Scheduling sessions for employees

Scheduling sessions for employees


On eypeople, sessions can be scheduled for employees in two places: the employee profile, and the employee scheduling screen. If you're only scheduling sessions for individual employees, you may want to go through their profiles. Whereas the advantage with booking staff through the Employee Scheduling screen is that you're also able to see the sessions schedules for employees and children across the nursery.

Scheduling through the profile

Scheduling a session

  1. Go to the  Employees page.
  2. Click on the name of the employee to be taken to their profile.
  3. Click on the Employee Scheduling tab on the left. 
  4. You will see the employee’s schedule for the week. You can switch between month, week, and day views by clicking on the corresponding buttons in the top right (you cannot book sessions from the month view). Move between dates by clicking on the arrows in the top left.
  5. Click on a time under one of the columns to book a session for that day.
  6. Fill out details of the session in the pop-up window:
    1. Room: Which room they’re assigned to for this booking. If an employee is assigned a room in their profile, that room will be the default.
    2. Activity: What activity they will be performing. If an employee is assigned a preferred activity in their profile, that activity will be the default.
    3. Start Time: What time of day this session starts.
    4. Finish Time: What time of day this session ends.
    5. Start Date: What date the sessions in this series start.
    6. Finish Date: What date the sessions in this series end.
    7. Repeat: How often this session repeats: No Repeat, Weekly, or Custom. Custom lets you repeat a session up to every 6 weeks. 
    8. Repeat On: Which days this session will repeat.
    9. Notes: Where you can type in any notes you have about the session.
    10. Step Up: Select this option if the employee is temporarily taking on a higher ranking role for this session. They will be paid additionally according to the Step-up Rate.
  7. Click Save.

Break reduction

Breaks are automatically deducted from any day where the total shift duration exceeds 6 hours for employees over 18, or 4 hours and 30 minutes for employees under 18. The time deducted for a break is taken from the Break Reduction field in HR Settings. Break duration for an individual day can be edited from the Employee Scheduling screen on the staff member's profile.
  1. Once an employee's total shift duration for a day exceeds the hours mentioned above, a break will be automatically added in the all-day row at the top of the calendar (e.g.  30m Break).
  2. Double click on the break to edit it.
  3. Enter the break duration, in minutes, into the Duration field.
  4. Click Update.

Editing session bookings

  1. Go to the  Employees page.
  2. Click on the name of the employee to be taken to their profile.
  3. Click on the Employee Scheduling tab on the left. 
  4. Double-click on a session to edit it, as long as it hasn’t been confirmed.
  5. Make any changes, then click Update.
  6. In the pop-up, you can choose which sessions in the series this applies to. Click on an option to apply the changes:
    1. Only this session: The changes will only be applied to the session you clicked on.
    2. Following sessions: The session you clicked on, and all following sessions in the series, will be changed.
    3. All sessions: Changes will be applied to all sessions in the series. 

Deleting sessions

  1. Go to the  Employees page.
  2. Click on the name of the employee to be taken to their profile.
  3. Click on the Employee Scheduling tab on the left. 
  4. Double-click on a session to edit it, as long as it hasn’t been confirmed.
  5. Click Delete.
  6. In the pop-up, you can choose which sessions in this series you would like to delete. Choose an option:
    1. Only this session: Only the session you clicked on will be deleted.
    2. Following sessions: The session you clicked on, and all following sessions in the series, will be deleted.
    3. All sessions: All sessions in the series will be deleted.

Scheduling through the employee scheduling screen

Scheduling a single session

  1. Click on eypeople > Employee Scheduling in the sidebar.
  2. Click on the  icon next to a room to expand it, if necessary.
  3. Click +Add Employee in the bottom left and choose an employee.
  4. A row will be added with the employee’s name, including any sessions they’re already booked for.
  5. Click on a blank box to add a session.
  6. Fill out details of the session in the pop-up window. 
  7. Under Break Reduction, type in the number of minutes deducted from an employee's paid hours for the whole day.
  8. Click on +Add New Shift if an employee has multiple sessions on that day.
  9. Click on Remove in the top right to delete a shift, if you have more than one.
  10. Click Save.
  11. The new session will appear as a draft.
  12. You can edit this session by clicking on it again.

Scheduling repeating sessions

  1. Click on eypeople > Employee Scheduling in the sidebar.
  2. Click on the  icon next to a room to expand it, if necessary.
  3. Click +Add Employee in the bottom left and choose an employee.
  4. Click on a blank box to add a session.
  5. Fill out details of the session in the pop-up window.
  6. Under Break Reduction, type in the number of minutes deducted from an employee's paid hours for the whole day.
  7. Click on the  icon next to Save.
  8. Choose between Repeat for rest of the days and Repeat for specific days.
    1. Repeat for rest of the days: This session will be repeated for the future free days within the date range of the Employee Scheduling screen.
    2. Repeat for specific days: Clicking this will bring up a window that lets you choose which days of the week you’d like this session repeated. Check the box next to the days you want, or check Select All, for the session to be repeated on those days within the date range of the Employee Scheduling screen. Then click Continue.
  9. Click Save.
  10. You can edit this session by clicking on it again.

Deleting a single session

  1. Click on eypeople > Employee Scheduling in the sidebar.
  2. Click on the  icon next to a room to expand it, if necessary.
  3. Click on a session to edit it.
  4. Click on Delete Shift(s) in the bottom left.
  5. Click Continue.

Deleting multiple sessions

  1. Click on eypeople > Employee Scheduling in the sidebar.
  2. Click on the  icon next to a room to expand it, if necessary.
  3. In the top right, click on Options > Delete Shifts.
  4. Select Employee from the drop-down menu.
  5. Check the box next to the sessions you want to delete.
  6. Click Delete.

Confirming sessions

Confirming a session means that employees have completed their scheduled hours, and those hours will be included in their payroll reports. Only a manager can confirm a session, either through the Employee Scheduling screen or the employee’s profile. Once it is confirmed, it can’t be edited or deleted, though edits can still be made by unconfirming the session.

Confirming sessions from the employee scheduling screen

  1. Click on eypeople > Employee Scheduling in the sidebar.
  2. Click on the  icon next to a room to expand it, if necessary.
  3. Click Confirm Shift to confirm all published sessions in the room.

Confirming sessions from the employee profile

  1. Go to the  Employee page.
  2. Click on the name of the employee to be taken to their profile.
  3. Click on the Employee Scheduling tab on the left. 
  4. In the top left, click on the Confirm Sessions button to confirm all the sessions in your current view.

Publishing sessions

Unlike scheduling sessions from an employee’s profile, when you create a shift on the Employee Scheduling screen, it will appear first as a draft. Draft sessions don’t appear in employee scheduling reports, and don’t count as Used Hours. You can publish drafts from the Employee Scheduling screen, or from a staff member’s profile.

Publishing sessions from the employee scheduling screen

  1. Click on eypeople > Employee Scheduling in the sidebar.
  2. Click on the  icon next to a room to expand it, if necessary.
  3. Click Publish Shift to publish all draft sessions in the room.

Publishing sessions from the employee profile

  1. Go to the  Employee page.
  2. Click on the name of the employee to be taken to their profile.
  3. Click on the Employee Scheduling tab on the left. 
  4. Double-click on a draft session to bring up a window with more details.
  5. In the bottom left of the window, click Publish.
InfoIf you need more help understanding the employee scheduling screen, take a look at this article.