After a master schedule template (a schedule of all the shifts you expect an employee to work in a week) has been assigned to your employees, you might need to change some of its particulars for individual workers. For example, you could have a group of drivers who all run an elementary school route in the morning and afternoon, so their shift hours are the same, but you may want to include the vehicle each driver operates as part of their schedule.


Note: For more information about the entire process of using schedules in Time and Attendance (TAA), go to The Process of Using Schedules. This article is step 5 of that.


To edit an employee's schedule, follow these steps:


  1. Click  >> View Schedules.
     
    The View Schedules screen will appear and show the schedule of the first employee in your organization, alphabetically.
     
  2. Select the employee's name at the top left of the screen, type part of the name of the worker whose schedule you need to edit, and click the name in the short list that appears.
    Note: Alternatively, you can click the drop-down arrow to the right of the employee's name at the top left of the screen, scroll through the list, and select the name you want.
    Their schedule will appear.
      
  3. Double-click anywhere in the time grid.
     
    The Edit Schedule Name Date (where Date is the day of the week you double-clicked) screen will appear.
      
  4. To personalize the name of the schedule, select the text in the Schedule Name field and type the new name.
    Caution: You might not want to do this if the schedule contains more than one shift. Renaming the schedule will split the two shifts into separate editing screens (even if you give the two shifts the same schedule name), which can be confusing when making subsequent schedule updates. Changing the description does not have this problem, however.
  5. To update the explanation of the shifts the schedule covers, select the Description text and type a new description.
     
  6. If you performed step 4 or 5, click Save in the Schedule area.
     
  7. To modify the first shift, in the Shifts in Schedule area, click  to the left of its job type name (Bus Route in the preceding figure).
     
    The shift details will be displayed.
      
  8. To change the shift hours or start and end dates, follow these steps:
     
    1. Click the Start Time time picker and select the time the first shift begins from the drop-down list.
      Note: Alternatively, you can select the time value and type the beginning time, using the HH:MM:SS XM format (where X is A or P, depending on the time of day).
    2. Click the End Time time picker and select the hour the first shift should finish from the drop-down list (or select the current time and type the new value).
       
    3. To change the date when the schedule will first apply (such as at the beginning of your work week, often Monday), click the Start Date calendar picker and select the beginning date (the first day the schedule should appear on the employee's time card for their expected work shifts).
       
    4. If necessary, click the End Date date picker and select the day when the schedule will no longer be applicable.
      Note: Most often, you will leave this blank so that the schedule will be used in perpetuity.
    5. If you want to remove the End Date, click  to the right of its date picker.
  9. To change the job type, click the Job Type drop-down arrow and select the job the first shift will have associated with it.
     
  10. To add or change the vehicle a driver or bus monitor usually works on, click the Choose Vehicle drop-down arrow and select the vehicle name.
     
  11. To change the days of the week of the schedule, select or deselect the Frequency toggles. ( means selected, and  deselected.)
     
  12. Click Save Shift.
     
    The first shift will be updated in the Shifts in Schedule area.
      
  13. If there is a second shift that needs editing, repeat steps 7 through 12 for it.
     
  14. Repeat step 13 for all the shifts that need to be updated.
     
  15. If you need to add a new shift altogether, you can do so as follows:
     
    1. In the Add Shift area, click the Start Time time picker and select the time the new shift begins from the drop-down list (or select the 12:00:00 AM value and type the beginning time).
       
    2. Click the End Time time picker and select the time the shift should finish from the drop-down list (or type the value).
       
    3. To change the date when the schedule will first apply, click the Start Date calendar picker and select the beginning date.
       
    4. If necessary, click the End Date date picker and select the day when the schedule will no longer be applicable (or leave this blank).
       
    5. Click the Job Type drop-down arrow and select the job type the new shift will have associated with it.
       
    6. To add the vehicle a driver or bus monitor usually works on, click the Choose Vehicle drop-down arrow and select the vehicle name.
       
    7. Select the Frequency toggles for the days of the week of the schedule. ( means selected, and  deselected.
       
    8. Click the Add Shift button.
       
      The new shift will appear in the Shifts in Schedule area.
       
  16. Repeat step 15 for all the shifts you need to add to the schedule.
     
  17. If you need to remove one of the shifts, follow these steps:
     
    1. Click  to the left of its job type name to expand its details.
        
    2. Click Delete Shift.
       
      A warning dialog box will appear.
        
    3. Click Yes.
       
  18. When you are finished with your changes, you can click  at the top right to return to the View Schedules screen, which will show the schedule updates. (In the example below, the vehicle name has been added.)