Understanding the employee scheduling screen

The Employee Scheduling screen provides an overview of all the scheduled sessions in each room. This includes which employees and children are scheduled, the number of children and employees, if they’re in ratio, and how long each session lasts. 

You can get to the Employee Scheduling screen by clicking on eymanage > Employee Scheduling in the sidebar.

Overview of the screen

Along the top of the screen you’ll see the colour code for the room schedules. This helps you see at a glance whether a room is in ratio, among other things. 

Below the colour code, you can see the W/C (Week Commencing) date, the Weekly Wage %, which refers to the percentage of income spent on wages weekly and a summary of the current Filters Applied to this screen.

Most of the screen is taken up with room schedules. They’re sorted by alphabetical order, apart from the Consolidated Room View, which is always at the bottom by default. You can customise how rooms are sorted by clicking on the  icon in the top right. In the pop-up, you can drag and drop rooms to change which order they appear on the screen, or click on the  icon to toggle whether you want them hidden. Hidden rooms won't appear on this screen, nor in the filters. Click Save when you're done.

You can find the  Filters button next to the  icon. Clicking on this brings up a window that lets you control what kinds of sessions you want to see on this screen. By default, all Activities, Employees and Statuses are active. In the View By field you can choose whether to view the information a Day, Week, 2 Weeks, or a Month at a time. You can also select whether to display each day as a Full Day or divided into AM/PM. Use the Date field to select the starting date for the time period you're viewing. Checking Consolidated View Only will only display the Consolidated Room View.

If you’ve made a change to the Filters, checking the box next to Default View in the top right will make those settings the default when you return to this screen in the future.

The expanded room view

The room at the top is expanded by default; to expand other rooms, click the  icons to the right.

An expanded room shows the employee scheduling graph, and below that, what sessions are scheduled over a period of time. The top row shows the Date. The row below shows how many Children are in the room on that day (hovering over the number of children will display the children’s names, the length of their sessions, and their sign/in out times). Below that is the number of Employees (hovering over this will display the assigned employees, the length of their sessions, and their sign in/out times). The colours of these boxes indicate whether the rooms are in ratio; the colour key is at the top of the page.

Below this, you can see each employee assigned to this room. Under their name is their job title, and then their scheduled and contracted hours, presented as Scheduled Hours/Contracted Hours. Click on the  icon to view more details about them. Next to their names, you can see their scheduled shifts for each day.  Some shifts may be marked with a coloured line; there is a colour key at the top of the page. If more than one is applicable, the line will be made up of multiple colours. The table will indicate if there is more than one shift booked for a day. Click on the box to view them.

At the bottom left of each expanded room is +Add Employee, which is where you can click to schedule sessions for employees from this screen.

In the top right of each expanded room are the Options. Clicking on this will give you the ability to Unconfirm Shifts, Delete Shifts and Download the room schedule as an Excel file. Next to the Options are the Publish Shift and Confirm Shift buttons, which allow you to publish and confirm any new shifts added to this room.

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