Employee Scheduling¶

The scheduling module helps you create and manage employee work schedules efficiently.

Overview¶

The scheduling system provides:

• Weekly schedule creation and management
• Shift templates for recurring patterns
• Employee availability tracking
• Conflict detection and alerts
• Automatic notifications

Creating a Schedule¶

Step 1: Select Week and Location¶

1. Navigate to Scheduling from the dashboard
2. Use the date picker to select the week
3. Choose your store location

Step 2: Add Shifts¶

Click to Add: Click on any day column to add a new shift.

Drag to Adjust: Drag shift edges to adjust start/end times.

Copy Shifts: Hold Ctrl/Cmd and drag a shift to copy it.

Step 3: Review and Publish¶

Before publishing, the system checks for:

• Scheduling conflicts
• Overtime warnings
• Minimum staffing requirements
• Employee availability conflicts

Click Publish to finalize the schedule and notify employees.

Shift Management¶

Shift Details¶

Each shift includes:

Editing Shifts¶

To modify a shift:

1. Click on the shift
2. Update the details
3. Click Save

Deleting Shifts¶

1. Click on the shift
2. Click Delete
3. Confirm the deletion

Schedule Templates¶

Save time by creating templates for recurring schedules.

Creating a Template¶

1. Go to Settings > Schedule Templates
2. Click New Template
3. Add your standard shifts
4. Name and save the template

Using a Template¶

1. Open the scheduling view
2. Click Apply Template
3. Select your template
4. Adjust as needed

Employee Availability¶

Viewing Availability¶

Employee availability is shown on the schedule:

• Green: Available
• Yellow: Limited availability
• Red: Unavailable

Managing Availability¶

Employees can set their availability through:

1. Employee portal
2. Mobile access
3. Manager override (if needed)

Shift Swaps¶

Employees can request to swap shifts with coworkers.

Swap Request Flow¶

1. Employee requests swap through portal
2. Other employee accepts/declines
3. Manager approves final swap
4. Both employees are notified

Configuring Swaps¶

Go to Settings > Scheduling to configure:

• Allow/disallow shift swaps
• Require manager approval
• Swap request deadlines

Notifications¶

The system sends automatic notifications for:

Notification Settings¶

Employees can manage their notification preferences in their profile settings.

Staffing Requirements¶

Set minimum staffing levels for each day/time:

1. Go to Settings > Staffing Requirements
2. Define required staff by:
   • Day of week
   • Time period
   • Position (optional)

The scheduler will warn you if staffing falls below requirements.

Reports¶

Access scheduling reports:

• Hours Summary: Total scheduled hours by employee
• Labor Cost: Projected labor costs
• Coverage Report: Staffing levels by time period

Go to Reports > Scheduling to view.

Best Practices¶

Troubleshooting¶

Common Issues¶

Can't add shifts?

• Check that you have manager permissions
• Verify the employee is active
• Ensure the date is not in the past

Employees not receiving notifications?

• Verify email addresses are correct
• Check spam/junk folders
• Confirm notification settings

Schedule won't publish?

• Resolve all conflicts first
• Ensure minimum staffing is met
• Check for required approvals

Need Help?¶

Contact support at support@coldstonereno.com