Navigation: ‘Scheduling’ tab, then ‘Base Floor Plans’
Goal: To save you time when creating your schedules
Base floor plans (BFP) are templates of the shifts that you need for each day of the week. You can add the badges you created earlier to the shifts and configure breaks if required. You can create as many base floor plans as you like and choose from them when you build your schedules. For example, in addition to creating a BFP for each day of the week, you can also create floor plans for holidays, game days, or any other recurring event that affects your business.
We will take you through the following tasks in this guide:
- Create your first base floor plan
- Add additional base floor plans
- Managing base floor plans
- Enabling Ameego's One Touch Scheduling
Create your first base floor plan
Let's start by creating your first base floor plan. Most locations like to have one for each day of the week. Follow the steps below to create a new base floor plan.
- Click on the 'Create new' button at the top of the Base Floor Plans page.
- Add a name to your base floor plan like "Monday".
- Ignore the 'Copy from' field for now as we are assuming this is your first floor plan.
- Choose a colour for this base floor plan if desired.
- Click the 'Add Floor Plan' button to save.
Now that you have your first base floor plan template you will add the shifts required for this day. Use the instructions below to add shifts, adjust the start and end times, add a badge or add break.
- Add a shift: Click the ‘Add Shift’ button and select a department. This will add a shift for the department you selected with a default time of 12 - 5 pm. Adjust the shift times as required and repeat this process until you have all the shifts needed for each department for this day.
- Adjust the shift times: Click and drag the left and right sides of the shift shading ends to adjust the start and end times.
- Add a badge: Click the center area of the shift and select the badge required for the shift. After selecting the badge, click 'Save & Close'.
Add a break to a shift: Click the center area of the shift and click the 'add break' link. Enter the start time and the length of the break. Set the 'Paid Break' checkbox as required. Click the 'Add Break' button' and then click 'Save & Close'. Here are a few additional notes about breaks.
- Breaks added to the shifts will not be visible to the employee. They are primarily used for management visibility and the costing of shifts in your schedules.
- Please consider that if you have setup a 'break rule' in global settings, you won't want to add breaks to the base floor plan as well as this would double the costing of the breaks and skew your projected labour. You should use break rules or breaks on the base floor plans.
- Remove a shift: If you need to remove a shift from your base floor plan, click the center area of the shift and select 'remove shift' at the bottom of the edit box.
Add additional base floor plans
You can create your next base floor plan by copying the first one (or any other one that you have created).
Click the 'Create New' button, add the new name and make a selection from the 'Copy from' dropdown list. This will create an identical floor plan from the one you select. Just adjust the shifts if needed and you're done! This will save you a ton of time creating your base floor plans!
If you prefer, you can select 'empty base floor plan' and add the shifts manually as described above.
Managing base floor plans
Here are some more tips to keep your base floor plans up to date and pertinent to the season you are currently in. Some locations create base floor plans for the seasons and name them accordingly. You can deactivate and reactivate floor plans to meet your needs for the current season or business trends.
- Editing a base floor plan: Click on the setting wheel to the right of the floor plan name. You can rename it here and save changes, or click the 'Deactivate' button to remove it from the active list (you can always reactivate it later if needed).
- Reactivating a base floor plan: Click the 'Deactivated Floor Plans' link at the bottom of the list of floor plans. Locate the base floor plan needed and then click 'Reactivate'.
- Reorder the base floor plan list: Move your cursor to the left of the floor plan name to reveal the crossed arrows icon. Click and drag this icon to move the floor plan up or down in the order.
- Seasonal floor plans: If your scheduling needs change for some seasons, consider creating a set of base floor plans for these.
- "Closed" floor plan: If you are closed on a certain day(s) of the week, create a base floor plan labeled 'Closed'. Do not add any shifts on this base floor plan. You will import this floorplan when you are creating your schedule where a closed day is applicable.
- Local Events: If your scheduling is impacted by events in your area, consider creating base floor plans for these days. Examples might be "7 pm game day", "2 pm game day", "8 pm concert" and so on.
- Holidays: Holidays typically occur on Mondays or Fridays. Create a 'Holiday Monday' or 'Holiday Friday' base floor plan to meet your scheduling needs for these holidays.
Enable One Touch Scheduling (Add base floor plans to department group settings)
This last important step will allow you to create your schedules with just one click of a button! To explain this further, let's jump ahead and look at the 3 steps of scheduling in Ameego.
- Create a sales forecast
- Choose a base floor plan for each day of the week
- Assign the shifts to your employees
If you add the base floor plans to your department group settings, you can achieve the above with just one click of a button! After you have created all the base floor plans that you require, follow the steps below to enable Ameego's One Touch Scheduling.
- Navigate to the 'People' tab, then the 'Employee Manager' sub tab.
- Click the 'Manage' button at the top of the list of departments.
- Click the 'Edit' button on the right within your first department group.
- Using the drop down menu, add a base floor plan for each day of the week in the 'Default floorplans' section.
- Click the 'Save Changes' button.
- Repeat this process until you have assigned the default floor plans to each department group. Please note: This MUST be done to each day of the week and for each department group for the One Touch feature to work.
Here is a demonstration of the steps above:
Next up, events and logbooks!