Section 3 - Manage Schedule

Navigation: ‘Scheduling’ tab then ‘Build Schedule’

The ‘Manage Schedule’ page in Ameego has some powerful and robust features, therefore this section of the scheduling guide contains a considerable amount of information. We recommend that you review this guide entirely so you can use Ameego to its fullest potential. If you should need to revisit any part of this guide, use the links in the outline below to get you to a section quickly.

Manage Schedule Overview

This is the last step of scheduling where you will assign the shifts to your employees and publish your schedule. Ameego has made this part easy to do with the One Touch scheduling tool. If you have completed your setup using our setup guide, then One Touch will create your schedule in seconds saving you some valuable time. You can make any changes you wish after running One Touch, like reassigning a shift to another employee, swapping shifts between two employees, sending a shift to the shift shop and much more.

The top of the schedule page displays a banner of valuable information that updates instantly as you create your schedule and make adjustments. We start with your sales forecast for the week and then display the labour hours, labour cost, labour percentage and SPMH calculations for the department group. 

‘Manage Schedule’ is essentially the live schedule in Ameego Manager. When you publish the schedules your employees will be notified right away. If you should make any changes to the published schedule, the affected employees will be sent a notification about the change.

One Touch Scheduling

Though you can assign the shifts to your employees manually, we highly recommend that you use the One Touch scheduling tool to get this done in seconds! The results that you get from One Touch will depend on the detail of the setup you did earlier. Here are the areas of setup that One Touch uses to assign the shifts to your employees:

  • Global Settings: Daily & weekly overtime values 
  • Global Settings: Minimum shift gap
  • Employee Profile: Departments assigned to employee
  • Employee Profile: Badges assigned to employee
  • Employee Profile: Employee availability
  • Employee Profile: Min/Max hours setting 
  • Employee Profile: Overtime Exempt setting
  • Badge Setting: Preferred employees per day of the week
  • Request Manager: Approved book offs

If One Touch did not hand out all of your shifts, consider if any of the criteria above could apply to the unassigned shift. It is important to correct any of the setup that may be preventing One Touch from assigning all of your shifts. 

Basic Steps of Scheduling

This section contains the basic steps of scheduling in Ameego. Further information is below if you need to make any changes to the assignment of the shifts.

You must have imported and confirmed a base floor plan for each day of the week in order to proceed to the scheduling page. You can get to the scheduling page by clicking the ‘Continue to Scheduling’ link after completing the floor plan or the ‘Manage Schedule’ button found on the weekly overview page. As we discussed earlier, the scheduling process will need to be performed for each of your active department groups. EN_Return_to_Weekly_Overview.png

or

EN_Weekly_Overview.png

Follow the basic scheduling steps below. 

  1. Navigate to the main page of ‘Build Schedule’ as described above.
  2. Click on the ‘Manage Schedule' button for the department group you want to schedule. (If the ‘Manage Schedule’ button is grayed out, you need to complete the ‘Manage Floor Plan’ steps. Click ‘Manage Floor Plan’ to review)
  3. Click on the blue ‘One Touch’ button at the top of the page. 
  4. You will see a list of the departments that belong to the department group pre-select. Leave them all selected and then click ‘Continue’. (Alternatively, you can deselect a department if you do not wish to schedule it at this time)
  5. Click ‘Continue’ again. (This screen shows any conflicts of shifts already assigned prior to running One Touch)
  6. We will show you how many shifts there are to be assigned. Click the ‘Run One Touch’ button.
  7. After One Touch assigns all the shifts it can, click the ‘Continue to Schedule’ button.
  8. Hover your cursor over the days of the week at the top of the page to see if you have any shifts that One Touch could not assign. If any shifts are unassigned, click on the shift to see a list of employees you can assign the shift to. (see ‘Unassigned shifts’ below)
  9. If required, move any shifts from one employee to another and do any final edits. (see ‘Editing an assigned shift’ below)
  10. Review your final schedule. (see ‘Reviewing the schedule’ below)
  11. Click the green ‘Publish’ button and then click any of the departments in the unpublished departments list to publish them. Prior to clicking the ‘Close’ button, all the departments listed on the right side will be published. 

Note: Publishing a department will send a notification to all the employees that belong to that department. 

Here is a demonstration of the steps described above. You will notice that One Touch could not assign one shift. The reason for this is that the shift has a badge (Server Open) that was not assigned to enough employees. We manually assigned the shift to an employee and added the badge to their profile.

EN_One_Touch.gif

 

Unassigned shift(s)

It is possible that One Touch could not assign all of your shifts as we described in the One Touch section above. It is important to understand why the shift was not assigned to an employee so it can be corrected for future schedules. 

EN_Assigning_an_Unassigned_Shift.png

Follow the procedure below to assign your unassigned shifts.

  1. Hover your cursor over the week day headings to see if there are any unassigned shifts. 
  2. If you have anything other than ‘0’ unassigned shifts, then click the ‘Unassigned shifts’ button to reveal the shift(s). 
  3. Click on one of the unassigned shifts to reveal a list of employees the shift can be assigned to. 
  4. If needed, change the 'Showing employees' filter from badge match to department match to show more employees. Be sure to observe the conflict column and the number of shifts & hours for each employee.
  5. Click on an employee to assign the shift to them. It is possible that you cannot assign the shift to anyone because of availability, book off or other circumstances. You can click the ‘Send to Shift Shop’ button to notify all the employees in that department that there is a shift available for pick up.
  6. Observe and resolve any conflicts if present. See ‘One Touch Scheduling’ and ‘Conflicts’ for more details.
  7. Repeat the above procedure until all of your shifts have been assigned.

Here is a demonstration of the steps described above: EN_Unassigned_shift.gif

 

Edit an assigned shift 

There are several options available when you click on a shift that is assigned to an employee. 

EN_Edit_a_shift.png

Here is a list of the options available and how to use them.

  1. Edit the shift time and or add a note to the shift: Click the ‘edit’ link beside the shift time and make any changes in the applicable fields. Notes are visible to the employees and are also displayed on the daily time sheet. 
  2. Assign the shift to another employee: When you click on an assigned shift, you will immediately see a list of employees you can reassign the shift to. If you click on another employee, it will remove the shift from the original employee and assign it to the employee you chose. Be sure to observe the availability column and the number of shifts & hours these employees already have. 
  3. Showing employees filter: The filter setting will determine the list of employees showing in the list. The default filter setting is ‘badge match’. Change the filter option to display more employees.
  4. Swap the shift with another employee: The Swappable shifts option can be found in the ‘Showing Employees’ filter. If chosen, you will see a list of employees that belong to the same department as the shift you clicked on. If you click on an employee in the list, then Ameego will swap their assigned shift with the shift you originally clicked on. The ‘Conflict ?’ column will display any conflicts that would arise if the shifts were swapped and the ‘Times’ column will show you the start & end times of the shift they have been already assigned.
  5. Unassign the shift from an employee: Click on the red ‘Unassign’ button to unassign the shift from the employee. This will move the shift back to the unassigned shifts we discussed earlier. Hover over the week day headings to reveal this shift.

Add shift

EN_Add_Shift.png

You will see an option to ‘Add Shift’ if you move your cursor over any day of the week in an employee's row. If you click on this button it will not create a new shift, but will display all the shifts (for that day) that the employee is eligible to work. Note: If you need to add a brand new shift that was not included in the floor plan, then you can do this on the ‘Manage Floor Plan’ screen. 

Take note of the column labeled ‘Assigned to’. If the shift is assigned to an employee, their name will be displayed here. If no employee is displayed in this column, then the shift is currently unassigned. 

You can also use the ‘Showing Shifts’ filter to show the shifts for a specific department or all departments. Keep in mind that If you change the ‘Showing Shifts’ filter you will see all the shifts as per your selection and not just the ones the employee is eligible to work. 

If you click on any shift, it will be assigned to the employee where you originally clicked the ‘Add Shift’ button.

Here is a quick demonstration of the functionality described above:EN_Add_shift_GIF.gif

 

Conflicts

EN_Conflicts.png

If One Touch did not assign all of your shifts and you had to manually assign them, then you may see conflicts on the schedule page. If you click on the ‘Conflicts’ button, it will take you to the first shift conflict and then the next if you use your keyboards ‘Enter’ key. You will also see a conflict icon (if applicable) on the top right corner of a shift. Hover your cursor over this icon for more details. You can still publish a schedule with conflicts, but it is important to understand what caused the conflict so that the issue can be corrected for future schedules. 

For example: Did you have to manually assign a shift that contained a badge to an employee who did not have the badge? This scenario would have caused a conflict. To correct the conflict, click on the employee's name (within the schedule page) and add the badge to their profile. Close the profile and you should see the conflict icon disappear. The employee will now be considered for shifts with that badge in future schedules.

Here are some of the typical conflicts you might incur and the corrections you can do to resolve the conflict for the current and future schedules. 

  • Department Conflict: Click on an employee's name to open their profile. Select the department required and close the profile. This setting will correct the conflict for this schedule and future ones. 
  • Badge Conflict: Click on an employee's name to open their profile. Select the badge required and close the profile. This setting will correct that conflict for this schedule and future ones. 
  • Overtime Conflict: The shift causes daily or weekly overtime for the employee.
    • For the current schedule, you can edit the shift length to resolve the conflict. (Click on the shift, then click ‘edit’. Change the start or end times and click ‘Save’)
    • For future schedules, adjust the length of the shifts in the base floor plans. 
    • If any employees are overtime exempt, edit their profile to indicate this (overtime exempt check box). One Touch will now observe this for future schedules. 
  • Availability Conflict: Ensure the employee’s availability is updated as soon as possible.
  • Employee has too many shifts: The number of shifts the employee has been assigned exceeds the number of shifts they are available to work per week. If this is not an isolated need, you can update the employees availability profile (number of days available per week) as soon as possible.

Minimum shift gap: The definition of this setting is ‘Ameego will not schedule an employee two shifts within this many hours of each other’. This is a global setting and may be the cause of some unassigned shifts after running One Touch. Double check this global setting to ensure it is suitable for your location.

Reviewing the schedule

The top of the schedule page displays a banner of valuable information that updates instantly as you create your schedule and make adjustments. We start with your sales forecast for the week and then display the labour hours, labour cost, labour percentage and SPMH calculations for the department group. 

Note: If you have assigned a secondary sales metric in your department group settings, then that metrics forecast will be displayed instead of your primary sales metric of Net or Gross. Your labour cost and $/Man Hour will be calculated using that metrics forecast as well. 

EN_Banner_data.png

Let's review the data highlighted in the above screenshot:

  • Sales Forecast: This will display the sales forecast for this week using your primary sales metric setting of Net or Gross (or the alternate sales metric if selected in the department group settings). This forecast is also shown for an individual day if you hover your mouse over the days of the week to expand the details.
  • Labour cost: This displays the labour cost amount for all of the scheduled shifts for the week. This data is also displayed on each day of the week. The labour cost is calculated using the shift length and the wage of the employee. This amount will also be adjusted if the following settings are applicable to the shift: 
      • Break rules (global setting) 
      • Breaks added to the specific shifts (breaks can be flagged as paid or unpaid) 
      • Overtime calculations (based on global settings OT values)
      • Fixed labour and wage multiplier if applicable
  • Labour %: This is your labour cost percentage for the week. We will also show you the variance compared to your labour cost % goal for the week. Our labour cost goal for this department group is 9%, therefore we see a variance of -1.8%.
  • Hours: This displays the total number of hours of scheduled shifts for this department group for the week. This will also deduct any unpaid breaks and break rules from the shifts if applicable, 
  • $ / Man Hour: This is sometimes referred to as your productivity rate. We divide the total number of hours into the sales displayed in this banner. $49,280 / 250.25 = $197.  If you have applied a secondary sales metric to this department group's settings, then we will also display a $ / man hour calculation using that metrics forecast.

Additional schedule page options

Besides scheduling, there are other options on the ‘Manage Schedule’ page that you can take advantage of. The screenshot below shows where to find these options and a full description of the functionality is listed below.

EN_Other_Options_in_Manage_Schedule.png

  1. Return to Weekly Overview: This button will take you back to the week's schedule summary page. Don’t worry, all changes are saved instantly.
  2. Schedule Change Log / Shift History: This button will list all the actions taken throughout the scheduling process and who performed them. Within this screen is a button called ‘Shift History'. Clicking this button will take you to a screen where you can see all the shifts for the week. If any shift is selected, we will show you all the actions taken on that specific shift.
  3. Print schedule: This button will take you to a print preview screen, allowing you to print the schedule for this week to a printer that is connected to the pc you are using. 
  4. Conflicts: This button will turn red and show you the number of the conflicts on the schedule. One Touch will not schedule a shift that causes a conflict. See the ‘Conflicts’ section that we covered earlier in this guide for more details.
  5. Filter: This button will show you all the departments (pre selected) that belong to the department group that you are scheduling. You can deselect any departments you wish and they will be removed from the view and the calculations. Keep in mind that if you have already assigned shifts for the department(s) that you deselected, it does not remove the shifts from the schedule. It simply takes them out of view and removes them from the calculations. This can be useful if you want to see the data calculations or print the schedule for a specific department(s). Be sure to click the filter button and reselect all the departments afterwards.
  6. Clear: This button will clear the schedule. Exercise extreme caution when doing this. Ameego cannot recover a schedule that was cleared accidentally. Upon clicking this button, you will be prompted to confirm the action before Ameego clears the schedule. If you have published any departments, this button will be grayed out and unusable until you ‘Unpublish’ the departments on this schedule. 
  7. Last two shifts from previous week: The two thin columns at the left of your first day of the week column represents the last two days prior to this week's schedule. If you see a coloured dot populating either of these columns, then the employee in that row was scheduled to work on that day. Hover your mouse over the dot to see the details. 
  8. Edit employee profile: You can click on an employee's name to open their employee profile. You can edit the profile in the same way that you can in ‘Employee Manager’. Any changes made here will be saved in the employee's profile. This is very useful to resolve conflicts on the current schedule (a missing badge or department) and updating their profile for future schedules.
  9. Shift tile: The shift tile displays all the details of the shift like the start & end times, wage, department as well as badges, breaks and shift notes if applicable. The color of the tile was determined in your department settings and is useful to identify the department at a glance.

Publishing 

After you have reviewed your schedule and made any necessary adjustments, it is time to publish your schedules. You will publish the schedule by department and the departments can be published separately at different times if required. Once a department is published, the scheduled shifts for those departments are visible in other key areas of Ameego like daily time sheets, timeclock and most importantly, visible to your employees. As soon as you publish a department’s schedule, a notification will be sent to all the employees who belong to that department within minutes. 

Follow the simple steps below to publish your department’s schedules in Ameego.

  1. Within the ‘Manage Schedule’ screen of any department group, click the green ‘Publish’ button at the top of the page. 
  2. If the department you would like to publish is listed on the left side under the ‘Unpublished Departments’ heading, then click on it to publish. This will move the department to the list on the right side under the ‘Publish Departments’ heading. Any departments under this heading will be considered published. 
  3. Click the Close button.

Note: If you have accidentally published a department you can unpublish it by reversing the above procedure. EN_Published_Departments.png

Can I make changes to a published schedule?

Changes to published schedules can be done easily without unpublishing the schedule. Any changes made to a published schedule will send out notifications to all the employees involved in the change. Here are a few common reasons to adjust a published schedule.

Need to add a shift?

If you need to add a shift to the schedule, you can go to ‘Manage Floor Plan’ to add the shift and then go to ‘Manage Schedule’ to assign the shift to an employee. Once you assign the shift to an employee, they will get a notification within minutes about the shift.

Need to change a shift assignment?

Using the ‘Manage Schedule’ page, you can easily move shift assignments from one employee to another by clicking on the shift and choosing a different employee. You can also swap shifts between two employees by using the ‘Swappable Shifts’ option in the shift edit box (in the ‘Showing Employees’ drop down menu). Click HERE to read more about swappable shifts. 

Shift Swaps approved in Request Manager

If a manager has approved a shift swap in 'Request Manager’ then the shifts will automatically be swapped on the schedule upon approval.

Weekly schedule overview

Congratulations! You have published your first schedule in Ameego. Let’s take a look at our weekly overview page now. This page will display your sales forecast for the week, a summary banner for all department groups and a weekly overview section for each department group. 

If you are still on the schedule page, then click the ‘Return to Weekly Overview’ button so you can follow along below. 

EN_Weekly_Overview_after_scheduling.png

Here is a description of the key summary areas as numbered on the screenshot above.

  1. Weekly forecast overview: This is a summary of your weekly sales forecast based on Net or Gross sales and also displays any other available sales metrics. Click ‘Manage forecast' if you need to make any adjustments to your forecast.
  2. Weekly Labour Forecast: This banner displays a labour summary for all department groups. The ‘Total Shifts’ and ‘Labour Hours’  figures come from your floor plans, and the ‘Labour Cost’ figure represents the shifts assigned to employees (assigned shift length x wage, minus breaks or break rules / sales forecast) whether they are published or not.
  3. Labour Goal: This is where you can enter your labour cost percentage goal for the department group. Ameego will show you comparisons to this goal throughout the scheduling pages. This is an optional setting. Note: The Labour Goal can be entered on this page (see ‘Edit’) or in the department group settings in Employee Manager. 
  4. Fixed Labour: The Fixed Labour figure represents the weekly $  amount of labour that has no wage associated on the schedule. This is usually used for managers salaries. Note: Fixed labour can be entered on this page (see ‘Edit’) or in the department group settings in Employee Manager. 
  5. Wage Multiplier: The default setting is 1.00. When creating and costing your schedules in Ameego, we will multiply all hourly wages by this amount. You can use this setting to account for some employee overhead costs. ie - setting the multiplier at 1.04 will add 4% to all wages and will be applied to the projected labour.
  6. Theoretical labour: (shift length x department default wage / sales forecast)
  • Variance of this figure compared with the labour goal for the department group. 
  • Scheduled labour: (assigned shift length x wage, minus breaks or break rules / sales forecast)
    • Variance of this figure compared with the labour goal for the department group. 

    8. Published departments: This will show you how many departments have been published within any department group.

     

    This takes us to the end of our Ameego scheduling guide. As we mentioned earlier, once you have produced a few schedules according to this guide, be sure to take advantage of our One Touch automated scheduling. Click HERE to review our article on this feature. 

     

     

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