Adding a schedule

Adding and managing default rates

You can add default rates to the system to auto-populate a rate field when creating a schedule based upon certain factors such as the role, client and staff.

The defaults rates you can add to the system are as follows and in order or precedence from lowest to highest:

• Global default rates
  • Add to Settings >  Staff Options > Staff roles with default rates and overtime
  • See: Staff roles with default rates and overtime
• Client default rates
  • Add to Clients > Manage > Rates
  • See: Clients > Rates
• Job default rates
  • Add to Shifts > Actions > Default rates
  • See: Job actions
• Staff rate card
  • Add to Staff profile > Rate card tab
  • You will be given the option to apply default staff rates when booking staff
  • See: Staff Rate card

To use a default rate when importing a schedule you must use '#' in the rate column. See: Creating a schedule import file

National Minimum Wage and National Living Wage rates

The system can cross-check the rates added to your schedules with the current National Minimum Wage and National Living Wage rates.

See: National Minimum Wage and National Living Wage rates

Create a schedule block using the interface

You add your shifts in blocks of locations, dates and roles. Within a block you might have the following:

• 3 Locations:
  • Starbucks 1, Starbucks 2 and Starbucks 3
• Each of these locations has 3 live dates:
  • Starbucks 1 = 4th, 7th and 9th April
  • Starbucks 2 = 8th and 9th April
  • Starbucks 3 = 12th, 13th, 14th, 15th and 16th April
• Then for these locations and dates we require
  • 1 Event Manager
  • 2 Brand Ambassadors

This would look like this when created:

So, let's see how we would create this in a block:

• Adding your locations and dates sets
  • Click on the + button to add your first location
    
  • You will now see a dialogue to find the address of your location
    
    • Add a Venue name
    • Select the Country if it is not in your local country
    • Start typing in the Address field to find the address
    • Once found the map will show the address:
      
    • Add any notes specific to this address/venue
    • Press OK to select this location
  • Click on the 0 dates button to add your dates
    
  • This will open the date picker dialogue
    
    • You can individually select the dates as above
    • Or use the Set recurring dates to select recurring weekly days between 2 dates
      
    • Once you have selected your activity dates click on OK
    • Now make sure to save these locations and dates by clicking on the green tick
      ​
  • To add additional locations and dates within this same block you can:
    • Click on Add new locations and dates to add a new empty row
      
    • Or you can duplicate your existing set of locations and dates using the menu dropdown
      
      • Duplicate location and dates
        • This will duplicate the exact locations and dates with this same block
          
        • You can then edit this set by:
          • Clicking on the magnifying glass to change the address and the dates button to change the dates
        • When happy with your selections press the green tick to save
      • Duplicate location only
        • This will duplicate only the locations within this same block
      • Duplicate location with new roles
        • This option will now create a whole new block with these locations as it will require a new set of roles
•  Adding your Roles for these locations and dates within this block
  
  • Qty
    • Add the quantity for this role
    • Mandatory
  • Role
    • Select the role from the list
    • If it is not in the list click on + to add your new role
    • Mandatory
  • Currency
    • Select your currency if this is not your local currency
    • Mandatory
  • Rate
    • Add the rate for this role
    • Mandatory
  • Rate type
    • Select if this rate is hourly or daily
    • You can default this to hourly or daily in settings
    • Mandatory
  • Subs
    • Add the subsistence amount
    • Not mandatory
  • Expenses allowance
    • Enter the guide allowance amount for staff to claim their expenses against
    • The staff can go over this amount but they will be warned to have pre-approved it first
    • Enter 0 or leave it blank if staff are not able to claim expense for this shift
    • Not mandatory
  • Bonus
    • Enter a bonus amount or additional fee
    • Not mandatory
  • Deductions
    • Enter a deduction amount if required
    • Not mandatory
  • Start time
    • Enter the start time of the shift
    • Mandatory
  • End time
    • Enter the end time of the shift
    • Mandatory
  • Break
    • Enter the total break time in minutes
    • Not mandatory
  • Break paid
    • Enter the total break time that will be paid in minutes
    • The total must be lower than the total break time entered
    • Not mandatory
  • Team ID
    • Enter the team name if required
    • Not mandatory
  • Hide on Job Market
    • Ticking this will ensure that this role is never posted to the Job Market
    • Not mandatory
  • Save
    • Once you have entered all the details click Save
  • Cancel / Edit
  • Options
    • When a role is being created
      • Cancel
        • Cancel the role changes
      • Clear
        • Clear the role details to start again
      • Delete
        • Delete the role
    • When a role is saved
      • Edit
        • To change this role into edit mode
      • Duplicate
        • To duplicate this role into a new role within the same block
      • Unstack
        • If you need to extract a role to create a variation on that role within this group
        • You will be asked how many you want to unstack
        • You can then edit the unstacked roles to add the variations required
      • Delete
        • Delete the role
  • Example role being added
    
  • Example roles as specified at the start of this article
    
• Once you have finished creating your group you can add more groups by clicking on Add new set of locations and roles
  
• The blue bar at the bottom of the page will tally up the total cost for this schedule
  
  • You can also go straight to the shifts page from here to start booking staff to these roles. See Booking staff

Duplicate all or part of a schedule block

If you need to create a new schedule block with variations in locations, dates and roles from an existing block. Rather than creating a new schedule block from scratch you can chose to duplicate all or part of an existing schedule block:

• In the top right of each schedule block, you have an Options button:
  
• Here you can duplicate all or part of this schedule block
  
  • Click to check/uncheck the locations and specific dates for each location you want to duplicate
  • Click to check/uncheck the roles you wish to duplicate for those locations and dates
• Once your new block is created you can then edit or add to the new schedule block as required:
  

Removing all or part of a schedule block

If you need to delete all or part of a schedule block.

• In the top right of each schedule block, you have an Options button:
  
• Here you can remove all or part of this schedule block
  
  • Click to check/uncheck the locations and specific dates you want to delete
  • Click to check/uncheck the roles you wish to delete for those locations and dates

In this case, you must:

• Unbook the staff from the shift. See: Unbooking staff from shifts
  • You can then remove the role from the schedule
• Due to the nature of creating shifts in groups, it is generally easier and quicker to remove a shift by using the make a shift invisible feature via the shifts page. See: Making shifts invisible