Daily Schedule

The Daily Schedule is a simplified view of the Schedule Planner. It provides you with a daily Gantt view of employees who are scheduled to work within a location on a given day. This view enables you to see employee schedules grouped by department or site, and provides you with a full set of schedule editing capabilities.

With the Daily Schedule, you can quickly assess and edit schedules by looking at a department-grouped view. You can easily see which employees are scheduled across the different departments so you can make more effective scheduling decisions.

Only employees that are scheduled for the selected location are displayed. Unscheduled employees — those that do not have scheduled shifts or pay code edits — are not shown.

Note: Any changes you make to the Daily Schedule view are retained when you log off and log back on.

Available functionality

Most of the functionality that is in the standard Schedule Planner is included in the Daily Schedule. However, because the Daily Schedule is a simplified view of the schedule used for daily maintenance, some functionality is not available in the Daily Schedule.

The following capabilities are not available in the Daily Schedule:

  • Add-ons

  • Availability

  • Schedule tags (only segment tags are available)

  • Schedule engine

In the following areas of the schedule, functionality that is not available in the Daily Schedule is listed:

  • On the Action Bar:
    • Table View; Tools > Quick Post; Tools > Manage Schedule Posting; Tools > Notify Employees; Generate Schedule
  • In Quick Actions:
    • Lock/Unlock; Approve Time-off Request; Refuse Time-off Request; Cancel Time-off Request
  • In the Employee Glance:
    • Schedule Pattern; Lock; Unlock; Restore Predictive Tags
  • In the Shift Glance:
    • Add Leave Time; Override Availability; Lock; Unlock; View Audit
  • In the Open Shift Glance:
    • View Audit
  • In the Paycode Edit Glance:
    • Add Leave Time; Override Availability; View Audit
  • In the Empty Day Glance:
    • Add Leave Time, Override Availability, Schedule Tag, Restore

View the Daily Schedule

  1. From Main Menu > Schedule, select Daily Schedule.
  2. In Select Timeframe, select the day you want to view, either Yesterday, Today, or Tomorrow.
  3. To select a specific date, click tap Specific Date, select a date from the calendar, then click tap Apply.

    To scroll to another day, click Previous or Next .
  4. In Select Location, select a site from the list of locations available to you. Depending on your configuration, use one of the following methods:
    • Select from the default list of locations and jobs (this list is based on the current job) or search by Location, Job, or both. You can also select Browse Entire List to view the various levels of the business structure.
    • Use the arrows to select the various levels of the business structure. To move back, use the left arrow . You can also enter all or part of the desired business structure name in the Search box, then click tap Search .
    • Select locations and jobs from the drop-down lists.

The Daily Schedule provides a Site View and a Department View. By default, the Site View of the schedule is displayed.

To toggle between the views, click either Site View or Department View on the action bar. In both views, open shifts are shown in the Open Shifts section at the top of the schedule.

The shifts for scheduled employees are displayed in a Gantt view in one-hour increments. If desired, you can change the display to 15-minute increments using Show/Hide in the action bar.

  • Site View: All employees are displayed in an alphabetical list, regardless of department. This view is similar to the Employee View in the standard Schedule Planner.
  • Department View: All employees are sorted into department groupings. All departments belonging to the selected site are displayed in the view whether or not any employees have been scheduled to them.

    You can click and then select either Expand All Groups to expand all departments or Collapse All Groups to collapse all departments. To expand or collapse individual departments, click Expand to expand a department or click Collapse to collapse a department.

Shifts are displayed as follows:

  • Employees with transfers have their full schedule shown in all of the departments where they are scheduled. Shifts that are scheduled outside of the department are grayed out.

  • Employees that are scheduled to jobs that are not included in any of the departments are shown in the Other category.

  • Pay code edits are displayed in the standard color used in other views.

  • Shift segments that are assigned to another site are displayed with a dashed border when the Dashed border for outside location jobs option is selected in Show/Hide .

  • Shift segments that are assigned to another site are shaded gray when the Dashed border for outside location jobs option is not selected in Show/Hide or in the Daily Schedule configuration settings.

Add shifts for unscheduled employees

You can schedule employees that are not currently shown in the Daily Schedule using the Call List (if configured) or the Add Shift functionality.

To schedule a shift using Add Shift:

  1. Click Tap Add Shift on the action bar.
  2. In the Add Shift slider, select the employee for the shift and specify the shift details.

    The Employee drop-down includes a list of scheduled and unscheduled employees from the selected location, and, if configured, transfer set employees.
  3. Click Tap Apply.

    In the Department View, the employee displays in the department grouping where the shift is scheduled.
  4. Click Tap Save to save the schedule.

To schedule a shift using the Call List:

When using the Call List, both scheduled and unscheduled employees are included when the procedure set is run to identify eligible employees. The Call List also considers additional eligible employees when the View transfer set employees option is selected in the configuration.

For more information, see Fill open shifts with the Call List.

Search employees

You can search for an employee in both the Site View and Department View.

To search for an employee:

  1. Click Tap Search above the Name column.
  2. In the Search field, enter a full or partial employee name, then click tap Search .

All matching employees are displayed in the schedule.

In the Department View, the employees who match the search results and are scheduled across multiple departments are shown in each of the department groups where they are scheduled.

Display options

The Daily Schedule includes a subset of the display options that are in the standard Schedule Planner.

To select items to display in the schedule:

  1. Click Tap Show/Hide .
  2. In the Show/Hide panel, select from the following options to adjust the appearance of the schedule.

    Intervals

    Select an option to define the precision of the schedule's time dividers (the vertical lines of the grid):

    • 1 Hour
    • 15 Minutes

    Shift Display

    Select the way to identify shifts:

    • Shift Time
    • Shift Label (if the shift is defined as a template)

    Select how to display shifts from other locations:

    • Dashed border for outside location jobs— Select this option to display a dashed border around shifts and shift segments scheduled for a location other than the locations currently loaded in the schedule. The dashed border displays around shifts and shift segments shown in the schedule and in the shift glance.

    Paycode Display

    Select the way to identify pay codes:

    • Pay Code Name
    • Pay Code Short Name

    Display

    Select one or more schedule items to show or hide:

    Note: Schedule items (Open Shifts, Schedule Pay Codes, Schedule Shifts, and Coverage) that have not been configured to display in the Daily Schedule are available to show or hide, but are shown as unselected in the Show/Hide panel. Forecasting Data and Peak Hours are only available to show or hide if volume drivers have been configured in the Daily Schedule setup.
    • Open Shifts
    • Scheduled Pay Codes
    • Schedule Shifts
    • Forecasted <volume driver name>
    • Coverage
    • Peak Hours
    Note: Forecasted <volume driver name> and Peak Hours are displayed in separate rows at the top of the schedule in both Site View and Department View, above the Open Shifts (if displayed) or above the employee names (if Open Shifts not displayed). The Coverage row is displayed above the employee names in Site View and under each department, except for the Other category, in Department View.
  3. Click Tap Apply.

Filter and reorder columns

You can filter and reorder the columns that display in the schedule. The Name column is always displayed.

  1. Click Tap Filter .
  2. In Column Selection, select the columns you want to display and clear the columns you want to hide.

    Columns available to show or hide are the columns in the dataview specified for the Daily Schedule and the Rule Violations column.
  3. To reorder how the columns are displayed:
    1. Click Tap Reorder Columns.
    2. Drag and drop the column names, or use the arrows at the top, to change the display order.
    3. Click Tap Apply.
  4. Click Tap Apply.

Sort

By default, all employees are shown in an alphabetical list in the Site View, and are listed alphabetically within each department in the Department View. You can change the sort order of the display in the following ways:

  • Click on the column header for the dataview you want to sort by.
  • Click Tap Sort . In the Sort panel, select the Procedure Set you want to use to sort employees. When finished, click tap Apply.
    Note: The Allow Advanced Sort option must be enabled in the Daily Schedule configuration to use the Sort functionality.

    When sorting is applied, a red dot displays on the Sort icon in the action bar. You can revert to basic sorting by clicking on any column header, such as Name for alphabetical sort. The red dot no longer displays on the Sort icon, indicating that sorting is not being applied.

In the Site View, sorting is applied across all employees. In the Department View, sorting is applied to employees within each department grouping.

When you sort by Employee by Shift Start, the shifts are realigned by start time for the employees in each department.

For more information, see Sort employees with Advanced Sort.

View rule violations

If configured for the Daily Schedule, the standard indicators display for employees, departments, and sites when there are rule violations.

Informational — A rule has been broken, but at the lowest level of severity. You can save the schedule and continue without responding to the violation.

Warning — You can save the schedule and continue without responding to the violation.

No Save — The schedule cannot be saved with this severity of rule violation.

To view employee rule violations:

  • Click Tap the rule violation indicator displayed next to an employee's name.

    A glance displays the employee's name, and the severity, date, and description for each rule violation.

When a site has organizational rule violations, a message displays at the top of the schedule. In Department view, the message displays when any organizational rule violations exist within the selected site, but are not reported within any of the departments. In Site view, the message displays when any organizational rule violations exist within the selected site.

  1. To view organizational rule violations within a department:
    1. In the Department View, click the rule violation indicator displayed next to the department name.

      The Rule Violations slider displays a list of all rule violations within the selected department. Rule violations are sorted by date and then by severity. Higher severity violations are listed first.

    2. Click Tap Done.
  2. To view organizational rule violations within a site:
    1. In the Site View, click the hyperlink in the rule violation message displayed at the top of the schedule.

      The Rule Violations slider displays a list of all rule violations within the selected site. Rule violations are sorted by location, followed by date, and then by severity. Higher severity violations are listed first.

    2. Click Tap Done.

Expand and collapse columns

By default, the Name column is always displayed.

Depending on your configuration, there may be additional columns that do not display until you expand the column view. To expand all columns, select Expand All . To collapse all columns, select Collapse All .

Note: The columns available to display depend on the dataview associated with the Daily Schedule.

View metrics

If configured, you can view metrics in the Daily Schedule. The metrics indicators display below the toolbar in both Site View and Department View.

These metrics values are the same values that are shown in the standard Schedule Planner on the Indicators tab. The metrics shown in the Daily Schedule are site-level values.

When the metrics display is open, the indicator data is updated as you make edits to the schedule.

  1. Click Tap Show Metrics .
  2. View the displayed metrics.
  3. Leave the metrics display open, or click tap Close Metrics to close the display.

View schedule score

The Schedule Score displays information about how well the schedule meets your organization's needs and gives you insight into how you can make better scheduling decisions.

The schedule score is calculated based on:

  • The location and timeframe selected in the Daily Schedule.
  • The schedule score definition that is associated with the Daily Schedule. The schedule score definition includes one or more weighted categories — Coverage and Employee Preference— that each include one or more weighted category factors.
Note: Schedule score data is only displayed if the Daily Schedule has been configured with a schedule score definition.

For more information about the factors for each category and how the score for each factor is calculated, see Factor Descriptions and Score Calculations.

To view the schedule score:

  1. Click Tap Show Score .

    The schedule score data displays below the toolbar in both Site View and Department View.

  2. View the displayed scores. If needed, click tap Refresh .
  3. To view details about the score, click tap How is this score calculated . A tooltip displays with details about the configured schedule score scale, the categories used in the score calculations, and the weights that are applied for each category.
  4. Click Tap Close Score .

View break start times

If configured, you can view break start times for employees in the Daily Schedule. This data displays in the Break Start Time column beside the employee names in both Site View and Department View.

  • If there are multiple breaks in the same shift, the break start times display in a comma-separated list.
  • If there are multiple shifts on the day, the break start times that belong to the different shifts are separated by a semi-colon.

View peak hours

If configured, you can view when peak hours occur in the Daily Schedule.

When you select peak hours to display, the information is shown in a row above the employee names at the top of the schedule. Hour intervals that have been calculated as daily peak hours are highlighted and display with the Daily label; hour intervals that have been calculated as weekly peak hours are highlighted and display with the Weekly label.

Depending on the Daily Schedule configuration and Peak Hours configuration values within the intervals, a maximum of 8 daily peak hours and 32 weekly peak hours can be shown. Peak hours are calculated using hourly intervals even if the time interval being used is 15 minutes.

To display peak hours:

  1. Click Tap Show/Hide .
  2. In the Show/Hide panel, in Display, select Peak Hours.
  3. Click Tap Apply.

View forecasting data

If configured, you can view forecasting data in the Daily Schedule.

When you select forecasting data to display, the information is shown in a row above the employee names at the top of the schedule in both Site View and Department View. The forecasting data is displayed according to the time interval being used (1 hour or 15 minutes).

To display forecasting data:

  1. Click Tap Show/Hide .
  2. In the Show/Hide panel, in Display, select Forecasted <volume driver name>.

    The forecasting data label that displays depends on the selected volume driver in the Daily Schedule configuration.
  3. Click Tap Apply.

View coverage data

If configured, you can view coverage data in the Daily Schedule.

When you select coverage data to display:

  • In Site View, the coverage data for the site is shown in a row above the employee names at the top of the schedule.
  • In the Department View, the coverage data for each department is shown as the first row under each department heading.

Coverage data is shown as scheduled count/planned count for each displayed interval. A green arrow displays to the right of the coverage data when the scheduled count is greater than the planned count. A red arrow displays when the scheduled count is less than the planned count.

To display coverage data:

  1. Click Tap Show/Hide .
  2. In the Show/Hide panel, in Display, select Coverage.
  3. Click Tap Apply.