Before You Start

Before you get started, please make sure you're logged in and that you have added your employees, and set up your scheduling areas, training, unavailability, and leave.

If you are already scheduling and are looking to copy or import shifts, please follow the article here.

This article contains four sections:

  1. Overview of the Schedule Page

  2. How to Create Shifts

  3. How to Publish Shifts and Notify Staff

  4. Scheduling Color Coding and Keyboard Shortcuts

Schedule

Firstly, please navigate to the Schedule by clicking "Schedule" at the top of your screen.


1. Overview of Schedule page

This section provides an overview of all the buttons and selectors on the Schedule page.

Location Marker

The Location Marker gives you quick access to the location you are scheduling for. It shows the location on a map, links to people who work at that location as well as the links to perform other Location-specific actions such as Edit Location Settings, Duplicate, Schedule, Approve Timesheets, Message All and Message those working.

The Location Marker button is only visible when a Location or Area is selected in the Location and Area Selector. It is not visible when "All Locations" is selected.

Location and Area Selector

In the Schedule's top left corner you will find the location and area selector. This is used to select the location or the area that you want to schedule for. You can schedule for All locations, just one location or even just for one area depending on what you select here.

Date Selector

The Schedule defaults to display the current day, however the Date Selector allows you move the view forward or back in time to select other scheduling periods as well. The period of time displayed in the Date Selector is dependent on what has been selected in the View Selector.

View Selector

The View Selector will display your schedule over various time periods to a single page by either Area or Employee depending on what is selected.

You will find that the various Schedule Views will fulfil different purposes when scheduling depending on whether you are looking for scheduling gaps in a particular area or time period, or focussing on the schedule of a particular employee.

The Schedule Views available to be selected are:

Refresh button

If you or other users have changed any data or since you loaded the Schedule page you can select the Refresh button to load the most current data.

Auto Schedule button

Auto scheduling is powerful tool that uses metrics and AI learning to create an entire schedule with a single click.

The Auto Schedule button combines the two key functions that make up Auto-Scheduling, Auto Build Shift Structure (creating optimal empty shift structures) and Auto Fill Empty Shifts (filling your empty schedule with the right people for every shift).

You can also access each of the functions individually by clicking the drop down menu.

Copy and Import Shifts Button

The Copy and Import Shifts button allows you to fill your schedule based on previous data by copying and importing single shifts, days or weeks.

The Save Template and Load Template option in the drop down menu allows you to copy a pre-existing schedule as a template and load it into a selected date to fill the schedule faster.

Note: the Copy and Import Shift functionality is NOT available for the Monthly schedule view so the button will not be shown in this view.

Stats Panel and Business Insights

The Stats button displays a projection of the selected period's total staff wages vs. expected sales. More information is available for the Stats Panel and Business Insights. The Stats Panel can be toggled on and off by clicking the Stats button.

The Metrics dropdown can be used to further select which business metrics to display.

Options button

There are several ways to Export the schedule if needed. The Print option will print the currently selected Schedule, either by area or employee. There is also the option to download the Schedule as an Excel or CSV file. You will also see the option to subscribe to the calendar so you can sync to your business' electronic calendar.

There are a number of other actions available in this Options dropdown including:

  • "Remove All Employees" will remove every employee assigned to a shift and leave a blank shift in your current view. This will not remove employees in days or weeks that are not currently on-screen.

  • "Remove Empty Shifts" will delete all empty shifts.

  • "Mark all empty shifts as Open" will make each empty shift Open to offer it to your employees.

  • "Delete All Shifts" will remove every shift in your current view. Please note that this option is irreversible

  • "Bulk Update" will allow you to make mass updates to all the displayed shifts.

  • "Edit Location and Areas" will take you to the Location Settings page.

  • "Enter Sales" will take you to Business Insights, allowing you to enter sales data and make wages vs. sales projections.

Publish Shifts

The Publish Shifts Button shows you how many shifts are yet to be published.

Additional information about the day in the Schedule

Clicking on the date in the schedule allows you to view and add information that may assist with scheduling.

  • forecast weather

  • assign public holiday

  • block off time requests

  • notes to assist with scheduling

  • employees not available to work that day

2. How to Create Shifts

To create a shift either click the "+" symbol at the top of the area or double-click in the area. This will add a shift, starting at your location's default start time.

When the shift is created it will open a dialog box for you, allowing you to enter the details for the shift.

Creating a Shift for specific Employee

First, click in the "Who is Working?" area. The drop down will display a list of preferred and recommended employees, based on our five factors (running checks based on fatigue, training, availability/leave, permission to work at the location, and whether there is a conflicting shift). If you know who you want to schedule on the shift then select their name.

NOTE: If you'd like to offer this shift to multiple employees, you can use either an Open Shift, or you can send an offer. If you're using one of these options, leave the employee area blank for now.

You can change the start, end, and break of the shift by clicking inside the respective fields. Set your times as desired. Click here to learn more about scheduling and planning breaks.

If you'd like to change the area, click in the field and select another one.

You can also add a note to a shift by clicking "Add a note to this shift...". This is additional information that will be sent to your employee by email (and SMS, if you're using it) when you publish the shift. This can be helpful for communicating information in regards to a specific client or worksite. As an example, if you run a cleaning business you may need to let your employees know the room numbers they are to clean on a given shift. Please click in the box and type your message.

If you're finished, click "Save" in the lower right.


Creating a Shift and sending offers to multiple Employees

If you would like to offer the shift to multiple staff members, click the "Shift Actions" area on the bottom left corner of the dialog. Click the "Send Offers" option.

A window will open for you displaying a list of recommended and non-recommended staff. Any staff you click here will be selected and can be invited to work the shift. After selecting your employees, click the "Invite X to work this shift".

Scheduling from the Employee List

On the left side of the screen, you will see the list of staff granted permission to work at your chosen location, or who have already been scheduled there.

You are able to filter and view your employees in this list by clicking on the drop down button at the top of the list to reveal the criteria including:

This section will show you a quick cost/hours summary for all employees with hours scheduled in this location for the period selected, as well as employees allowed to work at this location with no hours (found at the bottom of the list). This section will allow you to quickly highlight any shifts the employee is working in the chosen date range. Simply click the employee on the left to display their shifts in this location.

If you have a large number of employees, this will make it much easier to find their shifts if you need to make any adjustments. You can use the search bar at the top to look for a particular staff member or training category as well. If you need to find a cashier quickly, just type in the name of your training category and relevant employees will appear for you.

You can also drag and drop employees from the list to the schedule to rapidly create shifts for them.

3. How to Publish Shifts and Notify Staff

Once your Schedule is complete, you'll need to publish it. To do this, please press the large "Publish X shifts" button above the Schedule to the right. If there are changes that haven't been published yet, the button will be Purple. If all changes have been published, it will be green.

Once you've clicked "Publish", you will be asked whether you want to publish updates only or the full Schedule. "Publish Updates only" will publish any new shifts, along with any shifts you have made changes to. New or edited shifts will appear gray. Published and Open shifts will appear as green. Press Next Step to continue.

This next option allows you to send notifications about shift changes to specific areas only.

This next option allows you to select how employees will be notified about the shift. We have three separate options:

Notify (Email/SMS) and ask for confirmation - This will send out an email and SMS, provided they have a mobile number entered in their employee profile. Confirmation requires the employee to accept or decline the shifts by clicking a link sent to their email or replying to the Deputy SMS with y[shift ID] or n[shift ID].

SMS, Email, and Smartphone Push Notification - The employee will receive a notification via Email, SMS and a push notification via the Deputy smartphone app.

Email and Smartphone Push Notification - Much like the above, but no SMS, just a shift notification via email and smartphone application.

No notification, just mark as published - Will not notify employees, but will turn the shifts green (confirmed) when checking Deputy via the web browser and smartphone application.

Now click Publish and all shifts should change to green, confirming that they have been published.

Publish and Notify a Single Employee

There may be an instance where you want to publish a shift for a single employee. To do this, click the 'Week' drop-down box, then click 'View by Employee'. Then search their name in the employee search on the left side. If you can only see the intended employee, then you can publish the shifts by clicking the publish button in the top right-hand corner.

Employee Notification for Shift Removal

If you would like Deputy to notify your employees when you remove a published shift, you can turn this setting on in Locations.

Click on the Edit Settings button for the location you would like to edit.

Select Scheduling from the list on the left of the page and navigate to the Notify employees on removal setting.

Selecting the Email and smartphone push notifications option will send your employees a notification when published shifts have been removed.

Employees using the Deputy web application will receive the notification as an email.

Employees logged into the mobile app will receive a push notification.

Click on the Save button to save your notification setting before leaving the page.

4.Scheduling Color Coding and Keyboard Shortcuts

Shift Colour Codes

Locked Shifts

You may also notice a 'locked' shift, which is indicated by a lock/padlock icon. This means that that the timesheet has been submitted but not yet approved.

Area Colour Coding

Colour area coding allows you to easily distinguish between areas when viewing your schedule.

Assigning Area Colours

To assign a colour to an area, select the Area view in Schedule

Click 'Edit' next to the area you would like to assign a colour to.

A pop-up box will appear. Click the 'Colour' drop-down box.

The following will appear. Here you can either select one of the preset colours, or you can enter in a colour hexcode.

Remember to click SAVE at the bottom of the Edit Area module to confirm your changes.

You can also edit and change the colour of each area via the 'Areas' tab within your Location Settings. Simply follow the same steps as above to change the area colours.

Where will colour area coding appear?

You will be able to see this in a number of places.

Schedule Page in Area and Employee Views:

Excel Export of Schedule:

Please note that colour coding will not appear in the CSV file export.

Keyboard Shortcuts when Scheduling

There are a number of shortcuts available to speed up the scheduling process:

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