Please refer to standard tools to familiarise yourself with the form.
Scheduling New Requests
Step 1: Press
to create a new request.Step 2: In the request record window fill in all the required details.
The blue fields are automatically populated and the system treats Mondays as
the start of the week although this can be adjusted as per your requirements.
Step 3: Please then go to the 'Request Details' tab to enter your shift requirements and
press
.
Step 4: In the following box enter the amount of shifts required per day.
Specify the hours of the total of shifts per day.
e.g You would like to schedule 2 shifts at 8 hours per shift Mon-Fri.
So in the Mon to Fri hour fields you would enter 16hrs.
Step 5: Click the tick button to confirm the details.
Step 6: Next click save and then close. You will see the new request added to the table.
Step 7: Go into the new request using the
icon and
navigate to the 'AddMissing Tasks' tab which will only be usable if you have entered the request
details.
Step 8: From this tab you can create your tasks. Begin with choosing an activity and then
the personnel. You can select more than one person in this section, therefore
it is advisable to select personnel with the same shift patterns.
Step 9: Next enter the default shift times and verify all the details on this tab.
Step 10: When you are happy with the details press 'Create Tasks'.
If you then click 'Close' you will be back to the Schedule Request table. Now click on the 'Manage Request Schedule' icon
to bring up the schedule for
your request.You will see the tasks in this table which you have createad from the 'Add Missing Tasks' tab.
The Request Schedule
The request schedule enables you to edit the tasks using the
button and you can also add tasks to the schedule with the
button.If you have created tasks from the 'Add Missing Tasks' tab you will also need to go into each task to untick the 'Enable Guaranteed Hours:' field should you not wish to grant them.
From within the task editor you can perform most live schedule functions including replacing entity, setting the activity, setting shift times and setting the task status etc...
Additionally you can set penalty rates, bonus rates, guaranteed hours, free of pay and free of charge.
Under special circumstances you may set a task free of pay or free of charge which will be reflected on your next invoice or pay run.
To mark the task as free of pay(FOP) tick the FOP box against the desired day. For free of charge repeat the same instructions but for the free of charge (FOC) check boxes.
On the top of request schedule there are tools that could take you back to the 'Requests Manager', a search box and tools that enable you to export the request schedule into different formats.
The export 1 and 2 buttons presents the request schedule in two different tables. When these tables are exported in the CSV format, you can import this data into many current payrolls systems.
Using the 'spreadsheet' button you can export the request shedule into a nice spreadsheet which can be further exported into other formats.
The 'a.act' (Agency Workers Act) check box when ticked will display statuses relating to the agency workers act and the Swedish Derogation.
A.act Legend:
| Status | Description |
-
 |
Weeks in the current role |
 |
Authorised to go past the 12 weeks |
 |
Anything over 12 weeks |
 |
Not Applicable |
 |
Swedish Derogation (Ignore week numbers) |
Creating new request tasks
Clicking the
icon will
bring up the task editor as illustrated aboved.Step 1: You will notice that there are fields coloured in blue which cannot be edited.
To begin, set the 'rate group'.
Step 2: Next assign an activity and a person to this task.
Step 3: Specify the uniform and skills requirements if required.
Step 4: Set the expected start and finish times for the shifts.
Step 5: For 'Guaranteed hours' tick the boxes as and when required.
Step 6: You can click save at this point and the new activity will display in the table.
Penalties Tab
Penalty rates are set in the person's pay rates record and these are applied when staff are not meeting expectations. e.g When staff are continuously late for their shifts.
. When you are in the request task editor select the penalties tab. Tick the day(s) you wish to apply the penalty and specify a reason.
Click save when you have finished.
Bonuses Tab
Bonuses applied using this tab are referred to as manual bonuses.
To apply a bonus simply tick the apply bonus box for the qualifying day. Then input a bonus value, a reason for the bonus and the 'Awarded By' and 'Date Awarded' fields will be filled in automatically.
Click save when you have finished.
Any shifts with the manual bonuses applied will have a star icon on them.
There are also icons to mark shifts that have penalties applied and no guaranteed hours applied.
Rolling over a Schedule:
Unlike the Live Schedule the Schedule Requests Manager does not incorporate the roll over function to copy an existing week over to future weeks far in advance.
However you can copy an existing request over to a new week with the flexibility to choose which elements of the request you would like copied over.
Step 1: From the Schedule Requests Manager click the 'Copy Request' (
)
icon.
Step 2: In the new form select the week you would like to copy the current one to.
Step 3: Tick the additional elements which you would like copied over to the new request.
Step 4: When you are happy with the request tick 'Confirm you wish to continue'.
Step 5: Then click 'Copy' and your new request will be available in the request manager.
Notes:
The Guaranteed and Penalty rates are set from the pay rates form.
If you are having problems locating staff when creating a new task it maybe due to the staff record not having the relevant schedule granted for access. Please also see Preparations for Pay/Charge rate and Scheduling.