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Managing Schedules in ExakTime

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.

  • If you can see "Scheduler" in the "Tools" menu, you can refer to the steps in the 'New Version' tab.

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  • If you do not see "Scheduler" in the "Tools" menu, you are still using our previous version of Scheduling and should refer to the steps in the 'Previous Version' tab.

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New Version Previous Version

Table of Contents

Expand for Navigation Steps to Scheduler
  • Click Tools from the menu bar and click Scheduler.

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Menu for Managing Schedules

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  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.
  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. You can use the "Show Unscheduled Employees/Locations Only" to limit the employee/location list to employees without a schedule. 

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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.

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Adding a Shift for an Employee

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

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  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.

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  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) – Enter a title for the shift. 75-character limit.
    • 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.
    • 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 type of model might work well for employees who do the same type of work during their shift (Example: painters might be scheduled for an 8 hour day at a single location)
      • Multiple locations and/or cost codes for the shift using tasks – this type of model might work well for employees who work at multiple locations and/or do different things throughout their shift (Example(s): lawncare worker who travels to several different 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)
      • If the ‘One location and cost code for the entire shift’ is selected, then Shift Location and Shift Cost Code will need to be selected. If ‘Multiple locations and/or cost codes for the shift using tasks’ is selected, then Shift Location and Shift Cost Code 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.
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  4. Tasks is an optional tab to clarify the work to be done for the given shift. Tasks are optional if the location/cost code is set at the shift level.

    • Task Name (Required) – Enter a title for the task. Limit is 75 characters.
    • If the ‘Multiple locations and/or cost codes for the shift using tasks’ radio button is selected on the Shift Details tab, then for each task, a Task Location and Task Cost Code are required fields. It is required to have at least one task.
    • Click Add Task to add a new task. Click Delete Task next to a task to delete it.

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  5. The Notes tab is an optional tab to clarify any work to be done for the given shift. 

    • Notes – This is a free text field
    • 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

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  6. Save your shift. The menu will close and return you to the calendar with the new shift added.

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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 initially load the first location listed alphabetically. Click Filtered and select the desired location(s).

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  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.

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  3. The "Add Shift" menu will have an additional "Employees" field where multiple employees can be added to the shift for the location. 
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Conflicting Shifts

Schedule conflicts will only appear when scheduling a single employee on the Employee view. Schedule conflicts will not show up for the Location view.

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Editing/Deleting a Shift

Editing/Deleting a Single Shift

  • To edit a shift, click on the shift block from the calendar.
  • To delete a shift, click on the X in the upper right corner of the shift block. You will be presented with a confirmation modal. Click Delete to delete the shift or Cancel to terminate the delete action.
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Editing/Deleting a Recurring Shift

  • To edit a recurring shift, click on any shift block in the series from the calendar. You will be presented a modal to determine if edits should apply to only the particular shift you clicked on or all shifts in the series.
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  • To edit a delete a recurring shift, click on the X in the upper right corner of any shift block in the series from the calendar. You will be presented a modal to determine if delete should only apply to the particular shift you clicked on or all shifts in the series.
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 Next Article

The next article for this topic is Sending Notifications for Schedules in ExakTime

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