11.1 Day Schedule
Day Schedule
The Day Schedule is used to assign shifts to any employee or group of employees for specific dates.
When automatic shift allocation (bouncing) or a fixed Shift Pattern cannot cater for the unpredictable
or ad hoc sequence of shifts an employee needs to work, it is best to use the Day Schedule.
Click on ‘View’ then ‘Day Schedule’ from the menu bar, this window will list all of the currently
assigned day programs for all of the employees in the list for the given date range. The colours shown
for each Day Program (shift) can be configured from ‘Setup’, ‘System Preferences’ window, ‘Day
Schedule’ tab.
The Department, Number, Name and/or Surname columns are shown on the left, the rest of the
window is filled up with the Day Program assigned for the selected date range. The date ranges
shown can either be ‘Weekly’, ‘Monthly’ or ‘Custom’ (any date range).
To set the Day Program that an employee must work or has already worked, select the Day Program
from the list of all available Day Programs at the bottom of the screen, and then click the date on the
main window for the day the employee must work this newly assigned Day Program. This process
allocates an ‘Alternate Day Program’ for each change and the system will use the newly-assigned Day
Program’s rules etc. for that day.
To make assigning day programs quicker and easier you can assign your own custom ‘favourite’
buttons (saved differently for each user) to the Day Programs that you apply most often. To set your
most commonly-used buttons, select a day program you use regularly from the drop-down list at the
bottom, then either drag it onto a custom button, or right-click on the button and select ‘Assign the
‘Day Program’ to this button’. Now you can use your custom button. To do this, click your custom
button from the list of buttons at the bottom which will select the assigned day program to use for your
scheduling. To add more buttons, right-click on the window and select the number of rows to display.
Each row has 15 buttons, allowing 45 buttons if all three rows are selected. Each button also has a
keyboard ‘Hot Key’ assigned (1-45) respectively for even quicker selection of day programs.
To copy a selected employee’s schedule and apply it to another employee or group of employees,
highlight the day by right-clicking on the Department, Number, Name and/or Surname and then
selecting ‘Copy schedule’. The employee’s highlight colour will now change from blue to green. Now
select one or more employees by either holding down the control
key (for selected individual
employees) and/or the shift key (to select a range of employees) on the keyboard, right-click on their
names and select ‘Paste schedule’. This will copy all of the single employees’ day schedules to the
other selected employee/s for all of the dates shown at the time ‘Weekly’, ‘Monthly’ or ‘Custom’. Now
click ‘Save’.
If another system is used to create the day schedule, you can import it by clicking on ‘Import’ on the
menu bar then ‘Day Schedule’. The file will need to be in the correct format, per template found in the C:\Program Files (x86)\Jarrison Systems\Jarrison Time folder.
You can also export the day schedules to Excel for printing to a notice board if desired, via the button
at the bottom right of the screen.
Ticking the Adjustments/Leave checkbox in the upper left of the window will display any adjustments
which have been applied or imported in grey, or if the Leave module is enabled any applied leave will
be shown in grey.
Right-click Menu Actions
By right-clicking in the work space, a menu with additional options can be produced, shown to the
right.
If Employee Custom Fields need to be displayed as columns, they can be added
from ‘Display Employee Fields’.
If additional rows of shortcuts are required, they can be toggled on from here.
Selecting ‘Freeze Columns’ will lock the selected column and all columns to the
left of it, in order to keep information on the screen while scrolling to the right.
‘Freeze Rows’ works similarly but on a vertical basis.
Use Custom User Columns - If the particular user’s columns have been set via ‘User’, ’User
Preferences’ this option will apply those settings. (Note this setting requires ‘User Custom’ enabled
in User Groups)
Use Public Holiday Shift Change - Will allow the Public Holiday set on any applied day program s to
take effect in the case of a scheduled day being a public holiday. (Note this setting can only be applied
by the Administrator account). Note this option is only available to the Administrator account.
Use Day Change Rules - Will allow Day Change options set on any applied day programs to take
effect as they normally would. Note this option is only available to the Administrator account.
Show Day Program Full Name - Will show Day Program full descriptions instead of
short descriptions.
Right-clicking on the employee name or number will bring the same menu, but with a few
additional options to Copy the employee’s schedule, and once copied to then Paste it on
other employees, or to reset any changes and revert the selected employee to their usual
shift pattern.
There will also be an option under Use Custom User Columns to Copy Schedule to
next…
This option will copy the selected schedule for the time period being viewed, in other words if viewing
Weekly the schedule will copy to the next seven days; if viewing Monthly the schedule will copy for
the next month. The option will appear once a change to a person’s schedule has been made and
saved.
Related Articles
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