Creating An Employee Schedule

Use this procedure to create an employee schedule for a designated week.

1. After logging in to the Back Office (see Accessing the Back Office), select Employee and press Enter.

2. At the Employee Menu, select Employee Scheduling Maintenance and press Enter.

3. Select the Employee Schedule option.

   Figure 5-1 Employee Scheduling Maintenance Menu

   
   

   

   
   

4. Xstore Classic prompts for the week to be scheduled. Select the week you want to schedule, and press Enter to continue.

   Figure 5-2 Schedule Weeks List

   
   

   

   
   

   Note:

   The current week is selected by default.

5. The system displays the Employee Schedule screen for the selected week. This is the view used to create an employee schedule.

   Select the Edit option to begin creating a new employee schedule.

   Figure 5-3 Employee Schedule Screen

   
   

   

   
   

Several options are provided for creating a new schedule:

Create New Schedule Options

• Add Manual Shift - Use this option to create a shift to apply to a specific employee/day on the schedule. See Adding a Manual Shift.

• Add Shift From List - Use this option to apply a pre-defined shift to a specific employee/day on the schedule. See Adding a Pre-Defined Shift.

  Note:

  To define the shifts, see Creating a New Shift.

• Copy Day Schedule - Use this option to copy an existing schedule from one day to a day (or days) in this new schedule. See Copying a Day Schedule.

• Copy Week Schedule - Use this option to copy an existing weekly schedule from one week to this new weekly schedule. See Copying a Week Schedule.

  Note:

  Scheduling Exceptions...

  • If you schedule a shift for an employee with approved time off for the period, Xstore Classic displays a prompt alerting you to the conflict.

  • Select the Add to Schedule option to schedule the employee and override the time-off event.

  <OR>

  • Select the Remove From Schedule option to remove the conflicted shift(s) from the schedule.

  • You cannot edit records for any date that precedes the current date.

  Note:

  • You can assign multiple shifts to the same employee, on the same day. This is useful if you employ many part-time employees.

  • If desired, you can schedule multiple shorter shifts during the day for just one employee. For example, a three-hour INVENTORY/ STOCK shift in the morning and a two-hour CASHIER shift in the afternoon.

  • See Figure 5-6 for an example of an employee (Frank, Fern) with 2 shifts in a single day.

Adding a Manual Shift

Use this option to create a new shift for an employee on the schedule.

...continued from step 5.

1. Select the employee and the day you want to schedule. Use the arrow keys to navigate the scheduling screen grid. The highlighted area indicates the selected cell in the grid.

   Note:

   Touch-screen users, tap the desired cell to select the employee and the day you want to schedule.

   Figure 5-4 Selecting the Cell to Schedule - Edit Menu

   
   

   

   
   

2. From the Edit Menu, select the Add Manual Shift option.

   Note:

   Make sure you have a valid shift selected, not a cell in the Total Hours column.

3. The system prompts for schedule information for the selected employee and date. Enter the information as required, then select OK to continue:

   Figure 5-5 Employee Schedule Data Form

   
   

   

   
   

   • Shift Start Time - Enter the starting time for this shift.

   • Shift End Time - Enter the ending time for this shift.

   • Work Code - Select a work code for this shift.

   • Number of Non-Working Hours - Enter the hours and/or minutes that are counted as non-working hours, such as meal breaks.

   The system totals the scheduled hours for the week and calculates the scheduled budget amount (if it is configured for your store) as you build the schedule. The total scheduled hours and scheduled dollar amount is shown in the top panel of the screen. It is updated automatically each time you add or remove a shift.

   Xstore Classic displays the Weekly Summary Scheduling screen that shows the shift you created for the employee on the scheduled day.

   Information on this screen includes the starting and ending times, the work code, break times, and the amount of working time.

   Figure 5-6 Weekly Summary Scheduling Screen - Employees Scheduled Example

   
   

   

   
   

4. Continue scheduling all employees for the week as needed and select the Save Changes option to save your schedule.

   Note:

   Depending on your system's configuration, Xstore Classic may provide a warning if you schedule an employee who has a conflict with restrictions defined by your store's policy. For example, there may be a maximum number of scheduled hours that cannot be exceeded.

Adding a Pre-Defined Shift

Use this option to apply an existing shift type to the schedule for a selected employee/ day.

...continued from step 5.

Note:

To create these pre-defined shifts, refer to Creating a New Shift.

1. Select the employee and the day you want to schedule. Use the arrow keys to navigate the scheduling screen grid. The highlighted area indicates the selected cell in the grid.

   Note:

   Touch-screen users, tap the desired cell to select the employee and the day you want to schedule.

   Figure 5-7 Selecting the Cell for a Defined Shift

   
   

   

   
   

2. On the Edit Menu, select the Add Shift From List option.

   Note:

   Make sure you have a valid shift selected, not a cell in the Total Hours column.

3. Xstore Classic displays the list of pre-defined shifts. Select a shift from the list that you want to apply to the selected employee and day, then select OK to continue.

   Figure 5-8 List of Pre-Defined Shifts

   
   

   

   
   

   Xstore Classic displays the Weekly Summary Scheduling screen showing the shift you applied to the employee/day. Information shown here includes the pre-defined starting and ending times, the work code, the time allotted for breaks, and the amount of working time. Xstore Classic also totals the scheduled hours for the week as you build the schedule and the scheduled budgeted dollar amount (if configured for your store).

   Figure 5-9 Pre-defined Shift Added

   
   

   

   
   

4. Continue scheduling all employees for the week and select the Save Changes option to save your schedule.

Copying a Day Schedule

Use this option if your daily schedules are consistent within the week you are currently scheduling. For example, if your Monday through Wednesday staffing needs are similar, use this option to simply set up one day's schedule (Monday) and copy it to the other days (Tuesday and Wednesday) in the current week.

Note:

This option copies the schedule that every employee has on the selected day and duplicates it to the additional days that are selected. Therefore, any employee's cell may be selected, if it is in the correct day from which the schedule is copied.

For example, Bob works sales from 9:00 a.m. to noon on Monday, and Mary works inventory from 1:00 p.m. to 5:00 p.m. on Monday. If the Copy Day Schedule duplicates the Monday schedule to Tuesday and Wednesday, then Bob works from 9:00 a.m. to noon on Monday, Tuesday and Wednesday. Mary works inventory from 1:00 p.m. to 5:00

p.m. on Monday, Tuesday and Wednesday.

...continued from step 5.

1. Select the day you want to copy the schedule from. Use the arrow keys to navigate among the days on the scheduling screen grid. The highlighted area indicates the selected cell and day in the grid. In Figure 5-10, the Monday schedule is selected.

   Note:

   Touch-screen users, tap the desired cell to select the day you want to copy the schedule from.

   Figure 5-10 Copying the Monday Schedule

   
   

   

   
   

2. Select the Copy Day Schedule option from the Edit menu.

3. Xstore Classic prompts for the day (or days) you want to copy the selected day schedule to. In this example, select the day or days you want to copy Monday's schedule to, and press Enter.

   Figure 5-11 Copy Day Schedule Form

   
   

   

   
   

   Note:

   To select multiple days, use the Spacebar to select each day. In this example, Monday's schedule is copied to Thursday, and Friday.

   Xstore Classic copies the schedule to each day you selected. The system totals the scheduled hours for the week as you build the schedule and the scheduled budgeted amount (if configured for your store).

   Figure 5-12 Copied Day Schedule

   
   

   

   
   

4. Continue scheduling all employees for the week as needed. Select Save Changes on the Edit Menu to save your schedule.

   Note:

   If configured, Xstore Classic warns of an attempt to schedule an employee when it conflicts with your store's hourly constraints or other restrictions.

Copying a Week Schedule

Use this option if your weekly schedules are relatively consistent from week to week. For example, if your weekly summer staffing needs are similar, use this option to set up one week's schedule and copy it from week to week. Once the existing schedule is copied to the week you are scheduling, you can easily adjust the schedule as needed.

1. At the Employee Scheduling Maintenance menu select Employee Schedule.

2. At the Schedule Weeks form, select the week that you want to schedule and press Enter.

3. At the Weekly Summary screen, select the Edit option.

4. Select the Copy Week Schedule option.

   Figure 5-13 Copy Week Schedule Option

   
   

   

   
   

5. Xstore Classic displays a list of weeks that have been scheduled previously. Use the up and down arrow keys to select a week from the list and press Enter to continue.

   Figure 5-14 Copy Week Schedule

   
   

   

   
   

   Xstore Classic copies the schedule from the displayed week to the selected week. The system totals the scheduled hours for the week as you build the schedule and the scheduled budgeted amount (if that is configured for your store).

   Figure 5-15 Copied Week Schedule

   
   

   

   
   

6. Continue scheduling all employees for the week and make any edits as needed. Select the Save Changes option to save your schedule. Refer to Editing a Schedule for more information about changing schedule information.

Editing a Schedule

Use this function to make changes to an existing employee schedule for a designated week.

Note:

Schedule records from previous days cannot be edited.

1. At the Back Office Main Menu, select Employee and press Enter.

2. At the Employee Menu, select Employee Scheduling Maintenance and press Enter.

3. At the Employee Scheduling Maintenance Menu, select Employee Schedule and press Enter.

   Figure 5-16 Employee Scheduling Maintenance Menu

   
   

   

   
   

4. Xstore Classic prompts for a schedule week. Use the up and down arrow keys to select the week that you want to edit, and press Enter to continue.

   Figure 5-17 Schedule Weeks List

   
   

   

   
   

   Note:

   The current week is selected by default. You cannot edit a record from a date that is earlier than the current date.

5. Xstore Classic displays the Employee Schedule screen for the selected week. This is the view used to edit the existing employee schedule. Select the Edit option to begin editing this employee schedule.

   Note:

   You can select the Print Schedule option to print the displayed schedule on the report printer.

   
   

   

   
   

6. Xstore Classic provides several options for editing an existing schedule.

   Figure 5-18 Weekly Summary Scheduling Screen - Edit Mode

   
   

   

   
   

Edit Existing Schedule Menu Options

• Change Shift - Use this option to edit an existing shift on the schedule. See Changing a Shift.

• Delete Shift - Use this option to remove a shift from the schedule. See Deleting a Shift.

• You can also add shifts to the schedule as needed. Refer to Adding a Manual Shift Adding a Pre-Defined Shift, Copying a Day Schedule, and Copying a Week Schedule for more information.

Changing a Shift

Use this option to edit an existing shift for an employee on the schedule.

1. In edit mode, select the shift you want to change. Use the arrow keys to navigate the scheduling screen grid. The highlighted area indicates the selected shift in the grid.

   Note:

   Touch-screen users, tap the desired cell to select the shift you want to change.

   Figure 5-19 Selected Cell Containing the Shift to be Changed

   
   

   

   
   

2. Select the Change Shift option.

3. Xstore Classic displays the Employee Scheduling Data form that shows the current schedule information for the selected shift. Change the information as required:

   Figure 5-20 Employee Scheduling Data Form

   
   

   

   
   

   • Shift Start Time - Enter the starting time for this shift.

   • Shift End Time - Enter the ending time for this shift.

   • Work Code - Select a work code for this shift.

   • Number of Non-Working Hours - Enter the hours and/or minutes that are counted as non-working hours, such as meal breaks.

4. Select Ok to continue.

   Xstore Classic displays the Weekly Summary Scheduling screen showing the shift you changed for the employee/day. Information shown here includes the starting and ending times, the work code, the time allotted for breaks, and the amount of working time. The system also totals the scheduled hours for the week as you build the schedule and the scheduled budget amount (if configured for your store).

   Figure 5-21 Schedule before Shift Change

   
   

   

   
   

   Figure 5-22 Schedule after Shift Change

   
   

   

   
   

5. Make additional schedule changes as needed and select the Save Changes option to save the edited schedule.

   Note:

   If configured, Xstore Classic warns you if an employee's schedule conflicts with hourly constraints or other restrictions as determined by your store.

Deleting a Shift

Use this option to remove a shift from the schedule for a selected employee/day.

1. Select the shift you want to remove from the schedule. Use the arrow keys to navigate the scheduling screen grid. The highlighted area indicates the selected shift in the grid.

   Note:

   Touch-screen users, tap the desired cell to select the shift you want to remove.

2. Select the Delete Shift option. Xstore Classic displays a prompt to verify that the selected shift is the one you want to delete.

   Figure 5-23 Delete Shift Verification Prompt

   
   

   

   
   

3. Press Yes to delete the shift from the schedule.

   Xstore Classic displays the Weekly Summary Scheduling screen, removing the shift you deleted for the employee/day. The system also recalculates the scheduled hours for the week and the scheduled budget amount (if configured for your store) as you edit the schedule.

4. Continue making any changes to the schedule as needed and select the Save Changes option to save the edited schedule.