View audit data

The Audit add-on enables you to track changes to the schedule and employee availability. You can also track the outcomes of calls made to employees when assigning open shifts with the Call List.

If the system has employee group filtering enabled, the data shown is filtered by your employee group even when you have an entire location selected.

To access audit data:

  1. Select the configured Audit tab at the bottom of the schedule.
  2. In Audit, select either Schedule, Availability, or Call List.

The rows of the table represent transactions, which are alterations in the database. The columns represent the recorded characteristics of the transactions. The top row (header) of the table identifies the columns.

  • The Audit Availability add-on tracks changes to employee availability: adding, editing, or deleting availability of employees in the loaded schedule time frame and location. For more information, see Transaction characteristics for schedule audit.
  • The Audit Schedule add-on tracks adding, editing and deleting entities such as shifts and pay codes of employees in the loaded schedule time frame and location. For more information, see Transaction characteristics for availability audit.
  • The Audit Call Log add-on tracks the outcome of each call made to employees when assigning open shifts from the Call List and includes important information such as the date and time the employee was notified about the shift. The Call Log Audit provides a comprehensive audit record to track that the proper steps were adhered to — such as proof of regulatory compliance and fairness in Scheduling practices — when filling open shifts. For more information, see Transaction characteristics for Call Log audit.

Depending on which data you are viewing, the table columns (characteristics) you can include in the table are different.

Note: Data is not displayed on the tab when more than 1000 employees are in the loaded schedule or when the loaded timeframe exceeds 90 days.

Customize the Audit table view

View options are at the top right corner of the table.

Control

Operation

Fullscreen

Expand the table to fill the space occupied by the schedule

Default Size

Return the table to its default size

Column Display

Opens a menu with additional display options:

  • Show Filters Row Display filter controls (described under Audit table controls)
  • Columns Toggle either of the two icons below to include or remove a column in the Audit table view (Individual columns are described under Transaction characteristics.)
    • Checkmark indicates that the column is included in the Audit table view
    • Delete indicates that the column is removed from the Audit table view

Show audit data for a schedule item

You can choose to display only the audit data for a specific assigned shift, open shift, pay code edit, leave edit, or schedule tag in the Schedule Planner.

To view audit data for a specific schedule item:

  1. Right-click on the schedule item — assigned shift, open shift, pay code edit, leave edit, or schedule tag — in the Schedule Planner to open its glance.
  2. Select View Audit. In some cases, you may need to select More > View Audit.
    Note: You must have the appropriate access configured for the View Audit option to display in the glances.

    The Audit tab displays the audit data for the selected schedule item only. The schedule item that is being used to filter the audit data is shown in the Entity field.
  3. To remove the filter and have the Audit tab display all audit data for the selected employee, click X in the Entity field.

Table controls

Select an employee to audit

Do any of the following:

  • Click Tap the name box to select an employee to audit.


  • Start typing the employee's name in the Search box, and press Enter when the name appears.
  • Scroll through the list and select an employee in the displayed schedule, or select Previous or Next to select the preceding or next name in the list.

Header menu

In the header at the top of each column, select to open a menu of commands:

Icon

Command

Function

Sort Ascending Sort Descending

Sorts the table by the value of the characteristic in that column, in ascending or descending alpha-numeric order. If you select multiple columns to sort by, the table applies the column sorting in the order you select them, and places a small numeral next to the sort icon, indicating the priority of the sorting.

Hide Column

Removes that column from the table. (To include the column again, use the Main Menu )

Group

Collapses all the transactions that have the same value for that column into one row in the table

Ungroup

Expands transactions collapsed for having the same value in that column, to display each transaction as a separate row.

Include system generated audits

Audits generated by the system — for example, shift change audits due to business structure changes, primary job changes, or updates to labor category entry lists — can clutter the Audit tab and make it difficult to focus on schedule edits made by managers and employees. Use the Include System Generated Audits option to toggle between filtered or unfiltered system generated audits.

  1. To filter out audits generated by the system, clear Include System Generated Audits.
  2. To include audits generated by the system, select Include System Generated Audits.
  3. Click Tap Reload to reload the data.

Filter transactions

You can filter specific rows out of the table by using the filter control for any column.

  1. Click Tap Filter and select Show Filters Row.
  2. In the filters row at the top of each column, click to open a list of the following options. If the option does not appear, it is not applicable:

    Option

    Meaning

    Starts With

    Shows only transactions where this field starts with the text you enter

    Not Starts With

    Shows only transactions where this field does not start with the text you enter

    Custom

    Allows system administrators to code a different option

    In

    Shows only transactions where this field contains the text you enter

    Not In

    Shows only transactions where this field does not contain the text you enter. If you use more than one value for In or Not In, each value must be separated by a semicolon.

    =

    Shows only transactions where this field exactly matches the text you enter

    !=

    Shows only transactions where this field does not exactly match the text you enter

    Is Null

    Shows only transactions where this field is empty

    Is Not Null

    Shows only fields where this field is not empty

    Between

    Shows only transactions where this field is between two text values, separated by a space, using time, date, or alpha-numeric sequence as applicable to the format of the text in the column

    Not Between

    Shows only transactions where this field is not between two text values, separated by a space, using time, date, or alpha-numeric sequence as applicable to the format of the text in the column

  3. Enter the text to filter by in the text box.
  4. Press Enter to apply the filter.
  5. To remove the filters row, click tap Filter and select Hide Filters Row.

Transaction characteristics for schedule audit

A transaction can be an add, an edit or a delete. Each column represents a different characteristic of the transaction. Not all columns are applicable to all transactions; if the characteristic defined by the column is irrelevant to the transaction, the cell in that row is blank.

Characteristic

Explanation

Person Name

Employee affected by the transaction

Assignment

Employee's assignment associated with the transaction.

Date

Date affected by the transaction

Shift Start / Shift End

Start and end times of shift affected

Locked

A status change: True = locked, False = unlocked

Posted

Displays when Schedule is selected as the Audit type.

A selected checkbox displays in the column when the job associated to the shift is posted or was previously posted. This item is verified for all types of modifications made to the schedule, including Shift Added.

Type

Type of transaction

Reason

Displays when Schedule is selected as the Audit type.

Displays one of the following reasons to indicate what changed on the shift: Add note; Delete note; Update note; Add tag; Delete tag. If multiple modifications are made to a shift, the reasons display in a comma-separated list.

Deleted

True = deleted, False = not deleted

Label

Shift label

Segment Start / End

If the transaction refers to a segment, segment start and end times

Location

Full location path of the transaction. "False" indicates a transaction with no location.

Labor Category

Specifies the labor category applied

Cost Center

Specifies the cost center applied

Work Rule

Specifies the work rule applied

Paycode

Full paycode name

Amount

Paycode amount

Comment

Hover cursor over Tapthe cell to see comment text

Edit Date

Date of transaction

Edit Time

Time of transaction

User

Manager performing the transaction

Data Source

The schedule engine (if any) that made the transaction

Person ID

Employee ID of the employee affected by transaction

Transaction characteristics for availability audit

A transaction can be an add, an edit, or a delete. Each column represents a different characteristic of the transaction. Not all columns are applicable to all transactions; if the characteristic defined by the column is irrelevant to the transaction, the cell in that row is blank.

Characteristic

Explanation

Person Name

Employee affected by the transaction

Date

Date affected by the transaction

Type

Type of transaction (add availability or edit availability)

Deleted

True = deleted, False = not deleted (Note: When availability is overwritten by a new pattern, the former availability is deleted.)

Segment Start / End

Affected shift segment start and end times

Availability Type

The resultant availability type

Edit Date

Date of transaction

Edit Time

Time of transaction

User

Manager performing the transaction

Person ID

Employee ID of person affected by transaction

Transaction characteristics for Call Log audit

Transaction details are shown about each logged outcome for each employee contacted about an open shift, such as the employee who was notified for the shift, the outcome of the notification, the date and time the employee was contacted, and the manager who contacted the employee. Data is organized by shift.

Characteristic

Explanation

Shift

Shift details

Name

Employee who was notified for the open shift

Outcome

The outcome of the notification. There are several automated outcome entries in the Call Log Audit:

  • Notified — Displays for all employees who have been sent a notification about the open shift.
  • Accepted — Assigned — Displays when an employee accepted a shift and it was assigned to them.
  • Rejected — Displays when an employee rejects an offered shift.
  • Accepted — Shift No Longer Available — Displays when an employee accepted the shift but it was no longer available.
  • Accepted — No Save Rule Violation — Displays when an employee accepted the shift but incurred a No Save rule violation before the shift could be assigned to them.
  • Rejected Similar — Displays when an employee rejects a shift when multiple similar shifts are offered.

Contacted Date

Date that the employee was contacted

Contacted Time

Time that the employee was contacted

Response Date

Date that the employee responded

Response Time

Time that the employee responded

Contacted By

Manager who contacted the employee

Note

Description that explains the outcome

Shift Date

Date of the open shift

Shift Start/End

Start and end time of the open shift

Label

Shift label

Job

Shift job