You are here:
Schedule patterns allow you to fill out a schedule quickly in an organized way. After you have defined and saved a pattern as a Schedule template, you can assign it to any employee or group of employees.
Pattern Templates A repeating pattern of shifts and paycodes that is saved with a name, but without dates or assigned employees. also make it possible to modify the schedule of a number of employees simultaneously by modifying the pattern assigned to them.
There are several ways to modify a pattern. You can:
- Assign a different pattern to an employee, replacing the previous pattern starting from a certain date.
- Overlay two patterns for an employee, for example, a weekend pattern and a weekday pattern.
- Temporarily replace an employee's pattern for a period of time, after which the previous pattern resumes.
Note: When you overwrite a schedule pattern for an employee who has a non-midnight day divide Time that defines when one day ends and a new day begins. The day divide is defined in a pay rule. If a shift crosses the day divide, the pay rule defines how the hours are allocated: to the day before, the day after, or to the day on which the worked hour occurred. and the current pattern started prior to the employee's signed-off date, the start date of the modified pattern is set to the partially signed-off date.
To create a schedule pattern, complete the following steps.
Step 1: Select the employees
You can create a schedule pattern for a single employee, multiple employees, a schedule group Assembles employees who share schedules or any other work characteristics., or employees sharing the same employment terms Legal contracts between employer and employee. When scheduled to work hours differ from the hours in their contract, the pay rules of the employees determine the impact on pay..
To open the Schedule Pattern Defines a repeating pattern of shifts, paycodes, and availability that is assigned to one or more employees for a specific time span. glance (also known as a contextual callout) Provides information and actions in a dialog box for an item on the screen when the user right-clicks or taps the item. for specific employees having the same schedule pattern, do one of the following:
- Double-click an employee.
- Right-click an employee, a schedule group row, or a employment terms row, and select Schedule Pattern
. - Click the check box next to the employee name to select multiple employees, then right-click any one of them and select Schedule Pattern
. - Use shift-select or Ctrl-select to select multiple employees, then right-click any one of them and select Schedule Pattern
.
- Tap an employee and select Schedule Pattern
. - Tap a schedule group row or a employment terms row, and select Schedule Pattern
. - Tap one or more employee check boxes to select them, then tap the employee and tap Schedule Pattern
, or tap a schedule group row or a employment terms row, then select Schedule Pattern .
Step 2: Define the pattern
Note: If the Schedule Pattern glance appears with a schedule pattern already defined, select Add New Pattern
Note: When creating a schedule pattern for a single employee that has multiple assignments, select the assignment for the schedule pattern from the Assignment list. The employee's default assignment — which is the highest ranked assignment that you have access to through your organizational set in your Employee Group and based on the selected location — is pre-selected.
- Specify a Start Date and (optionally) an End Date to indicate the effective period of the pattern.
- In the Define Pattern For field, specify the length of the cycle that repeats (in days or weeks).
- Select the Override Other Patterns check box if the pattern should overwrite any shifts and paycodes created by a previously applied pattern. Otherwise, shifts and paycodes in the current pattern are added to those previously created.
-
Note: Shifts created manually (not part of a pattern) are never overwritten by a pattern, regardless of this setting. However, you must ensure that any manually created shifts do not conflict with the pattern created shifts.
- Create a shift for any cell using one of the following methods.
- Right-clickTap the cell and select Insert Shift Template A shift that has a name and defined segments and attributes, but no date or assigned employee.
, then select a template. - You can also select multiple cells (using shift-click or control-click), right-click one of them, click Insert Shift Template
, then select a template.
- Right-clickTap the cell and select Insert Shift Template A shift that has a name and defined segments and attributes, but no date or assigned employee.
- ClickTap Shift Template
at the top of the glance, then select a template, then click the cell where you want to create the shift. You can add the same shift template simply by clicking additional cells. When you are finished creating that type of shift, clicktap Shift Template to deactivate the quick action A tool that allows simple schedule edits to be made more easily, particularly when the same action must be taken on several items. - Right-clickTap the cell and select Add Shift
, then define the shift parameters. - You can also select multiple cells (using shift-click or control-click), right-click one of them, and click Add Shift
to open the Add Shift panel. Define the shift parameters to insert the same kind of shift in each selected cell. For full instructions on defining a shift, see Add a shift. - You can also use the quick action Copy-Paste
to copy a shift and paste it in a different date cell. See Quick Actions for editing Schedule Patterns, below. Note: Create shifts in the cell of the day they begin. For example, a shift that begins at 11:30 pm Monday is created in the Monday cell, even though most of the shift is on Tuesday.
- Define the availability pattern for any cell. Right-clickTap the cell and select Edit Availability
, then define the Availability parameters for that cell. - You can also select multiple cells (using shift-click or control-click), right-click one of them, and click Edit Availability
to open the Edit Availability panel. Define the availability parameters to apply to all the selected cells. . For full instructions on defining availability, see Availability. - Create a paycode for any cell. Right-clickTap a cell or a shift and select Add Paycode
, then define a paycode, and select Apply. For full instructions on defining paycodes, see Add a paycode -
Note: Leave any cell blank to represent a day that has no shift or paycode.
- ClickTap Apply. The Schedule Pattern glance closes and the pattern is applied for the loaded period.
- On the main schedule page, clicktap Save
. The pattern is rolled out for its entire length.
Note: For employees that have a non-midnight day divide, the system allows you to select the day containing the partially open period as the Start Date. However, no schedule entities are rolled out to the employee when those entities are contained in, or span the day divide of, their signed-off period. However, any shifts or duration paycodes A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick. that have a start time that occurs after the signed-off period are rolled out to the employee. Non-duration paycodes are not rolled out to the employee on a partially signed-off day.
By default, schedule patterns have a maximum length of 52 weeks (364 days). Depending on how your system is configured, this limit may be higher. If you enter a pattern length that is greater than the limit set on your system, a message displays with the valid range.
You can also use the following Quick Actions to edit Schedule Patterns:
Insert Shift Template
What:Creates and assigns shifts from a shift template.
How:Select the template from the list that appears, then select a date cell, whether empty or not. Click Tap other date cells as needed to assign the same template to them as well.
If the Adjust breaks automatically for Quick Actions and glances setting has been selected in the Schedule Planner configuration, the system automatically adjusts the break times within the shift to comply with the adjusted shift length or work rule transfer. Breaks are added or adjusted based on Automated Break Placement rules that are configured in employees' default work rules, such as required break length, time without a break, and coverage.
Note:
- Search for the name of a template by typing any part of the template name in the search box.
- You cannot assign templates to locked or signed-off days.
Paycode
Note: You must have the following access set to Allowed to ensure proper paycode edit functionality when using Quick Actions:
- Manager - Department Manager > Scheduling > Schedule pay code edits in Full Days
- Manager - Department Manager > Scheduling > Schedule pay code edits in Half Days
What:Replaces an assigned shift with a paycode. Only duration paycodes can be added to shifts when using Quick Actions.
How:Select the paycode, then click tap an assigned shift:
- When there is one shift on the day: The paycode replaces the entire duration of the shift.
- When there are multiple shifts on the day: The paycode uses Full Schedule Day as the Duration, so the paycode amount is the total duration of all shifts on that day. For example, if there are two 4-hour shifts on the day and you replace one of the shifts with a paycode, the resulting paycode amount is 8 hours.
The system automatically creates an open (unassigned) shift with the same start and end time as the replaced shift. If a segment tag is configured for the paycode, the segment tag is automatically added to all the segments — except for breaks — of the open shift A shift that is scheduled for a job, but no employee is assigned to work it.. The segment tag alerts you that the open shift was created for a particular reason — such as vacation or sick leave — and needs to be filled immediately.
ClickTap additional shifts as needed to replace them with the same paycode.
Note: You cannot replace an empty cell, a shift segment Parts of shifts that are assigned to a job in the business structure, either primary or transfer jobs., a locked shift, or a shift during a locked or signed-off day.
Copy / Paste
What:Copies and pastes a shift, a paycode, a schedule tag A graphic on the schedule that identifies a specific characteristic that applies to a specific employee on a specific day. Not a shift or a pay code. Example: On call., availability, or any combination of these items.
How:How:Click
Delete
What:Deletes a shift, a paycode, a schedule tag, availability, or any combination of these items.
How:Click Delete
Step 3: Apply the pattern
- ClickTap Apply. The pattern is rolled out for the current schedule period A repeating span of days in the schedule that is defined for administrative purposes, such as pay periods..
- Click Tap Save. The pattern is rolled out from the start to the end date.
