The "List View" for Scheduler allows you to view a list of scheduled items across your employees and locations to quickly review what has occurred and upcoming shifts. 

Table of Contents

• List View Menu
• Adding a Shift
• Editing/Deleting a Recurring Shift

List View Menu

The "List View" allows you to view a itemized list of scheduled shifts for your employees.

The top of the menu will allow you to:

• Search - Search field to filter by employee name, employee ID, shift title, location, or cost code.
• Add Shift button.
• Schedule Time Zone - Show the time of the shift start/end by the selected time zone.
• Pay Period - Filter the list by the pay period.

The list of shifts will provide the following columns. Clicking any of the column headers will allow you to filter the list.

• Actions - Edit or delete a shift.
• Date
• Employee
• Title - You will see a ⟳ icon for recurring shifts.
• Shift Start/Shift End
• Shift Location
• Shift Cost Code

Adding a Shift

1. Click Add Shift.
   
2. 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.
3. 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.
4. 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
5. Click Save to save the shift. The menu will close and return you to the calendar with the new shift added. 
   

Copying a Shift

1.  Search for the employees/locations with the shift that you want to copy.
   
2. Click the pencil icon for the shift to copy.
   
3. Click Copy Shift towards the bottom of the menu.
   
4. Shift details will be retained, except for the original employees. Shift details can be modified as needed.
   
5. Click Save when finished.

Editing/Deleting a Recurring Shift

1. Click the edit or delete icon.
   
2. Specify if you are edit/delete 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 'Add Shift' section. 
     
3. If you are modifying a single occurrence of a repeating shift, you will see an indicator that the shift is no longer part of the series.