Scheduling staff through the profile

Scheduling staff through the profile



Scheduling a session
You can schedule shifts and sessions through the Staff Scheduling section of the staff profile.
  1. Go to the  Staff page.
  2. Click on the name of the staff member to be taken to their profile.
  3. Click on the Staff Scheduling tab on the left. 
  4. You will see the staff member’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 a staff member is assigned a room in their profile, that room will be the default.
    2. Activity: What activity they will be performing. If a staff member 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 staff member 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 staff over 18, or 4 hours and 30 minutes for staff 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 Staff Scheduling screen on the staff member's profile.
  1. Once a staff member'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.

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