1. View the schedule by employees and select the employee(s) with the provided filter. 

   

2. Click on the calendar or click and drag along the calendar for the appropriate employee. An 'Add Shift' menu will open with three tabs to set up your shift.

   

3. The 'Shift Details' allows you to set up the primary settings for the shift, such as name, shift time, and more:

   

   • Shift Title (Required) – The title for the task with a 75-character limit. If the employee's profile is set to Spanish or French, an extra field will be available with an automatic translation that you can manually update. 
   • Shift Start/Shift End (Required) – These fields will be pre-populated based on your initial calendar selections and can be manually updated. Shifts cannot exceed 24 hours.
   • Schedule Conflcit - Schedule conflicts will only appear when scheduling a single employee on the 'Employee' calendar view and they have another item scheduled. It will not appear for Approved or Requested Time Off, if using the Time Off feature. Schedule conflicts will not show up for the 'Location' calendar view.

     

   • Repeat – A shift can be set up to be a single instance or set to repeat daily, weekly, or monthly.
   • How do you want to use locations and cost codes?
     • One location and cost code for the entire shift – This option is best for employees who do the same type of work during their shift (i.e. Painters are scheduled for an 8-hour day at a single location). You can also add tasks that will list what your employees are expected to complete while working.
     • Multiple locations and/or cost codes for the shift using tasks – This option is best for employees who work at multiple locations and/or do different things throughout their shift (i.e. a lawncare worker who travels to several locations throughout the day but is primarily mowing lawns or a general contractor who may be doing several different types of work at one or multiple locations). You will be required to create tasks with a task name, location, and cost code. 
     • If the ‘One location and cost code for the entire shift’ is selected, then a Location and Cost Code for the shift will need to be selected. If ‘Multiple locations and/or cost codes for the shift using tasks’ is selected, then the Location and Cost Code fields will be hidden and the location/cost code will be set on the Tasks tab.
   • Shift color – Select a color to help identify the shift.
4. Tasks is an optional tab to clarify any work that should be done for the given shift if 'One location and cost code for the entire shift' is enabled by entering individual task names. If the 'Multiple locations and/or cost codes for the shift using tasks’ option is enabled on the 'Shift Details' tab, then at least one task must be created for the shift that allows you to specify a task name, location, and cost code.

   

   • Task Name (Required) – The title for the task with a 75-character limit. If the employee's profile is set to Spanish or French, an extra field will be available with an automatic translation that you can manually update. 
   • Task Location & Cost Code – This field will be available if the 'Multiple locations and/or cost codes for the shift using tasks’ option is enabled on the 'Shift Details' tab. Each task will require a location and cost code.
   • Click Add Task to add a new task. Click Delete Task next to a task to delete it.

5. The optional 'Notes' tab can provide additional information for the given shift such as notes

   

   • Notes – A free text field with a character limit of 500 characters. If the scheduled employee's profile is set to Spanish or French, an extra field will be available with an automatic translation that can be manually updated. 
   • Upload files – Upload pertinent documents for a shift. You can attach up to 10 files with a max file size of 25 MB. The following file types are supported:
     • .pdf
     • .jpeg
     • .jpg
     • .png
     • .webp
     • .txt
     • .bmp
6. Click Save to save the shift. The menu will close and return you to the calendar with the new shift added.

   

Adding a Shift for a Location

Adding a shift for a location is similar to the steps for an employee, except there is an additional field to specify the employee(s) for the shift. 

1. Set 'View Scheduled by' to 'Location'. The calendar will load the first location listed alphabetically. Click Filtered and select the desired location(s).

   

2. Click on the calendar or click and drag along the calendar for the appropriate location. An 'Add Shift' menu will open with three tabs to set up your shift.

   

3. The 'Add Shift' menu will have an additional 'Employees' field where multiple employees can be added to the shift for the location. For an explanation of the other fields, refer to the steps in the 'Employees' section.

   

Conflicting Shifts

Schedule conflicts will only appear when scheduling a single employee on the 'Employee' calendar view and they have another item scheduled. It will not appear for Approved or Requested Time Off, if using the Time Off feature. Schedule conflicts will not show up for the 'Location' calendar view.

Editing/Deleting a Shift

Editing a Single Shift

1. Click on the shift block from the calendar.

   

2. Edit the available fields. For an explanation of the available fields, refer to the steps in the 'Employees' section.

   

Deleting a Single Shift

1. Click on the X in the upper right corner of the shift block.

   

2. Click Delete to confirm the shift deletion.

   

Editing/Deleting a Recurring Shift

Editing a Recurring Shift

1. Click on any shift block in the series from the calendar.

   

2. Specify if your edits should apply to only the selected shift or all shifts in the series. For an explanation of the available fields, refer to the steps in the 'Employees' section.

   

3. If you have modified only a single occurence of a repeat shift, you will see an indicator that the repeat shift is no longer part of the series.

   

Deleting a Recurring Shift

1. Click on the X in the upper right corner of any shift block in the series from the calendar.

   

2. Specify if the deletion should apply to only the selected shift or all shifts in the series.

   

3. If deleting all shifts in the series, it will also delete any shifts that were previously part of the series.