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How to Add, Assign, and Publish Jobs/Shifts (Computer)

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These features are available after you have installed the TSheets Schedule.

Notes:

  • Only administrators, managers, and employees granted the "Manage schedules for their group" permission can create and assign shifts.
  • Employees can create shifts for themselves if they have been granted the "Manage schedule > Their own" permission.
  • It is not necessary to assign employees when creating a shift.
  • Draft shifts display in white. Published shifts display in their selected color.
  • Clicking Publish saves the shift and publishes it to the assigned employees' and their managers' calendars.
  • When a shift is added, changed, or deleted, all employees assigned to that shift are notified, and all of their calendars are updated.
  • Unassigned shifts display on your calendar (not employee calendars), in the top row, when you click Full and Day or Week.
  • A PTO shift will appear in the schedule when a PTO timesheet is created.
  • Total hours scheduled for an employee or job/customer can be seen in the far left column if, in View Settings, "Show hour totals" is selected.
  • Daily hour totals display in the column headings. Employee hour totals display in the far left column. These totals are only visible to admins and schedule managers.
  • On the calendar, dot colors indicate:
    • Green: On the clock
    • Orange: On a break     
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How to:

 

To access the schedule calendar, after installing the add-on, go to Schedule


How To Add and Publish One Shift

  1. If needed, adjust your schedule view.
  2. Do one of the following:
  • Click inside a cell.
  • In the top left corner, click Actions > Add Shift.
  1. Select the start and end times.
  2. (Optional) From the drop-down arrow, select a color.
  3. (Optional) Enter a title, select a job or customer, and add notes (500 character max.).
  4. (Optional) Add employees. Note: If no employees are assigned to the shift, it will appear at the top of your calendar (click Full + Day or Week) in the Unassigned row.
  5. (Optional) Enter a location, or select one from the drop-down. (Note: As you start to type, the field will fill with suggested locations. These are drawn from Google maps.)
  6. (Optional) For recurring shifts, click Repeat, select the frequency and end date, and click Done. (Note: Under END REPEAT, if you select "On," the limit is 1 year. If you select "After," the limit is 365 shifts.)
  7. If you would like to, assign employees to the shift (see below).
  8. Do one of the following:
  • To save the shift without publishing it to the assigned employee calendar(s), click Save Draft. Unassigned shifts display in white on the calendar.
  • To save the shift and publish it to employee and manager calendars, click Publish. If you'd like to return it to draft state, click Save Draft. The shift will be removed from employees' calendars.
 

How to Assign Employees to a Shift

  1. On the calendar, click a shift.
  2. Click inside the EMPLOYEES box, and enter one or more employees' names.
  3. Click Publish. The newly assigned employee(s) receive a notification of the change.

How to Publish Multiple Shifts

  1. Make sure that Full is selected, then, from the dropdown select Day, Week, or Month.

  2. Click the blue Publish button.

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